This document contains information about an individual named Gaurav Kalekar, including his date of birth, address, and contact details. It then discusses his role as the PMO coordinator for SFS under PMO, where he was responsible for administration of support functions like administration, occupational health and safety, training, outsourcing, and logistics. The document provides details about responsibilities and processes around various topics within administration and occupational health and safety.

1. DOB: 3rd Feb 1984
Residential address & contact details
207/B, Progressive bldg,
Dattaram Lad road,
Near Chinchpokli railway station,
Chinchpokli (E), Mumbai-400012
gauravkalekar03@yahoo.com,
http://in.linkedin.com/pub/gauravkalekar/20/b79/665,
M: 9619584905

2. SFS under PMO was established for administration of support
functions like Admin, Occupational Health & Safety (OHS), Training,
Outsourcing & Logistics. Being PMO coordinator along with
coordination for project management control system was also
responsible for SFS coordination mainly for Admin & OHS.
NOTE: Due to company’s privacy policy some documents & templates are
not shared in this presentation
 Main responsibilities ,
1) Administration of mentioned support functions;
2) Process improvement for support functions;
3) Ensuring proper synchronization among support functions.

3. Major agendas under Admin,
 Facilitation,
1) Office facilities,
2) Accommodation for employees on roaming,
3) Transportation ,
4) Employees & assets security at office & GH premises,
5) Communication facilities include .
 Vendor Management
1) Vendor selection
2) Vendor compensation.
 Reporting & Cost control
1) Monthly reports,
2) Bimonthly reports

4.  Office facilities – These are classified as,
1) Corporate offices,
2) Regional offices,
3) Warehouses
 Accommodation for employees on roaming,
This should be in compliance with HR policies for Business Travel.
NOTE: For Chinese employees any country other than China is roaming location
hence they are eligible to avail company’s GH facility anywhere in India.
Unshared document for travel policy

5.  Transportation
1) Employees pick up & drop facility for Office <--- > Guest house
2) Vehicles for projects – Based on inputs received from PMO
3) Vehicles for employees at VP & Executive level (24 X 7)
Unshared document for travel policy
 Employees & assets security at office & GH premises
1) Geometric solutions
2) Digital access solutions
3) Security guards
 Communication facilities include
1) Laptops , fixed lines & CUG Mobile facilities
2) Intranet(VPN) & Internet broadband facilities

6. Vendors are those providing services in categories listed below,
1) Communication,
2) Transportation,
3) Office & Accommodation,
4) Employees & assets security
Vendor finalization is done through bidding process.
Workflow for vendor finalization ---
Vendor(1 to N) quotation Circle Admin
------------------------------>
Circle Admin 3 quotations Zonal Functional Administrator
------------------------------>
ZFA 1 quotation(After negotiation) Admin Head
------------------------------->
Admin Head Approves HOD (ASD) for final approval
------------------------------>

7. Admin Head rejects ZFA( Back to selection
process, process new quotations if
------------------------------> if required )
 Vendor compensation  Terms for compensation get included in
agreement signed by both parties.
 Bills submitted by vendors are applied by respective circle admin in ERP
system named as “Finance on Line (FOL) “.
 These vouchers are then after approval by respective project/MS
authority comes under finance department for final audit & processing
before payment to vendor.
 Any kind of money laundering, bribes, gifts from vendors are strictly
prohibited.
 Code of Conduct for ZTE’s contractors is baseline for vendor
management. (Unshared Code of Conduct document)

8.  Reporting categories with respective frequencies of submission are
mentioned below
Name of report Category Inclusive of Frequency Template
Monthly Admin Facilitation 1) Accommodation details. 4th of every
report 2) Office & GH facilitation month Unshared
expenses template
Unshared
Monthly vehicle 1) Departmental vehicles 7th of every
Facilitation template
report 2) Project/MS vehicles month
Additional expenses to be 23rd of Unshared
Budget for next
Cost control occurred next month in order running template
month
to revise & fix targets month
Status for Status for payment of vehicle Unshared
Vendor Bimonthly(15
payment of vendors template
Management th & 30th)
vehicle vendors

9.  Cost control becomes significant for transportation category under
project/MS usage.
 Taking same in consideration there are some policies formalized to
control KM usage & extra Hrs.
Unshared template
 Also variables like Electricity consumption, communication expenses
get special attention paid by Management.

