1.4.1 Document First

If it isn't documented, it didn't happen. Decisions, knowledge, and processes must be written down and accessible to the team. Documentation protects the organization from knowledge loss and accelerates onboarding of new members.

1.4.2 Responsibility Beyond the Job Title

Your job title defines your area of specialization, not the boundaries of your responsibility. Every employee is expected to pay attention to details -even outside their direct scope -and proactively flag any observation that may affect work quality or project progress.

1.4.2 Proactive Mindset

• Acts without waiting for direction when the need is clear.
• Identifies potential issues and addresses them before they escalate.
• Accompanies every problem raised with at least one proposed solution.
• Proactively acquires knowledge required by the project.
• Upon completing assigned tasks, seeks opportunities to support the team.

1.4.3 Direct and Transparent Communication

Direct communication is a cornerstone of our work environment. Address the person concerned first before involving any third party. Escalating to a third party before speaking with the relevant individual contradicts company values and undermines team trust.

1.4.4 Impact Over Enthusiasm

The true measure of any initiative is its actual impact, not the enthusiasm behind it. Before adopting any idea or project, ask: "Will this create tangible impact and real added value?"

1.4.5 Brevity Is a Virtue

Clarity and conciseness in communication -whether in meetings, reports, or messages -saves time and ensures the core message is delivered without distraction.

1.4.6 Hiring Exceptional Talent

We seek individuals whose performance exceeds expectations. Candidates are evaluated through a real practical task before hiring decisions are made, ensuring alignment with our performance standards and work culture.

1.4.7 Continuous Self-Improvement

The true measure of growth is progress over your previous self, not comparison with others. Every employee is encouraged to periodically assess their development and pursue continuous improvement.

1.4.8 Disagree and Commit

Every team member has the right to voice their opinion and challenge ideas during discussion. Once a decision is made, everyone commits fully to its execution regardless of their initial stance. Dissent after a decision slows the team and erodes trust.

1.4.9 Start from the Customer

Every technical and design decision begins with the customer's actual need and ends when tangible value is delivered. We don't build what we think is right -we build what the customer truly needs.

1.4.10 Transparency by Default

Information is accessible to everyone unless there is a clear reason to restrict it. Sharing context, decisions, and challenges with the team accelerates work and prevents repeated mistakes.

1.4.11 Bias for Action

Speed is a competitive advantage. Many decisions are reversible -it is better to move and correct than to wait for the full picture. Delayed execution is often more costly than a later course correction.

1.4.12 Psychological Safety

We treat mistakes as learning opportunities. No one is penalized for asking questions or admitting an error -but concealing one is unacceptable. A psychologically safe environment is the foundation upon which high-performing teams are built.

1.4.14 Learn from Mistakes, Don't Repeat Them

Mistakes are a natural part of work, but repeating the same mistake is not. After every issue, ask: what was the root cause? How do we prevent it from happening again? Then document the lesson learned and share it with the team.

2.1 Code of Conduct

• Mutual Respect: Treat colleagues, clients, and partners with respect and professionalism at all times.
• Honesty & Integrity: Be truthful in progress reports and log actual working hours.
• Resource Conservation: Use company equipment and devices for professional purposes only.
• Professional Communication: Use respectful language in all correspondence, meetings, and digital communications.
• Saudi Time Standard: All appointments and coordination follow Saudi Arabia time (UTC+3).

2.2 Workplace Prohibitions

• Any form of harassment, psychological abuse, or discrimination.
• Cyberbullying or sending offensive messages through internal channels.
• Using company systems for personal or unlawful purposes.
• Sharing login credentials or passwords with anyone.
• Smoking inside company premises except in designated areas.
• Using company resources for personal benefit.

10.1 Conflict of Interest

A conflict of interest is any situation where an employee has a personal interest (direct or indirect) that may affect their impartiality in performing their duties. The potential for impact is sufficient -actual harm is not required.

Examples:

• Having a stake in a competitor or supplier.
• Directing contracts or purchases to relatives.
• Accepting material gifts of value from clients or vendors.
• Holding a second job with a company client.
• Hiring relatives in the direct supervision chain.

10.3 Disclosure Obligation

• Immediate written disclosure to HR via i.cm.sa.
• HR reviews within 5 business days.
• Employee refrains from related decisions pending review.

