Exit Interview Process - On Roll

Sr. No

Process

For Post an employee resigns Sales Manager Branch Manager

Responsibility

Timeline

Branch Manager Cluster Manager/ Regional Manager Regional Manager Business Head & Corporate HR Head

Interview with the resignee Cluster Manager Regional Manager Interview Process

10 days prior to leaving

Reason Of leaving Feedback on Business Policies Resignee Review about colleagues/reporting manager Feedback on HR policies Cluster Manager/Regional Manager/Business Head/Business HR

10 days prior to leaving

Handover Process to be initiated

Resignee HR Responsibility

Reporting Manager

15 Days prior to the LWD

4 5 6 7 8 9 10

1st Meeting of the resignee with the Regional HR Manager West E-mail about the resignation to all context holders Complete F&F formalities Handover Process check Email requesting the Resignee to not attend the various Meets if invited.(Risk Meet, Review Meet & Business Meets etc.) Provide a list of contact points for their F&F, PF transfer etc Update the resignee on the timelines & guidelines to complete the F&F Process Resignee Regional HR Manager - West 10 days prior to leaving

Email to be sent to the employee on his last working day ** Refer Sheet 3

Last Working Day 10 11 Short e-mail to be sent wishing the resignee all the best Resignee Farewell party to be organised + Gift Resignee Human Resources Reporting Manager & Team / HR Last working day Last working day

Post Last Working Day (TAT - 45 to 60 days for F&F) 12 13 14 Update the ex-employee about F&F Inform the when the F&F cheque is dispatched to the exResignee employee and ask for confirmation A small note wishing him/her best wishes for future to be sent Human Resources Day 20 Day 45 - Day 60 Day 45 - Day 60

Perspective

Training Dates

Activities Introduction to all branch employees(Welcome party for the new joinee and farewell for the employee getting transferred): 1. Meeting up with the branch employees to have an understanding of the needs, skills, knowledge, experience, background etc. of the employees in the branch. 2. Meeting up with the HO stakeholdersimmediate reporting manager, RM and BH. 3.Manpower Analysis: a. Manpower Analysis based on revenue generation b. Manpower Analysis based on behavioural traits Download and understanding of the KRAs of all branch employees: Understanding of roles and responsibilites of employees. would enable the branch to achieve the goals of RACE 2015 1. 2. Goal setting which

Purpose

Employee Engagement Aspect

Day 1

Day 2

Know your Colleague Parity between employee authority and responsibilty Branch Channel Management

Mon

Tue

Day 3

Day 4

Meeting up with the branch channel partners: 1. Introduction to the branch channel partners. 2. Building relationships with the existing channel partners. Detailed run through, explanation and understanding of branch business model and marketing model: A. Business Model: 1. How to identifying & build new channel relationships. 2. How to identify target customers. 3. How to develop relationships with institutional corporates. 4. How to identify target institutional customers. B. Channel building model: 1. Sales promotion activities, events etc previously conducted at the branch. 2. Run through of Product brochures, marketing tool kits etc Sharing branch directory: 1. Different MISs such as Branch productivity MIS, business related MISs, other MISs pertaining to Ops, Credit, Collections, Risk etc. maintained at the branch. Download on the Branch Profitability Model: 1. Understanding Branch Cost(Admin, Ops and other miscellaneous expenses) 2. Understanding Branch revenue (Branch Revenue-Branch Cost = Branch Profitability) Download on the Branch Profitability Model: 1. Month on month monitoring of branch cost and branch revenue to get branch profits. 2. Study and analysis of products which generate minimum revenue. 3. Study and analysis of products which generate maximum revenue. 4. Study and analysis of combination of products which generate maximum revenue. Understanding customer services aspect of branch: 1. Management of SAGE CRM. 2. Customer segmentation in terms of getting the details of priority customers and secondary customers. 3. Strategies for business through customer segmentation in the locality and territory. 4. Process to be followed while handling walk-in customers. Understanding the branch IT aspect: 1. Introduction to the contact persons of IT in the branch. 2. Understanding the IT bandwidth of the branch. 3. Understanding of specific software and main computer server of the branch. Understanding the Admin and Infrastructure aspect of the branch: 1. Checking on the seating arrangement at the branch and ensuring that every employee has a seat. Also keeping a tab on the employee:seat ratio to cut down costs. 2. Checking on the TAT of dispatch department in the branch. 3. Checking whether stationery and forms required are available at the branch. 4. Checking on the other requirements such as Understanding branch ops aspect: 1. Understanding back-end model of branch business 2. Understanding asset file flow within the branch right from the login of the file to disbursement aspect of the file. 3. Briefing about the month-end activities.