10. Major OHS agendas,
 ZTE’s OHS policy & documentation
 OHS awareness,
 Hazard identification & Risk assessment (HIRA),
 Legal compliance
 H & S promotional activities

11. Occupational health and safety policy sets out our commitment for
continual improvement in health and safety conditions for our employees
and stakeholders.
We aim to achieve this by
 Adopting our global occupational health and safety vision and principles.
 Promoting robust occupational health and safety work practices to prevent ill
health and injury cases.
 Ensuring compliance to legal and other requirements.
 Ensuring our people are well informed and trained.
 Minimizing occupational health and safety risks to acceptable levels and
working towards zero fatality.
Dated Mr.Huang Dabin
30 July 2010 (CEO)

12. Documentation includes ,
1) System procedures -- System procedures are in direct proportion to “Hazard
Identification”. In order to identify hazards in our routine job we require specific system
& processes which are called as System procedures
Unshared Template
2) Control procedures -- Operation control procedures are in direct proportion to
“Risk Assessment”. In order to mitigate risks which are possible outcomes of Hazards we
require control processes which are called as Control procedures.
Unshared Template
Definitions of Hazard & Risk
Hazard – source or situation with a potential for harm in terms of injury or ill health,
damage to property, damage to workplace environment or a combination of these,
Risk - combination of the likelihood and consequences of a specified hazardous event
occurring

13. 3) Code of Conduct for ZTE’s contractors
ZTE Supplier Code of Conduct- Salient Points
 Freedom of Association and the Right to Collective Bargaining
 The Contractor shall not use forced or compulsory labor, it must not use
“Child Labor”. ZTE will not make any deal with vendor supporting child labor.
 The Contractor shall provide remuneration that meets any national legal
standard on minimum wage.
 The Contractor shall respect the personal dignity, privacy and rights of each
individual.
Unshared document for contractor’s code of conduct
4) Minimum wages policy–
This is as per guidelines finalized by respective State Government

14. Awareness includes making employees aware about,
 Organizations OHS policy;
 Code of conduct for ZTE’s contractors;
 Operation control procedures;
 Incident-Accident reporting.
This is very important when any accident occurs. When accident occurs
after giving immediate appropriate treatment to victim it is must to report or
bring it to notice of local OHS team in order to mitigate related risks in
future.
Unshared Documents

15. HIRA is all about Identification of possible “Hazards” at all work locations &
prioritizing “Risks” in order to prepare mitigation plan.
Hazard identification is done by considering sources of potential damage for
major work categories

16.  Risk Assessment is done by calculating “Risk Priority Number (RPN)” on the
basis of Scale, Severity & Probability for occurrence of any incident (ie Risk)
 RPN = Scale (Sc) X Severity (Se) X Probability (P)
 Risks are divided in two categories - Acceptable Risk & Unacceptable Risk
 If RPN is below 16 then Risk is acceptable & for RPN above 16, risks are
controlled with special attention .
 Document used for reference --- HIRA Register
Unshared HIRA Register

17. Legal compliance basically means OHS through activities in
compliance to ACTs & Laws set by Government for categories listed
below
1) Environmental protection,
2) Construction,
3) Labor resource management.
 Document used for reference ---- Legal Register & compliance
matrix.
UNSHARED

18. Methods adopted to monitor OHS compliance as per organizational
policy are,
1) Internal & external (Customer) review meetings,
2) Monthly assessments,
3) Circle audits,
4) Site audits.
Methods adopted for promotion of OHS are,
1) Awareness programs,
2) Employee’s health check up programs,
3) Emergency mock drills.

19. Thanks !
Any queries ? Please call on 9619584905 or
mail at gauravkalekar03@yahoo.com