10.4 Gift Policy

• Symbolic gifts under 200 SAR are acceptable with disclosure.
• Gifts over 200 SAR must be reported and deposited with the company.
• Gifts from vendors during negotiations are strictly prohibited.

10.5 Absolute Prohibitions

• Personal contracts with current company clients.
• Accepting bribes or secret commissions.
• Investing in direct competitors without disclosure.

10.6 Anti-Bribery & Anti-Corruption Policy

CubeMaster maintains a Zero Tolerance stance toward all forms of bribery and corruption, in compliance with the Saudi Anti-Bribery Law (Royal Decree M/36) and the Anti-Financial Fraud Law.

• Prohibited: Offering, accepting, or promising anything of value (monetary or in-kind) to influence a business decision or gain an improper advantage.
• This includes: facilitation payments, conditional donations, disguised sponsorships, and gifts exceeding the threshold defined in Section 10.4.
• Every employee must immediately report any bribery solicitation or corruption attempt they encounter or witness through the approved reporting channels (Section 14).
• Employees working with international entities or clients must comply with local anti-bribery laws in their respective countries in addition to Saudi regulations.
• The company maintains accurate and transparent financial records for all transactions; any suspicious expenditure is subject to immediate audit.

2.3 Violation Penalties

3.1 Confidentiality & Non-Disclosure

• Sharing any commercial, technical, or financial information with external parties is prohibited.
• Client data, contracts, and pricing are strictly confidential.
• Company strategies and product roadmaps must not be disclosed.
• Disclosing work tasks or project phases externally is prohibited.
• Client identities or project details must not appear on any public platform.
• Internal meetings and discussions are confidential and must not be shared.
• Photography or documentation of company systems without permission is prohibited.
• The prohibition applies during employment and after the contractual relationship ends.
• Leaks via social media are treated as official leaks.
• All employees must sign an NDA before starting work, which remains effective for 3 years after contract termination. Clients, vendors, and external contractors also sign an adapted version.

4.1 Outside Employment Prohibition

• Working for any other entity during the contract is prohibited without prior written approval.
• Working with direct competitors is prohibited under all circumstances.
• External personal consulting is subject to the same restriction.
• Concealing parallel employment results in immediate termination.
• Includes freelance work related to the same field.

4.2 Post-Employment Non-Compete

Employees commit to not working for a direct competitor or establishing a competing business for 24 months after the end of the contractual relationship, within Saudi Arabia, per Article 83 of the Saudi Labor Law. Any violation exposes the employee to legal accountability and damages compensation.

1 Sub-contracting Prohibition

• The contractual relationship with CubeMaster is personal and non-transferable. The contractor was selected based on their personal qualifications and expertise.
• Delegating, assigning, or transferring any task or portion of work to any person or entity -whether a sub-contractor, personal assistant, or colleague -is prohibited without prior written approval.
• The prohibition covers: coding, design, client communication, testing, documentation, or any other activity within the contract scope.

2 Exceptional Approval Conditions

If written approval for sub-contracting is granted, the following conditions apply:

• The sub-contractor must sign an NDA and IP assignment agreement with terms equal to or stricter than the original contract.
• The original contractor remains solely and fully responsible for work quality, deadline compliance, and any damages caused by the sub-contractor.
• The sub-contractor is prohibited from direct access to company systems or client data without prior IT approval.
• The contractor must fully disclose the sub-contractor's identity, details, and scope of work.
• CubeMaster reserves the right to revoke approval at any time and require the contractor to immediately terminate the sub-contracting arrangement.

3 Liability & Consequences

• Any data leak, confidentiality breach, or damage resulting from the sub-contractor is the original contractor's full responsibility.
• The contractor must indemnify the company for any losses or legal claims arising from sub-contractor actions.

0 Violation Penalties

5.1 Software Product Ownership

All work produced during employment is the exclusive property of CubeMaster, including:

• Source code in all programming languages used.
• Custom Odoo modules and project-specific code modifications.
• Databases, models, and developed algorithms.
• APIs and custom integrations.
• Technical documentation, database schemas, and architectural designs.

5.2 Open Source Usage

• Verify library license compatibility with the project before adoption.
• Document all libraries in requirements.txt or package.json.
• Comply with LGPL / GPL / MIT / Apache license terms.
• CTO approval required for unfamiliar licenses.

