WORK FROM HOME

FREIGHT SYSTEMS GROUP

12/7/2020

Prepared By: Lavanya Sundar & Nikita Figueriad

Approved By: Priya Sujeet, Chief People Officer
 VERSION HISTORY

Date Version Details Prepared By Reviewed By Approved By

7th Dec 20 1.0 First Draft Lavanya & Nikita Priya Sujeet Priya Sujeet

This is for internal use only and the Management reserves the right to change the clauses as per the business needs.

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TABLE OF CONTENTS
1. PURPOSE AND OVERVIEW:................................................................................................................................. 3
2. SCOPE:................................................................................................................................................................... 3
3. CRITERIA TO WORK FROM HOME:..................................................................................................................... 3
4. RESPONSIBILITIES:.............................................................................................................................................. 4
5. GENERAL WFH – SUGGESTED METRICS (BUSINESS TO DEFINE).................................................................5

This is for internal use only and the Management reserves the right to change the clauses as per the business needs.

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 WORK FROM HOME (WFH) POLICY

1. PURPOSE AND OVERVIEW:

Freight Systems Group is committed to safely and effectively implementing in its workplace the national, state,
and local public health authority social distancing guidelines to mitigate the spread of the coronavirus disease
COVID-19 caused by the novel coronavirus SARS-CoV-2. To implement social distancing guidelines in the
workplace, the company will be permitting employees, where feasible, to work from home (WFH) or other
remote locations as part of the social distancing strategy. This arrangement may be approved by the
employee’s immediate Reporting manager and may be modified at any time.

When it serves the needs, and it is in the best interest of the company, during emergencies, specific
circumstances, and when feasible, employees may be permitted or required to perform their job duties at
home or any other remote location. All employees identified by their immediate Reporting manager to be
capable of working remotely will be responsible for performing essential job duties, responsibilities, and other
projects as assigned. The arrangement to WFH or other remote location is considered on a case-by-case
basis by the immediate Reporting manager. The immediate Reporting manager will determine the designated
time frame of the arrangement to WFH or other remote locations.

WFH or other remote location is not an employee right or benefit and may be discontinued by the company at
any time for any reason.

2. SCOPE:

This policy and procedure apply to all full-time employees of Freight Systems Group approved to Work from home
permanently by their Manager/Team lead.

3. CRITERIA TO WORK FROM HOME:

Alternative work arrangement is appropriate only when both the abilities of the employee and the nature of the
work to be performed meet the minimum criteria. Reporting managers have the discretion after considering
the circumstances to approve or deny an employee’s request for working from home. Criteria’s determined
are the following:

WFH is appropriate for employees who:

 Can successfully manage time, work independently and productively with minimal supervision, and have at
least a satisfactory work performance history;
 Have a thorough knowledge and understanding of their job functions and the equipment required
for the alternative work arrangement;
 Have access to work remotely in a safe environment, free from interruptions.
 Have the integrity and maturity to handle confidential information.

Employment positions considered for WFH:

 Regular and temporary, and full-time or part-time employees;

 Have job functions that can be performed at a remote site without diminishing the quality of the
work or disrupting the productivity of a unit;
 Do not require an employee’s presence at the regular place of employment daily;
 Allow for an employee to be as effectively supervised as he or she would be if the job functions
were performed at the regular place of employment;
 Have an emphasis on the electronic exchange of information utilizing a computer, phone, or any
other technology equipment;

This is for internal use only and the Management reserves the right to change the clauses as per the business needs.

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Employment positions that are not suited for WFH:

 Require regular face-to-face contact with a reporting manager, other employees, members of
the company, or the public;
 Require routine access to information or material that is available only at the regular place of
employment; or,
 The nature of the position does not allow for WFH.
 The individual does not have an environment at home that is suitable for an effective and productive WFM
option.

4. RESPONSIBILITIES:

Employee Responsibilities

Employees approved to WFH or other remote location must adhere to all policies and procedures that the
employee would have to adhere to if working on-site, including but not limited to:
 Be logged onto Microsoft Teams group at all times during the daily working hours.
 Ensure there is no background disturbance when taking employee/client calls.
 Be available to work on-site, as requested by the Reporting manager; perform job duties, responsibilities,
and other projects as assigned;
 Remain productive and responsive during their scheduled work hours;
 Respond to work-related business within one (1) hour via a telephone call, email, text, virtual meeting, or
other methods of communication as required.
 The work from home time and effort report to be filled and sent to respective reporting manger as per the
agreed procedure in the respective business unit.
 Take reasonable precautions necessary to secure the Company equipment and to protect it from damage
or theft;
 Take reasonable precautions necessary to protect all sensitive and confidential information as per policy
 Being aware of phishing attacks, which are a particular concern now as threat actors are using the
coronavirus as part of their attacks.
 provide accurate and current contact information to the immediate Reporting manager.
 Any personal leave should be planned and informed to the reporting manager well in advance as per the
policy and applied in the HRMS system for approval.

Reporting manager Responsibilities

The Reporting manager must:

· Determine whether the employee’s duties can be completed from home;
· review and approve the employee’s WFH arrangement based on the role and individual capabilities of the
employee
· Determine which employees will receive approval to be provided appropriate equipment and system access
required to WFH, or other remote locations remain productive and responsive during their scheduled work
hours;
· Assign work, monitor progress, and follow up on assignments with employees completing the agreed-
upon work assignments and outcomes;
· Assess the performance of the employee such as reliability, responsiveness, and the ability to work
independently against the set KPIs.
· Schedule communication meetings including methods of disseminating information and assignments to the
employee;
· Monitor employee compliance regarding responses to work-related business is within one (1) hour via a
telephone call, email, text, virtual meeting, or other methods of communication as required;
· Request that employee work on campus when necessary;

This is for internal use only and the Management reserves the right to change the clauses as per the business needs.

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· Require employees to take reasonable precautions necessary to safeguard the equipment
and protect from damage or theft;
· Take reasonable precautions required to protect all sensitive and confidential information
· The WFH environment should have been vetted for necessary data security and safety
requirements, conducive to organizational standards.
· Adhere to all the other company policies and procedures.

All team members are responsible for understanding and adhering to this policy.

5. GENERAL WFH – SUGGESTED METRICS (BUSINESS TO DEFINE)

 Role related KPIs set by your reporting Manager.

- average speed to answer work related queries (business to define)
- employee should be online and accessible on all modes of communications being MS teams, Mobile, Emails
between the agreed working hours.
 Reporting manager or team leader to conduct daily morning huddles to monitor past performance and align
expected performance for the day.
 Establish rule of engagement wherein employees are aware on escalation procedures.
-Remote work becomes more efficient and satisfying when managers set expectations for the frequency,
means, and ideal timing of communication for their teams. E.g.: Use mails for communications, MS Teams for
meetings and Mobile for escalation. (business to define)

This is for internal use only and the Management reserves the right to change the clauses as per the business needs.

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