Wed

Sales
Day 5

Day 6

Branch Business Aspect Branch Productivity Aspect Branch Profitability Aspect

Thurs

Fri

Day 7

Branch Revenue Aspect

Customer Relation
Day 8

Customer Service Aspect

IT Admin and Infra

Day 9

IT, Admin and Infrastucture resources aspect Operations aspect

Operations
Day 10

Sat

Mon

Tue

Wed

Thurs

**
From: Regional HR Manager To: Resigned Employee Cc: Reporting Manager Subject: Wishes | Tata Capital | (Date) Dear (Employee Name) Your journey started with us on (DOJ of TCL) and today with your last day with us, we wish you all the best in your career and your path ahead.

In our endeavor to support you in your post employment period and in regard to your queries on any of the following, below are the details with contact points f

Full & Final Settlement:

o o o o o

Any salary payout due to you will be paid to you along with your F & F settlement. This normally takes 45 days to process after completion of your joining formalities. This time period is subject to you have followed all proce The settlement will carry the following details: F& F statement, Relieving letter and experience letter. In case of recovery, all the above ment Your contact point for the same will be Ms. Sujithra Nair (Sujithra.nair@tatacapital.com)/ 022-67940562 and in regard to payroll is Mr. Rajan Please ensure that you submit your Investment Proofs alongwith your exit formalities form. This will help in correct calculation of your incom

PF transfer / withdrawal:

o In this regard enclosed is the withdrawal form 19 & 10 C along with a original cancelled cheque (of the a/c in which you wish your settlemen o However in case of transfer of PF, you need to fill the form13 provided by your current employer and submit to your HR concerned. o The same need to be sent to for Tata Capital Ltd: Mr. Manoj Kasturia (Lodha Address) / Mr. Santosh Kawle: Tata Securities Ltd (Lodha Add

o The above process takes 6 months post your relieving date to process as there is a 60 day hold period post last working day, after which the y Superannuation:

o For Withdrawal: In this regard if your tenure with the organization is less than 5 yrs then you can withdraw half of the corpus in the fund accr o For more details on the same: please contact Tata Capital Ltd: Mr. Manoj Kasturia (Tata Capital Ltd, Lodha I Think Techno Campus, Buildin o For Transfer: you need to fill the form provided by your current employer and submit to your HR concerned. o The above process takes around 2 months post your relieving to process as there is a 60 day hold period, post which the withdrawal / transf y

Form 16: You shall receive the same in June / July month post the end of financial year on the address submitted by you / thru the email to the H

Your HR contact point continues to be undersigned / Hiral Shah. In case of any aspect, do not hesitate to get in touch with either of us for the same. We wish you all the best.
Thanks & Regards,

Priya Minocha
Associate Vice President IHuman Resources

Tata Securities Ltd | Consumer Finance and Advisory Business

Tata Capital Ltd

Akruti SMC |3rd Floor | Khopat Junction | Nr Khopat Bus Depot| LBS Marg|Thane (W) 400601

Landline: 022 67940509 | Mobile: 9223305852 |Email: priya.minocha@tatacapital.com| www.tatasecurities.com|www.tatacapital.com 3 Please consider the environment before printing this e-mail

th

of the month then it takes 45- 60 days for processing the

th

floor, off Pokhran Road 2, Thane (West) - 400607 / Mr. Santosh Kawle: Tata Securities Ltd (Lodha Address).

PROCESS DETAILS SHEET Process Name / Exit Process Process Owner : Business HR Head Process Step Description 1. Receive information about separation of employee 1.1 Resignation 1.1a Submit resignation to immediate manager through E mail or by letter 1.1b Manager has a one on one conversation with the employee and then forwards letter to Business HR Head ( If the employee does not withdraw the letter) with his/her signature indicating acceptance with relieving date 1.1c If resignation is withdrawn a note is made and placed in personal file 1.2 Termination 1.2a Decision on termination of an employee is taken 1.2b Approval is sought from Business Head and Head- Corporate HR 1.3. Group Transfer 1.3a Employee applies to Group company through "TATAWORLD" and is selected alternately decision on transfer is taken 1.3b Corporate HR to communicate with Group HR and formalize 1.4 Superannuation 1.4a HR to keep a track of employees superannuation date 1.4b HR to send intimation of superannuation mail to concerned employee , immediate manager and Functional Head 6 months prior of superannuation 1.5 Death 1.5a Information is received 1.5b HR sends the information to all concerned departments Sign off E mail or Resignation letter Reporting manager gets the information Reporting manager Controls Output / Record(s)

