Manual of Systems and Procedures

Our Industrial Transport Division caters to the Transport requirements of Industrial Organisations such as Software Development Centres, Call Centres, BPO Centres, Public Sector undertakings, Government Departments, Educational Institutions and other public passenger services. 

1. Infrastructure :
The division, over the years, has acquired a vast infrastructure in terms of big fleet of vehicles of various types to cater to the different needs of the client organisations.  It has a well developed workshop / garage to handle repairs and maintenance activities.  The division has also set up a number of parking lots at various convenient locations in order to circumvent the parking problem so that the customers’ needs are met in an orderly manner and with the least possible lead time.

The division is manned by highly trained, experienced and motivated personnel to handle all types of operational requirements. 

2. Needless to state that most of our operations are 24/7 basis
                                                                                                   
3. Workshop :
Our workshop being a self sufficient one, has full-fledged facilities required for all types of maintenance and repairs.  It has the necessary machinery and equipment to handle repairs on urgent basis and put the vehicles on the road.  The workshop also has a well stocked inventory of parts for all types of repairs.  We have highly skilled and experienced workshop personnel who are available on 24 hr basis. 

We are also in close contact with all the OEM’s and Dealers concerned so that our vehicles are attended to by them for any major repairs or maintenance as specified by the manufacturers.

All these efforts are intended to ensure minimum down time so that the clients’ schedules are run smoothly.

4. Attending to the enquires :
Enquires are received from clients requiring transport services and they are studied and evaluated by our expert group.  The group after proper apprisal the group will submit the quotations to the client for their study and confirmation.  Discussions are held with the client subsequently for any clarification or modification of the proposal and a mutually acceptable framework of contract is arrived at.  

After the client returns the proposal with their amendments / modifications our expert group goes through the modified proposal and reconfirms the suitability of the scheme forwarded by the client.  Subsequently a contract is signed with the client and then the process of implementation is taken up. 

5. Study of Routes :
A group of supervisors will study the routings prepared by the client and will make suggestions and modifications keeping in mind the traffic restrictions and Parking / No parking rules etc, as well as for economical operation of the routes.  After this the routing details with our recommendations are sent back to the client for their final acceptance.

6. Start of operations :
     Once the final acceptance from the client is received a group of designated supervisors will be assigned to be transport desk and the fleet of selected vehicles will be marched to the client’s place.  During this time the drivers are thoroughly briefed the special requirements of the client to be met and their doubts and enquiries are answered for smooth running of the operations

7. Implementation of transport services :
After the contract is signed all the departments concerned will be activated for appropriate action to beat the deadline. 

8. Dry Run :
On the designated day a  Dry Run exercise is carried out as per the proposed routes to identify the exact locations for pickup and drop are actual address of the employees for door step pickup / drop and also the timings and destinations are recorded for incorporating into the system. 

Once the operation starts any initial hiccups noticed will be brought to the notice of Transport Facility of the client for necessary modification if required. 

9. Submission of bills :
Bills are prepared as per the billing cycle time prescribed by the client and submitted to their Accounts for scrutiny and processing of payment.

10. Billing Clarifications :
Any clarifications regarding our bills is immediately offered so that the billing process is on time.  Our personnel from Accounts and Field Operations will always be at hand to immediately attend to such clarifications as and when needed.
                                                                                                                    
11. Procurement of vehicles :
In addition to the large fleet of vehicles already available further requirements are assessed and action taken to procure or for attachment of required No. of vehicles.  The required fleet of vehicles both in terms of types and numbers is arranged and kept ready for starting of the operations.

12. Manpower :
Simultaneously Manpower requirements are thoroughly assessed for any additional number required and action is taken to recruit the same immediately.  In fact the requirement of Manpower is a continuous process keeping in mind long range requirements and any possible attritions.  The division also has a programme of training its personnel for relocation / redeployment as the need arises. 

14. Training of Supervisor : 
     Supervisors are put through a rigorous course of training programme so that they are well versed in Transport Facility Management with particular reference to the needs of IT Companies, Call Centres etc.

15. Fitment of communication devices :  
     All our vehicles are suitably equipped with communication devices such as Walike – Talkie or Mobile Phones for easy and instant communication between the drivers and the help desk.  The drivers are constantly monitored by the help desk so that they are on time and track at any given point of time during the pickup and drop.  If there are any hurdles the drivers will immediately contact the Transport Desk for help and guidance as required.

16. Action during Accidents and Exigencies :