5.4 General Prohibitions

• Copying or using company solutions for personal projects is prohibited.
• Code, designs, and documents must not be used outside work scope.
• Retaining code copies after contract termination is prohibited.
• Using company algorithms or solutions as a basis for competing projects is prohibited.
• Transferring any proprietary technical knowledge to external parties is prohibited.

0 Violation Penalties

6.1 Permitted Uses

• Writing, improving, and debugging code.
• Drafting correspondence, reports, and internal documents.
• Summarizing meetings and preparing notes.
• Research, analysis, and presentation preparation.
• Content translation and rephrasing.
• Generating ideas for projects and creative solutions.

6.2 Prohibited Uses

• Entering real client data into any external AI tool.
• Sharing confidential project code with public AI tools.
• Using AI for final decisions without human review.
• Publishing AI outputs directly to clients without review.
• Using AI to bypass access permissions or security policies.
• Presenting fully AI-generated work as personal effort without disclosing AI usage.

6.3 Approved Tools

6.4 AI Policy Violation Penalties

1 Retention Periods by Data Type

2 Client's Right to Request Deletion (PDPL)

• Clients may request deletion of their personal data in writing at any time after contract end, per the Personal Data Protection Law (PDPL 2021).
• The company must execute deletion within 30 business days of receiving the formal request.
• Exemptions: Legally required data (accounting, taxes, proof of rights), and source code which is company intellectual property.
• A formal destruction certificate is issued containing: data types deleted, deletion date, method used, responsible person.
• Deletion confirmation is sent to the client within 5 business days of completion.

3 Automatic Deletion & Periodic Review

• IT conducts a quarterly review to identify data past retention periods and execute scheduled deletion.
• Staging and Development environment data is automatically wiped 30 days after Go-Live unless written retention is requested.
• Backups are managed on a FIFO basis (oldest deleted first) retaining the last 90 days.

4 Recovery Objectives

5 Backup Procedures

• Daily automatic backup: All production databases and Odoo backed up daily at 2:00 AM (Saudi time).
• Weekly full backup: Complete backup every Friday stored in a geographically separate location.
• Recovery testing: Actual recovery test at least once weekly -documented in i.cm.sa with test results.
• Encryption: All backups encrypted with AES-256 in transit and at rest.
• Retention: 90 days on FIFO basis + monthly snapshot retained for 1 year.

6 Incident Response Procedures

7 Communication Plan During Outages

• Primary channel: Emergency WhatsApp group (management + IT + project managers).
• Backup channel: Personal email registered in employee file (if company systems are down).
• Client notification: Pre-drafted template message sent within 1 hour of confirmed outage.
• Status updates: Every 2 hours until full recovery.
• Post-incident report: Sent to affected clients within 3 business days detailing: cause, duration, corrective actions.

8 Roles & Responsibilities

9 Testing & Review

• Full BCP test twice annually (complete simulation).
• Backup recovery test weekly.
• Emergency contact list and channels reviewed every 3 months.
• All test results and simulations documented in i.cm.sa.

0 Violation Penalties

8.1 Acceptable Use

• Work-related research and job tasks.
• Client communication via approved platforms.
• Training and professional development.
• Limited personal use during breaks.

8.2 Prohibited Use

• Accessing illegal or unethical content.
• Using unauthorized VPN services.
• Installing unlicensed software.
• Accessing gambling or betting websites.
• Using company network for personal business.
• Accessing data from projects or systems outside the employee's assigned scope of work.

8.3 Device Policy

• Devices are designated for work use first and foremost.
• Report loss or theft of devices immediately.
• Installing unauthorized software is prohibited.
• All devices must be returned upon termination.

8.4 Password Security

• Minimum password length: 12 characters with complexity (uppercase, lowercase, numbers, symbols).
• Password change every 90 days is mandatory.
• Two-factor authentication (2FA) is mandatory on all systems.
• Use of an approved password manager (Bitwarden / 1Password) is mandatory.

