Standard Operating Procedure (SOP) FINAL Operating Procedure...Microsoft PowerPoint - Standard...

Dear Colleagues,We are passing through a critical phase in human history. World is going through one of the mostunprecedented and difficult crisis of all times in the form of Novel Coronavirus (COVID-19). The spread ofCorona virus has become a threat not only to the human lives but also to the economy world over. HIL hasbeen taking all required precautions to contain the spread of Corona by implementing several precautionarymeasures in handling of production activities at our units -Rasayani, Udyogamandal, and Bathinda.Responding to this pressing crisis, immediately adequate safeguards have been put in place by HIL toensure social distancing in the work place, and to encourage our employees and stakeholders to maintainpersonal hygiene. We have to strictly adhere to the SOPs, and other instructions issued periodically by Govt.

From the Desk of C&MD

personal hygiene. We have to strictly adhere to the SOPs, and other instructions issued periodically by Govt.of India. Here, I would like to extend my sincere thanks and appreciation to each one of you for supportingand continuing the operations of process plants work even during this crisis with skeletal manpower andalso to those who have ably supported by working from home. I wholeheartedly appreciate the indomitablespirit that all employees have demonstrated in these trying and challenging times.I am pleased to say that we are opening our operations in a phased manner. I urge you to please re-joinwith full vigor and enthusiasm as the crisis is far from over and requires our focused and dedicated effortsto support the nation in meeting the needs of farmer community. As we look forward to resumingoperations post lockdown, our team under the leadership of Director (Finance) and other managerial handshave formulated an SOP which will guide to ensure the health and safety of each one of us, our families andour colleagues.I appeal to each one of you to follow the all the Government directives to prevent from spread of Coronavirus (COVID-19).Keep Social Distancing, Stay Safe, Stay Healthy.

(Dr. S.P. Mohanty)

HIL (INDIA) LTD , HEAD OFFICE HR DEPARTMENTSOP- “Standard Operating Procedure”

My dear Colleagues,As we are well aware, the world is currently facing one of its greatest existential threats of recent times inthe form of the spread of the Novel Corona Virus (COVID- 19).It’s a matter of pleasure and pride for me that all HILians have shouldered their responsibilities towardstheir family, the organization and the nation as a whole with great vigor and enthusiasm. It’s also a matterof great relief that all HIL employees and their families are safe and healthy and following all theGovernment directives thereby supporting the country in its endeavor to contain the spread of coronavirusinfection in India.Over the past couple of weeks and now as the pandemic is evolving over the globe, it is imperative that asan Organisation and as an individual citizen we too do our sincere bit to supplement the war like effort that

Message from Director (Finance)

an Organisation and as an individual citizen we too do our sincere bit to supplement the war like effort thathas been launched by all concerned across the length and breadth of the country. we are taking cautioussteps towards resuming normalcy by opening the office in a staggered manner. Accordingly, a "StandardOperating Procedure (SOP)-for Work Resumption after lockdown" has been formulated to re-open workplaces to defeat the lockdown period with ensuring the health and safety of all the employees andstakeholders.It is extremely critical that all the precautionary measures are followed at all offices, plants, and HILtownships so that safety and security of all HIL employees/contract workers are ensured. This SOP is to beread in conjunction with other guidelines issued from time to time. This SOP will be updated based on thedevelopments and the latest guidelines issued by the Government Agencies and/or decision of HILmanagement. There is no iota of doubt in my mind that together we can successfully navigate through thiscrisis and emerge stronger than ever before.Warm regards,

(Anjan Banerjee)


Effective Date: This SOP shall be implemented with immediate effect based onthe advisory issued by Head Office from time to time.

Purpose:The purpose of this Standard Operating Procedure (SOP) is to describe theprocedure to be followed for resuming work at all the HIL Offices and Units.

Standard Operating Procedure for WorkResumption after Lock down

Introduction:This SOP is prepared to extend guidelines for ensuring safe and secure workplace for all stake holders viz. Employees, Contractors, Suppliers, Customers,Contract workers, Trainees, Visitors & Family members of employees. Allprecautionary measures are to be ensured at Offices/ Units/ Townships of HIL.


HIL CORE TEAM has been created at HIL Head Office level tocoordinate all efforts towards prevention and containment of spreadof COVID-19.

List of HIL CORE TEAM are as following:

HIL CORE TEAM to control spread of Coronavirus (COVID-19)


HIL CORE TEAM to be constituted at workcentres/offices to coordinate efforts towardsdealing with this crisis and ensure controlthe spread of COVID-19 at work place.