Version No./ Date :- 1.0 /19 Page : - 1 of 1 Customer

E mail/Letter with relieving date

Resignation acceptance mail Reporting manager and relieving date

Withdrawl note

Resignation is withdrawn

Reporting manager

Employee
Sign off by Corporate HR and HR Business/Functional Head

Information of vacancy posted

Employee is considered for other position

Information about transfer is shared

HR
HR

Superannuation Tracker
Intimation of superannuation

Information about HR Superannuating dates is handy Employee reminded of his superannuating date Employee

HR Mail Template Information received by all Stakeholders : stakeholders:IT/Admin/Payroll IT/Admin/Finance/Payroll

2. Schedule exit interview with employee 2.1 Resignation 2.1a Schedule exit interview with employee if resignation is accepted 2.1b Letter of acceptance of resignation issued by Business HR to the employee with a Cc to the Business/Functional Head 2.2 Group Transfer 2.2a Schedule exit interview with employee 2.2b Issue transfer letter to the employee with cc to Corporate HR 2.3 Superannuation 2.3a Send intimation of superannuation mail to concerned employee , immediate manager and Functional Head 6 months prior of superannuation 2.3b Business HR Head to schedule exit interview with employee 3. Complete exit formalities 3.1 In case of Resignation/Termination/Group Transfer/Superannuation 3.1a Send a departure mail to all stakeholders 3.1b Print Exit Formalities form and hand over to employee, initiate No Dues sign off from all concerned departments 1.5a Submit filled Exit Formalities form to HR 1.5b In case of dues employee to submit a DD in favor of Tata Capital Limited or Group company before service certificate can be issued 1.6 Final settlement to be calculated as of last working day 1.7 HR to hand over the full and final cheque to employee along with Service Certificate 3.2 Group Transfer 3.2a Balance of leave, PF, SAF to be transferred to the Group company 3.2b Final settlement to be calculated as of last working day

Exit Interview sheet Resignation acceptance template Exit Interview sheet Transfer Letter

Exit Interview done

Employee

Resignation acceptance issued Employee

Exit Interview done Transfer Letter received by employee and HR Employee reminded of his superannuating date Complete exit interview

Employee Employee/Corporate HR

Intimation of superannuation Exit Interview Sheet

Employee Employee

Departure mail template Exit formality form Sign off from concerned departments like IT/Admin/Payroll

Departure mail received by all Signed off form complete Exit formality form with HR

Stakeholders : IT/Admin/Finance/Payroll Employee

HR

Exit formality form

Payroll record Exit formality form and Service certificate

DD/Cheque F&F Checque Service Certificate

Company Employee Employee

Intimation from Group Company Payroll record

PF, SAF, Leave transferred F&F Checque

Group Company Employee

3.2c Following to be sent to Group Company: 1 Balance of leave, PF, SAF 2 Service Certificate Copy 3 Personal File (Copy of file to be retained with TCL Corporate HR) 3.3 Superannuation 3.3a Business HR to organize a small farewell and get together for the department 3.4 Death 3.4a HR sends the information to all concerned departments 3.4b HR carries out the full and final settlement 3.4c Hand over F&F to the legal heir Prepared by (with date) : (Process Team member):

Intimation from Group Company

Transfer of:1 Balance of leave, PF, SAF Group Company 2 Service Certificate Copy 3 Personal File

Employee

Mail Template Payroll record F&F Checque

Information received by all Stakeholders : stakeholders:IT/Admin/Payroll IT/Admin/Finance/Payroll F&F Checque F&F Checque handed to heir HR Employee's Heir

Approved by (with date) : (Process Owner / Cross Fu

CTQs

Responsibility

Employee TAT(from submitting resignation to Reporting decision by dept manager Head)<=7 days(100%) Reporting manager Reporting manager HR

Employee HR

HR

HR

HR

HR Head HR Head

% time exit HR interview conducted(100 HR %)

HR HR

HR Head HR

Employee

Employee HR/Payroll HR/Payroll

TAT (Exit information to F&F settlement <= notice period HR to be s

HR/Payroll

HR

HR

HR HR HR