5 Email Policy

• Email is for work purposes only -exclusively for sending and receiving work-related messages.
• Sending emails containing obscene material, confidential information, or content harmful to anyone's reputation is prohibited.
• Using company email for discussions, forums, or chat groups unrelated to work is prohibited.
• Mass emailing all employees is prohibited unless officially authorized by management.
• When replying to mass emails, reply to the relevant person only, not all employees.
• IT department may monitor employee email for security purposes with management and HR approval.
• IT department may suspend email access for any violating employee upon HR request.
• Installing any software on company devices without IT approval is strictly prohibited -IT may fully disconnect internet access for violators.
• All files downloaded from the internet must be scanned for viruses before use.

8.6 Information Security -Core Principles

CubeMaster's information security policy is built on the three pillars of information security:

• Confidentiality: Ensuring access to information is limited to authorized personnel only.
• Integrity: Protecting data from unauthorized modification and ensuring its accuracy.
• Availability: Ensuring systems and data are accessible when needed.

8.7 Client Data Security

• All client data encrypted using AES-256 standard.
• All communications via HTTPS / TLS 1.3 exclusively.
• Daily backups with weekly recovery testing.
• Secure data deletion per client request following approved procedures.

8.8 PDPL 2021 Compliance

CubeMaster complies with the Personal Data Protection Law issued by Royal Decree in 2021, including minimal data collection, obtaining explicit consent, and providing data subjects the right to access, correct, and delete their data.

8.9 Social Media -Permitted Use

• Posting general professional content reflecting self-development.
• Sharing personal certifications and achievements.
• Sharing official CubeMaster published content.
• Positive mention of CubeMaster as an employer.

8.10 Social Media -Prohibited Use

• Posting or sharing client information or project details.
• Publishing internal or financial company data.
• Public criticism of the company or colleagues.
• Posting screenshots from internal systems.
• Speaking on behalf of the company without authorization.
• Posting content that violates Saudi law or Islamic values.

8.11 Social Media -Speaking for CubeMaster

• Only officially authorized representatives may speak on behalf of the company.
• Any media communication requires prior management approval.
• Personal posts should include a clear disclaimer that views are personal and do not represent the company.

8.12 Penalties

12.1 Meeting Recording

• All project meetings must be recorded.
• All participants must be notified of the recording at the start of the meeting.
• Recordings must be uploaded to i.cm.sa within 24 hours.
• Recordings are kept for 1 year after project end.

12.2 MOM Structure -Mandatory

• Date, Time & Duration: Recorded accurately at the top of the MOM.
• Attendee List with Roles: Each attendee and their role in the meeting.
• Agenda Items Discussed: All items that were covered.
• Decisions Made: Clearly documented for each decision.
• Action Items: With responsible person and deadline for each item.
• Next Meeting Date: Specified at the end of every MOM.

12.3 MOM Approval Procedures

• MOM must be sent within 24 hours of the meeting.
• Objections are accepted within 48 hours only from sending.
• An approved MOM is considered legally binding.

12.4 Developer-Client Meetings

• Developer cannot meet the client alone without PM or department head unless pre-approved.
• Any requirement changes must be documented in MOM immediately and not implemented until approved.
• Developer cannot make commitments to the client without PM written approval.
• Change requests must be formally raised through a Change Request (CR) form.

12.5 Minimize Unnecessary Meetings

• Prefer async communication when possible.
• Meetings should have a clear agenda and time limit.

12.6 Penalties

14.1 What to Report

• Financial fraud.
• Bribery or undisclosed conflicts of interest.
• Violation of company policies or Saudi labor law.
• Harassment or bullying.
• Client data leaks.
• Serious security violations.

14.2 Reporting Channels

• i.cm.sa Official Form: Supports anonymous reporting.
• Dedicated Complaints Email: contact@cm.sa -Confidential.
• Direct Report: To HR or senior management.
• Written Report: In a sealed envelope to the HR director.

14.3 Investigation Procedures

14.4 Reporter Protection

• Reporter identity is fully confidential unless consent is given.
• Retaliation against the reporter is strictly prohibited.
• Retaliation against the reporter is an independent violation = Warning L3
• Reporter is protected in good faith even if the report is found to be incorrect.
• Malicious false reporting warrants disciplinary action against the reporter.

1 Escalation Levels Table

2 Violations & Penalties Table

3 Employee Rights

• Right to be heard: No disciplinary action before hearing the employee.
• Right to respond: Written response to warning within 5 business days.
• Right to appeal: Grievance to HR within 10 business days.
• No double jeopardy: No penalty twice for the same violation.