Each Unit Head shall form a CORE TEAM atUnit level for ensuring compliance of SOP.Administration Department should ensure

Responsibility of HIL CORE TEAM

Administration Department should ensureproper hygiene at work place includingwashrooms, water containers etc.

All the employees should be provided withPPE (mask and gloves).

Avoid use of AC to the extent possible anduse natural ventilation by keeping doors andwindows open.


The resuming of employees at work place will be done in phases withtimelines and dates, presence of employees at work place in a day shouldnot be more than 33% of total strength.

Resumption of Work

Concerned Unit Head at Units and HoDs at Corporate Office to take thedecision based on evolving situation and considering the workload/exigencies of different departments as well as based on the businessand operational requirements. Minimum possible manpower required forproduction, maintenance, coordination and other linked activities to becalled for attending work place in order to maintain social distance. Workingdays/ working hours shall be decided based on the emerging situation.


Each employee self-declaring their health status asper the prescribed proforma (Self-DeclarationForm).

Evaluate each employee’s health situation (basedon self declaration). Permit employee to attendoffice only when the employee is healthy. Those

Resumption of Work

office only when the employee is healthy. Thoserequiring monitoring will be referred for medicaladvice before resuming work.

People having symptoms of fever, cough, vomit,diarrhoea, etc. should be directed to not resumework without proper joining advice/fitnesscertificate from the Medical Officer. Details of suchemployees to be shared with Unit Head at Units andHoD at HO & Company Doctor or HIL CORE TEAM.


Every employee and out-sourced staff should register himself/ herself in“AAROGYA SETU” mobile application, developed by Government of India forproper information and awareness about COVID-19.

“AAROGYA SETU”


Activities undertaken by Units at the time of resumption of work


FUMIGATION of the entire premises, employee transport,forklifts/stackers and other critical areas, washrooms,toilets, canteen, hand wash areas etc.

Guidelines before resumption of work

DISINFECTION AND SANITIZATION of all commonareas by properly PPE equipped in-house teams.


areas by properly PPE equipped in-house teams.

ADEQUATE NUMBER OF THE PPE including digital scannerthermometer for each work centre/ office and mask,gloves, sanitizer may be provided to each employee formaintaining personal hygiene.

Steps to restart Operations


Working Instructions forWork Place

COMPULSORY SCREENING OF

DAILY DISINFECTION/ SANITIZATION -fresh Chlorine solution /

SOCIAL DISTANCING


SCREENING OF ALL

Chlorine solution / Sodium Hypochlorite.

REPORT IT. DO NOT HIDE

HAND SANITIZERS AND MASK COMPULSORY

AVOID VISITORS



Employees to work from their seats only and avoid going to other’s seats.

No physical meetings.


Use VC/Conference Calls.

Awareness programmemay be organised atregular intervals forpersonal hygiene, handhygiene, use of PPE, socialdistancing etc


No Biometric Attendance

Use VC/Conference Calls.Strictly adhere to the socialdistance of minimum 1 meter.Avoid hard copy files/papersto the extent possible.

distancing etc

Guidelines for Thermal Screening

Use Thermal Scanning

Cameras at Office/Unit Entry Gate


Allowing after thermal checking of all employees including contractual staff shall bedone daily basis in the morning before entering work place at the gate. All visitors(suppliers, vendors, contractors etc.) will also be checked before being permittedentry. If it is beyond 99℉, they will not be allowed to enter the work place. They will beisolated and their temperature taken again. In case the recorded temperature is stillhigh then the person will be sent home immediately.

In case temperature of an employee during the check-up is beyond 99℉ during theworking time, escort them, taking all precautions, to the designated quarantine roomand inform the medical staff/ HIL CORE TEAM and HR immediately. The person will beallowed to re-join work only after Doctor’s advice.

Guidelines for Townships


Responsibilities of residents : Employees / Residents including their family members shall avoid

unnecessary movements outside and adopt stay at home concept. Use nose mask when ever going outside home Restrict the children inside the home itself Try to avoid entertaining guests Try to manage household works by family and avoid engaging maids /

outsiders.

Maintaining Hand Hygiene



Follow social distancing to defeat COVID-19 and get together to restart production/ operations in a very safe and healthy

manner!

Keep Social Distancing, Stay Safe, Stay Healthy.


Thank You

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