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Management Approach and Policies

Stakeholder Engagements for Identifyng Sustainability Opportunities and Materiality Issues 

Our engagement approach is multi-dimensional. It encompasses identifying sustainability opportunities and implementing related activities through varying types, levels and frequency of interactions, span of control in the engagement and accountability. Based on this approach, we collaborate with employees, customers and investors; consult academia, suppliers, vendors, immediate community and NGOs; monitor our competitors, business analysts, media and social networks; Participate in forums organized by the government, trade bodies civil societies for sustainability actions. This office partners with the Sustainability Committee with    nominated members from the Business, Employee First Councils, Infrastructure and Administration, Human Resources, Customer Advocacy Group, and Marketing.

Engagement Level Stakeholder Channels/
Communication Tools*
Collaborate Employees Directions, Town Hall,
U I, Employee First Councils, 360 feedback, Listen Hour, EPIC, MAD JAM,Global Customer Meet, Customer Feedback
Consult Investors, Suppliers, Communities, NGOs, Students Academia Analysts meet, Supplier audits and meetings, Community NGO interactions, MAD LTD, Campus Force
Monitor Competitors, Global Advocacy Organizations, Media Affinity Public reports, Benchmark data, Social Platforms
Participate Networks Sustainability Forums, Government led Task Forces, Trade Associations Memberships, Organize and Participate in events/campaigns/ best practices sessions

Each of the focus areas mentioned in ‘Sustainability 10’ and the corresponding material issues are discussed in detail under 4 pillars of Sustainability in this report. The stakeholder channels for identifying, strategizing and implementing the material issues for every aspect (business, people, environment, and society and) are provided in detail under the same sections. The Management approach, and sustainability governance and policies and guidelines relating to sustainability are available in the Annexure of this report, as we do not see them changing in the short term. The top materiality issues that are long-term have been integrated with the risk framework mentioned in Page 8. During FY 2012, the priorities that the stakeholders wanted us to focus on include strengthening governance around workplace ethics and conduct, creating forums to discuss ethics in  the workplace, benchmarking sustainability practises,  implementing sustainable community programmes, piloting supply-chain diversity programmes, implementing simple day-to-day actions for reducing our eco footprint and introducing innovative ways to engage and improve employee experience.

Our Core Values EFCS Philosophy
The 5 Core values of Employee Trust
The 4 tenets of 'Employees First' philosophy
These core values represent the deep rooted beliefs that guide our actions and thoughts every day. 1. Mirror Mirror: Creating the impetus for change-accepting imperfections as catalysts for transformation
1. Honesty: honest and righteous in behaviour, actions and practices 2. Trust through Transparency: Creating a culture of change-seeding trust by stretching the envelope of transparency
2. Transparency: open and clear communications, simplicity in relaying our objectives and motives. 3. Inverting the Organizational Pyramid: Building a structure for change by reversing accountable to employees in the value zone
3. Accountability: completely liable and responsible for our actions, decisions and performance 4. Recasting the role of the CEO: Transferring the responsibility for changes from the CEO to employees by decentralizing decision-making
4. Individuality: appreciate the uniqueness of each individual and tap into their potential; high respect and regard for originality  
5. Collaboration: strong team spirit and fostering an environment that is conducive for free sharing and learning.  

Equal Employment Opportunities and Human Rights

The 'Employees First' philosophy upholds all our actions in providing equal opportunities, and empowers, enables and enthuses our employees to be leaders of change.

Employee First Philosophy

The philosophy is about putting our employees first to activate the value zone - the place where the frontline employees interact with customers and create real value for them. This recognizes employees as the strategic elements, turns the management structure upside down, democratizes HCLT's functions and way of working.

EFCS at work

We create value in one very specific place: the interface between our employees and our customers. We call this the 'value zone'. Every employee who works in the value zone is capable of creating more or less value. The whole intent of 'Employees First' is to do everything we can to enable those employees to create the most possible value. This has led us to take a number of actions to turn the organizational pyramid upside down. In other words, we want management to be as accountable to the people in the value zone as the people in the value zone are to management. EFCS is not about making employees happy or comfortable. We don't think that employee 'satisfaction'is something a company should strive for. Satisfaction is a passive state and it may not produce change or improvement or innovation or much of anything. As for employee 'engagement' that isn't much better than satisfaction. EFCS idea is that employees who are alert and are paying some attention to what they do would be engaged. All actions that emerged from this philosophy are available in the 'Redefine Workplace' section of this report.

Diversity Plan

HCLT believes in ensuring respect for each individual and creating a sense of ownership among employees across the globe. Our 'Employees First, Customers Second' (EFCS) guides all our actions. This philosophy drives us toward creating a unique employee organization; creating and sustaining an inverted organizational structure; ensuring trust, transparency and accountability in all that we do; and encouraging a value-driven organization culture.