4 Grievance Procedures

• 1. Submit written grievance to HR within 10 business days.
• 2. Grievance committee formed within 5 business days.
• 3. Decision communicated within 10 business days of committee meeting.
• 4. Escalation to Ministry of Human Resources if needed.

1 Official Working Hours

3 Overtime

• Overtime is only approved with prior written approval from the direct manager.

4 General Notes

• All coordination and scheduling uses Saudi Arabia Standard Time (AST).
• Prayer times must be considered when scheduling client meetings.

6 Absence Policy

• All leave requests must be submitted via Odoo / i.cm.sa.
• For emergency absences, notify your direct manager within 2 hours maximum.
• 3 consecutive days of absence without notice is considered work abandonment per Article 80 of Saudi Labor Law.
• Annual leave must be requested at least 5 business days in advance.

7 Violation Penalties

0 Tardiness & Early Departure Violations

Penalties (percentage deducted from daily wage)

In addition to deducting late hours' wages

In addition to deducting wages for time away from work

1 When Remote Work Is Allowed

• After completion of the probation period (90 days).
• With written approval from the direct manager.
• Maximum 2 days per week.
• No conflict with client meetings or mandatory meetings.
• Last performance review score of 80% or above.

2 When Remote Work Is Not Allowed

• During the probation period.
• Active L2 or higher warning in place.
• Go-Live days and in-person client meetings.
• If performance or commitment has declined.

3 Core Availability Hours

• Mandatory availability: 8:00 AM – 5:00 PM (same as official working hours).
• Respond to messages within 15 minutes during work hours.
• Submit timesheets daily.

4 Remote Work Request Procedure

• Submit request via i.cm.sa at least 48 hours in advance.
• Specify: day / reason / planned tasks / communication method.
• Manager responds within 24 hours.

0 Violation & Penalty Table -Remote Work

1 Day 1

• Receive device from IT department.
• Create accounts: email, Odoo, i.cm.sa, Git.
• Activate Two-Factor Authentication (2FA) on all accounts.
• Grant role-appropriate permissions only.
• Read and sign all policies on i.cm.sa.
• Sign internal Non-Disclosure Agreement (NDA).
• Introduction to team, direct manager, and Buddy.
• Each new employee is assigned a Buddy from the same department during the first week.

4 Onboarding Plan (30 Days)

5 Probation Requirements

0 Violation & Penalty Table -Onboarding

1 Evaluation Criteria

2 Evaluation Method

• Direct Manager: 60% of overall evaluation.
• Peer 360° Review: 20% of overall evaluation.
• Self-Evaluation: 20% of overall evaluation.

3 Rating-to-Salary & Promotion Table

4 Evaluation Schedule

• Semi-annual: In June and December -official evaluation in December linked to salary/promotion decisions.
• Quarterly review: Short-term goals.
• Semi-annual review: Progress check.
• Annual review: Comprehensive evaluation + salary review.

5 Over-Achievement Bonus

• Condition: Exceed target by 20%+ in a quarter.
• Value: Determined by management based on actual profit margin.
• Cycle: Quarterly.

6 Employee of the Month / Quarter / Year

• Selection: Team vote 50% + management evaluation 50%.
• Criteria: Quality, commitment, teamwork, creativity.
• Monthly: Symbolic financial reward + certificate.
• Annual: Special annual bonus.
• Employee of the month: Gets 1 extra day off connected to weekend.

7 Certification Support

• Company fully funds first certification (including exam costs).
• Financial reward upon obtaining approved Odoo certification.
• Approved training courses partially or fully supported.
• Condition: Stay 1 year minimum after funded training.

8 Seasonal Rewards

• Year-end bonus: Based on company + individual performance.

9 Innovation Rewards

• Any implemented proposal that saves cost or improves efficiency = special reward.
• Submit via i.cm.sa or official email.
• Reviewed within 30 business days.

10 Early Delivery Incentive

• 2 days salary for each early delivery of project/phase/module vs agreed client date.
• Condition: Documented delivery + client approval + closed in i.cm.sa.

11 Project Completion Bonus

• A percentage of the project value is distributed among team members upon successful on-time delivery.
• The percentage is determined by management based on project size and actual profit margin.
• Eligibility: Complete delivery + signed UAT + no open P1/P2 bugs + task closed in i.cm.sa.
• Not counted as base salary and does not affect end-of-service benefits.

12 Incentives & Rewards Table

1 Payment Currency

• All financial dues (salaries, commissions, bonuses) are disbursed in Saudi Riyal (SAR) unless otherwise agreed in writing in the contract.
• If payment in another currency is agreed upon, the company converts the due amount at the prevailing exchange rate on the actual transfer date. The company bears no liability for exchange rate fluctuations between the accrual date and the transfer date.

2 Transfer Schedule

• Salary is transferred once monthly on the agreed date.
• The company may process and execute the payment within a maximum of 14 days from the agreed payment date; any transfer made within this period is considered on-time.
• The company assumes no liability for delays occurring after the transfer is initiated on its end, whether caused by the sending, intermediary, or receiving bank, compliance reviews, or any other cause beyond the company's control.
• If transfer is not possible due to circumstances beyond the company's control (international sanctions, banking restrictions on the recipient's country, account suspension), the company will work in good faith to find an alternative method within a reasonable timeframe.
• If transfer remains impossible through all available means, the company is obligated to hold the full outstanding amount in its accounts on behalf of the contractor, to be disbursed immediately once the obstacle is removed. Transfer difficulties shall not, under any circumstances, extinguish the contractor's right to their financial dues.

3 Banking Fees & Responsibilities

• All bank transfer fees, intermediary bank charges, receiving bank fees, and any deductions imposed by banks or payment service providers on the transferred amount are the contractor's sole responsibility.
• The company assumes no liability for transfer delays caused by banking procedures, financial regulatory authorities, or banking compliance reviews in the recipient's country.

4 Taxes & Withholdings

• Any taxes, government fees, or withholding taxes imposed in the contractor's country of residence are the contractor's sole responsibility.
• The company issues an invoice or payment notice for the gross amount transferred only.

5 Banking Details

• The contractor must provide accurate and up-to-date banking details (beneficiary name, IBAN, SWIFT/BIC code, bank name and branch).
• Any error in details causing transfer failure or delay is the contractor's responsibility, including re-transfer fees.

1 Self-Learning & Remote Development

• Self-learning is a priority: Every employee is expected to dedicate regular time to developing their technical and professional skills independently.
• Remote study: The company supports remote learning via online platforms as a primary method for professional development.
• Initiative required: Don't wait to be told to learn -identify the skills your project needs and develop them.
• Knowledge sharing: Every employee is encouraged to share what they learn via internal sessions or knowledge base documentation.

2 Course Library (2,000+ Courses)

How to Access Courses

• Available courses: Browse the existing library via your team or ask your direct manager about courses available in your domain.
• Request a new course: If you need a course not in the library, send the course link to contact@cm.sa and it will be purchased and made available to you.
• Professional certifications: The company fully funds the first certification (Odoo, AWS, Google, etc.). Send details to contact@cm.sa.
• Courses are expected to be completed within the timeframe agreed with your manager.
• Course completion certificates must be uploaded to the employee's file on i.cm.sa.

3 Mentorship

• New employees get a senior mentor for the first 3 months.
• Weekly documented mentoring sessions during probation.
• Senior staff encouraged to give internal knowledge-sharing sessions.
• Knowledge transfer between team members is mandatory to ensure work continuity.

4 Career Paths

5 Promotion Policy

• Formal performance review every 6 months.
• Promotion tied to performance + skills + commitment + company need.
• Promotion is not automatic with time.
• Salary increase tied to performance review and company budget.
• Completing training courses and obtaining certifications is a positive factor in promotion decisions.

6 Funded Training Conditions

• Company fully funds the first professional certification (exam fees + preparation).
• Subsequent renewals at employee's expense unless otherwise agreed.
• Retention clause: Employee commits to staying with the company for at least 1 full year after funded training or certification.
• Leaving before the year ends requires full reimbursement of training costs.

7.8 Certification Requirements

• Minimum 1 active Odoo certification (v16 or v17+).
• Renewal per Odoo's official schedule.