Our recruitment and promotion policies are based on meritocracy and ability to learn, adapt and assimilate change. We ensure equal opportunities for gender, nationality, disability, sexual orientation, religion or ethnicity for hiring, pay and career advancement. We follow a local hiring strategy based on business needs and local government policies. We comply with local laws and regulations for determining the compensation, employee notice period and other requirements. Currently, we focus only on promoting work place diversity and have specific supplier vendor diversity programs on a need basis.

Our Equal Employment Opportunity policy and approach are made available to employees and key stakeholders through HCLT's website, diversity portals and campaigns. All our job openings are posted internally and made available both in our website and established channels such as newspapers for eligible candidates to apply. Whenever we have Operations changes, we give sufficient notice period for employees to relocate or shift their base location of work. We provide support for employees to relocate based on business requirements.

The CEO is the Custodian of Equal Employment Opportunity. The Principal Diversity Officer is responsible for coordinating the Company's efforts to implement and disseminate the diversity plan. Any employee who feels they have been subjected to discrimination can write to our Ethics Committee. One can also use the Whistleblower policy to report on any incidents of harassment or unethical practices. All complaints are handled with highest level of confidentiality. We provide all details pertaining to harassment and discrimination in the employee handbook. Diversity parameters are tracked in the HCL Technologies Human Resources score card. Our Employees First Governing Council, comprising Function Heads hold Town Hall. Meetings and collectively address all employee questions and issues. This approach empowers employees to question Management and become owners of change.

Corporate Governance Policies

We continue to focus on good Corporate Governance, in line with local and global standards. Our primary objective is to create and adhere to a corporate culture of conscience and consciousness, integrity, transparency and accountability, for the efficient and ethical conduct of business for meeting its obligations towards shareholders and other stakeholders.

In addition to complying with the statutory requirements, effective governance systems and practices have been created towards improving transparency, disclosures, internal controls and promotion of ethics at work place. HCL Technologies recognizes that good governance is a continuing exercise and reiterates its commitment to pursue the highest standards of Corporate Governance in the overall interest of all its stakeholders.

COBEC ABACP Policies

COBEC and ABACP are a set of ethical standards that need to be understood and imbibed to remain above reproach at all times. Although it is not possible to anticipate every business situation or decision we might face, these policies will serve as a consistent guideline for working with our clients, colleagues, vendor partners and other communities. These principles are intended to help each of us understand our responsibilities and make the right choices. They are also meant to stimulate awareness of ethical issues that we may encounter in our daily business activities. Doing the right thing begins with basic honesty and integrity. More than ever, it also depends on our good judgment and sensitivity to the way others see us and how they may interpret our actions.

In case anyone witness any violation of these polices, you can immediately report the details to whistleblower@hcl.com. All investigations will be kept confidential and managed by my office.

Whistle Blower Policy

The principles of Trust through Transparency and Accountability are at the core of HCLT's existence. To ensure strict compliance with ethical and legal standards across the company, the Whistleblower policy has been created. The protected disclosure can be made in any of the following methods:

The report can be submitted to Whistleblower Committee, CEO's Office-HCLT, A-9, Sec.3, Noida, and U.P. India. An e-mail complaint can be sent to the Whistleblower Committee at whistleblower@hcl.com

Community Responsibility

At HCL, repaying society is embedded in all our sustainability actions. Doing good for the community means integrating broader societal concerns into our business strategy and performance – as part of the company's business model. This is common sense – as our own interests can be realized by incorporating the interests of all those with whom we have a mutually dependent relationship.

Our Community Service Councils plan their community activities based on this approach, and work primarily within 50 mile radius around our office locations. Our outreach programs are implemented with the help of NGOs wherever possible. And in some geographies we participate in the National level programs organized by the local Government.

Occupational Health Safety Policy

As an 'Employee First' organization, at HCL Technologies, we believe that Human Capital is our greatest strength being in the business of IT services, business solutions and outsourcing and in accordance with that - Health, Safety and Wellbeing of our Employees and other Stakeholders are essential element of a successful and sustainable business.