7.9 Funding & Rewards

• Company fully funds first certification.
• Subsequent renewals at employee's expense unless special agreement.
• Financial reward upon obtaining certified Odoo status (amount set by management).
• Must remain with company for minimum 1 year after funded training.

Certification Requirements

1 Contractor-Initiated Termination

• Written notice to direct manager and administration.
• 14 business days notice period (reducible by agreement).
• Must continue working throughout the notice period.
• Leaving without notice = deduction from remaining dues per contract.
• All ongoing tasks must be completed or fully handed over before departure.

2 Company-Initiated Termination

• With notice: 14 days or financial equivalent in lieu of notice.
• Without notice (immediate): Fraud, gross misconduct, work abandonment, data leak, confidentiality breach.
• Internal investigation before any termination decision.
• Contractor notified in writing with reasons.
• Immediate termination forfeits any remaining dues for uncompleted period.

3 Task Handover

• Begins upon resignation acceptance or termination decision.
• Formal handover document signed by employee and manager.
• Includes all code/projects/client data/passwords.
• Incomplete handover = delayed financial settlement.
• Standard handover period: 5–10 business days.

4 Offboarding Checklist

6 Immediate Termination Cases (Article 80)

The company may terminate the contract immediately without notice or compensation in the following cases:

• Forgery of company documents or any official papers.
• If employment was based on forged certificates, data, or recommendations.
• If the contractor commits an act or omission resulting in intentional loss or damage.
• If convicted by authorities to imprisonment of one year or more.
• Supervisors mistreating subordinates or using them for personal services.
• Proven outside employment without disclosure.
• Refusing to receive or deliver any notice, decision, or assigned transaction.

1 Commission Rates Table

2 Payment Terms

• Commission is transferred after receiving the client payment.
• Maximum transfer time: 30 business days from receipt.
• Commission is calculated proportionally to each payment received.
• Calculated on project value excluding VAT.

3 Exclusions (No Commission)

• Third-party services (email subscriptions, etc.).
• Recurring subscriptions.
• Later client additions outside the original contract.
• Refunded or cancelled transactions.

4 Out-of-Scope Requirements

• If the marketer helped convince the client = gets commission.
• If no involvement = no commission.
• Attribution determined by written document or CRM record.
• Final decision by management based on interaction records.

5 Commission Right Forfeiture

• Commission rights are permanently forfeited after the contractual relationship ends.
• Includes projects with existing quotes or invoices.
• Any post-contract claims are legally void.

6 Rate Amendment

• The company may adjust commission rates at any time.
• Employees are notified via official email or WhatsApp.
• Changes take effect within 5 business days of notice.
• Continuing work after notice constitutes legal acceptance of the new terms.

7 Incentives

8 Penalties Table

1 Monthly Lead Target

• Target: 90 leads per rep per month (23/week, ~3/day).
• Allowed to exceed by 10-15% max to focus on quality, not inflated numbers.
• Repeated high numbers without pipeline progress = review of source quality.

2 Budget Qualification

• Exceptions for strategic clients or referrals require marketing manager + operations consultant approval.

3 Weekly Report Structure

4 Call Schedules

• Client call hours: 9:00 AM - 4:00 PM + 8:00 PM - 10:00 PM (Saudi time).
• During Ramadan: 11:00 AM - 3:00 PM + 9:30 PM - 11:30 PM.
• Exceptions coordinated with marketing manager.

5 Lead Updates

• Every opportunity in ICM updated with a clear comment every 7 business days max.
• Comment must clarify: What happened? What's next? Follow-up date.
• Not uploading lead data to i.cm.sa is a violation warranting Warning L2 and quarter day salary deduction.

0 KPI Non-Achievement Penalties

1 Timesheets -All Departments

• Daily submission mandatory in i.cm.sa before 5:00 PM -no exceptions for any department.
• Minimum 7-8 productive hours daily.
• Each entry must specify: Module/Unit + Task + Progress achieved.
• Generic entries like "working on the project" are completely rejected.
• Weekly timesheets submitted by end of Sunday.
• Future date logging not allowed without prior permission.
• Task number required in every timesheet entry.

2 CRM Documentation -Sales Department

• All sales activities recorded in Odoo CRM / i.cm.sa daily.
• Weekly report every Sunday before 5:00 PM.
• Every opportunity updated with clear comment every 7 business days max.

3 Project Documentation -Technical Departments

• Development tasks raised in ICM within 1 business day of receipt.
• Execution time estimate within 1 business day of task submission.
• Client approval documented for each task/module/phase in ICM.
• Meeting minutes uploaded within 24 hours.

5 Daily Submission

• Timesheets must be submitted daily in i.cm.sa before 5:00 PM.
• Minimum 7–8 productive hours per day.

6 Entry Content

• Each entry must specify: Module/Unit + Task + Progress achieved.
• Task number is required in every timesheet entry.
• All entries must be linked to tasks in i.cm.sa -no floating entries.

7 Rejected Entries

• Generic entries such as "working on project" are completely rejected.
• Future date logging is not allowed without prior permission.

8 Weekly Submission

• Weekly timesheets must be submitted by end of Sunday.

9 Mandatory Documents

0 Violation Penalties

1 Technical Proposal

• Delivered within 2 business days after the demo.
• Must clarify: scope, requirements, assumptions, exclusions.

2 Final Technical/Financial Proposal

• Delivered within 1 business day from the contracts officer after the technical proposal is ready.

3 Demo Coordination

• Sales rep coordinates timing with available technical team slots.
• Tags responsible engineer in group.
• Client details and requirements must be clear before demo to avoid repeat meetings.

4 Pricing Authority

• Sales rep discusses client case with contracts officer before sending proposal.
• Proposals within defined authority limits.
• Any discounts/flexibility on Odoo paid licenses/servers treated as cashback from company commission on last payment only.
• Conditions: large user count + client commitment to delivery/acceptance plan.
• Exceptions escalated to incentives/discounts committee.

5 Dedicated Work Group

• Each sales rep has a dedicated group: rep + marketing manager + Odoo consultant/PM as needed + contracts officer at proposal stage.
• Purpose: reduce information loss and speed up delivery.

0 Proposal Violation Penalties

5.1 Agile/Scrum Framework

• Agile/Scrum is the official framework for managing all projects.
• Sprint duration: 2 to 4 weeks with testable delivery at the end of each sprint.
• Daily Standup meeting: maximum 15 minutes.
• Sprint Review: Demo to the client at the end of each sprint.
• Sprint Retrospective: Internal meeting for performance improvement.
• Product Backlog: Prioritized and updated continuously.
• All decisions documented in writing via official email.

5.2 Client Communication

• Client response: 4 business hours maximum.
• Change requests require a formal signed CR.
• Critical issues escalated to PM within 1 hour.
• Client satisfaction survey after each major delivery.

0 Violation & Penalty Table -Methodology

6.4 Sprint Targets

• Target: 80%+ sprint commitment completion.
• Task "done" only after: Code Review + Unit Tests + QA + Timesheet.
• Weekly review of estimated vs actual hours.
• Task number required in every timesheet entry.

6.5 Sprint Performance Levels

5.7 Definition of Done

5.8 Release Gates

• Zero P1/P2 bugs open.
• Signed UAT from client.
• Approved rollback plan.
• Launch outside peak hours.
• Client notified 24 hours ahead.
• Support team available on launch day.

5.9 Delivery Success Criteria

5.10 Early Delivery Incentive

7.1 Project Plan & Milestones

• Project plan created in Odoo Project within 3 days of kickoff.
• Update milestones at each delivery point.
• BRD + UAT Sign-off mandatory before launch.
• Post-launch support: 30-day Hypercare documented in i.cm.sa.

7.2 Timesheets

• Timesheets submitted daily before 5:00 PM.
• Minimum 7 productive hours per day.
• Each entry must specify: Unit + Task + Progress.
• Generic entries like "working on project" are completely rejected.

7.3 Task Management

• Task raised in ICM within 1 business day of receipt from client/meeting.
• Developer estimates duration within 1 business day.
• Client approval/sign-off at each task/module/phase completion, documented in ICM.

7.10 Development Lifecycle Phases

7.12 Documentation Levels

5.11 Client Communication Rules

• All correspondence via official company email.
• Response within 4 business hours maximum.
• Developer cannot meet client alone without PM unless pre-approved.
• Developer cannot make commitments without PM written approval.
• Change requests must be formally raised and not started without written approval.
• Client satisfaction survey after each major milestone.

0 Violation Penalties