HCL Technologies is committed to achieve Occupational Health Safety excellence within areas of our operations by;

  • Ensuring the Health and Safety of its Employees, Contractors, Visitors and other Stakeholders affected by its operations.
  • Meeting all applicable Occupational Health Safety Statutory requirements of the land and other requirements applicable to the organization.
  • Taking suitable measures to prevent Occupational injuries and illness, and to provide a safe and healthy working environment to its Employees and other affected by its operations.
  • Ensuring robust Management of our OHS Activities like any other critical business activity; by incorporating appropriate safety and health considerations into our business decisions.
  • Consulting with Employees in a meaningful and effective manner on OHS issues to enable each concerned Employee to contribute to decisions that may affect their health, safety and wellbeing at work.
  • Providing a framework for setting and reviewing OHS objectives targets.
  • Adopting OHS practices at par with global standards using latest technologies to ensure continual improvement of OHS performance.
  • Establishing a guidelines for dealing with all types of potential Emergency situations within its area of operations to ensure that all concerned personnel are familiar with roles and responsibilities in the event of an emergency.
  • Ensuring that OHS Policy is communicated to all the concerned persons working for or on behalf of the organization to make them aware of their OHS responsibilities and also by making our OHS Policy available to all stake holders including public on demand.
  • Maintaining appropriate controls, including periodic review of OHS Policy, to ensure its applicability and relevance to the changing scenarios and stake holder's expectations.

Environment Policy

As a responsible corporate, at HCLT we believe that we have accountability towards the futureand – also an imperative role to play in addressing global challenges such as climate change and environment sustainability.

HCLT commits itself to confronting these challenges by assuming a leadership role in fostering a sustainable environment and responding appropriately to the risks posed by Environment degradation. HCLT will strive to achieve Excellence in Environment Management in its area of operations by:

  • Integrating Environment considerations into our all areas of operations, taking into account our Environment risks, responsibilities and organizational capability.
  • Meeting all applicable Environment laws of the land and other requirements applicable to the organization.
  • Reducing our Ecological foot print through optimized utilization of natural resources including land, water and by ensuring the responsible use of energy throughout our operations including conserving energy, improving energy efficiency, and giving preference to renewable over non-renewable energy wherever feasible.
  • Introducing more sustainable and green procurement approaches.
  • Preventing pollution and minimizing all type of waste, including E-Waste by adopting Reduce-Reuse-Recycle Philosophy.
  • Being an Environmentally responsible neighbor in the community where we operate, and correct incidents or conditions that endanger the environment and by committing ourselves to open and constructive engagement with communities surrounding our operations on Environment matters.
  • Providing a framework for setting and reviewing Environment objectives targets.
  • Continually improving and learning from our efforts in working towards Environment sustainability.
  • Monitoring and reporting our Environment performance to key stakeholders.
  • Ensuring that Environment Policy is communicated to all the concerned persons working for or on behalf of the organization to make them aware of their Environment responsibilities and also by making our Environment Policy available to all stake holders including public on demand.
  • Maintaining appropriate controls, including periodic review of Environment Policy, to ensure its applicability and relevance to the changing scenarios and stake holder's expectations.

Prevention of Pollution

  • Compliance of Environmental Laws and Regulations promulgated by Central and State Governments Assessing and minimizing impacts of business activities on Environment by optimizing or inimizing Power and Energy consumption, reducing Carbon Footprints, conserving Natural Resources and promoting Green Initiatives
  • Minimizing waste generation and disposing waste that includes, but not limited to waste Water, Paper and E-waste in an environment friendly manner, and through authorized and certified disposal agencies
  • Encouraging and creating awareness amongst all employees in understanding and fulfilling their environ mental responsibilities and those of the company
  • Communicating the Environmental Policy to both internal and external stakeholders

The Management commits itself to compliance with the ISO 14001 standards.

E-Waste disposal

  • Strictly follow guidelines of the respective pollution boards and ministry of environment and forests for disposing and managing wastes
  • All hazardous wastes like used oil, PCs, monitors, batteries are disposed off through re-cyclers authorized by Pollution Control Board

Information Security Policy

Data Protection Laws means collectively any applicable data protection, privacy or similar laws applicable to the processing of personal data in the jurisdiction where Services are performed.

Data Protection and Privacy: Each Party shall make or obtain and maintain throughout the Term all necessary registration or filings and notifications or consents which such Party is obliged to obtain and maintain pursuant to all applicable Data Protection Laws.

Supplier shall process the personal data for the sole purpose of performing the Services under this Agreement. Any other processing of any personal data by Supplier is prohibited. Further, Supplier shall comply with any reasonable requirement of Customer or any legal requirements regarding the processing of such personal data.

Key Membership Forums Engagements

Many of our Senior Managers play key roles in the advisory councils and steering bodies for promoting diversity and sustainability. These include forums of National Association of Software Companies (India), Confederation of Indian Industry (CII), and Global Reporting Initiatives (GRI).

Our former Vice Chairman former Joint Managing Director, Vineet Nayar represents HCL Technologies at many prestigious national and international forums, which includes being a Governor for the ICT Industry as well undertaking several key roles at the World Economic Forum. These consist of being a member of the Global Advisory Board of Women Leader's and Gender Parity Program as well as a Community Partner of the Forum of Young Global Leaders. Vineet has also recently served as a Mentor‟ (Co-Chair) of WEF's 2011 Annual Meeting of New Champions conference.

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