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STAGE 1 Review the current practices/policies [ if any] Audit all hr activities that are performed [ even the crude format] HERE ARE THE CORE HR KRAs [ key result areas]
KRA KRA KRA KRA KRA KRA KRA KRA
1 2 3 4 5 6 7 8
: : : : : : : :
Recruitment/Selection Workforce Planning and Diversity Performance Management Reward Management Workplace Management and Relations A Safe and Healthy Workplace Building Capabilities and Organisational Learning Effective HR Management Systems, Support and Monitoring
• • • • • • • •
Understand the organization Understand the organization structure Understand the organization systems Understand the organization politics/influential people Understand the organization/individual roles Understand the organization/positions Understand the individual job descriptions Understand the job/ job specifications etc…
• • •
Discuss the values/beliefs with senior management/CEO and the need for HR department. Discuss the expectations from HR department -short/medium/long term. Discuss with CEO, the organization's corporate objectives/strategies and how HR can contribute to the corporate objectives.
• • •
Discuss / seek consensus on organization structure / management process. Discuss the current organization culture with senior management. Discuss with CEO/senior management the core activities/competences and business drivers of the organization.
TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT. GET • • • A COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY'S
VISION MISSION CORPORATE OBJECTIVES CORPORATE STRATEGIES etc…
HR dept. is a support unit and hence must work closely with other depts.
Even though there is currently no HR department, there are a number of HR activities are being carried out now. YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT/BY WHOM. TO COLLECT AND CONSOLIDATE THESE, YOU NEED TO A QUICK HR AUDIT OF THE PRESENT SITUATION. AFTER you gather all the information’s and summarized, you should sit down with your boss [ CEO] and discuss and prioritize the items, as follows • • • URGENT / IMPORTANT URGENT/ NOT IMPORTANT NOT URGENT/ IMPORTANT NOT URGENT / NOT IMPORTANT, BUT NEEDED DOWN THE LINE.
Please REVIEW the HR MANUAL, as listed below.
Pick points out of it , as per your need, based on your discussion / audit results.
You may want to start up with
• • • •
HR department OBJECTIVES. HR DEPARTMENT STRATEGIES Draft on Recruitment / Selection Procedure /PROCESS Draft on organization / structure Draft on jobs' analyses/ job descriptions/ job specifications/competences Draft on payroll / compensation / administration Appointment /confirmation / Termination / resignation /PROCEDURES/PROCESS Induction program Orientation program Employee communications Training & development of the employees Performance Appraisals / management
• • •
Once you have the preliminary draft ready, you can start with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW] STAGE 6 REVIEW THE HRM PROCESSES, MAKE A NOTE FOR THE COMPANY AND THE PRIORITY ONES. HRM PROCESSES • HR AUDITING HR BUDGETING Strategic HRM Planning HR Strategies and Policies. HR and change management. Competency-based HR Knowledge management OF WHAT YOU THINK ARE IMPORTANT
• • • • •
JOB DEVELOPMENT • Job analysis Job Role Job Description. Job specifications Job enrichment Job rotation
• • • •
Recruitment Selection Induction Orientation
ORGANIZATIONAL BEHAVIOR PROGRAMS
• • • •
Employee engagement Motivation Organization culture Organization development
• • • •
Org. designing Org. structuring Org. development Job / role structuring
HUMAN RESOURCING • • HR planning Manpower planning
Succession planning Talent management
PERFORMANCE MANAGEMENT • Performance appraisals Performance managing the processes.
• • • •
Org. learning Training Education Development Training evaluation E-learning Management development Career planning /development.
• • •
Job evaluation Managing reward process Administration of rewards Benefits
• • •
Organization communications Employee communications. Staff amenities
HEALTH AND SAFETY. • OHS
HUMAN RESOURCE INFORMATION SYSTEM.
STAGE 7 REVIEW THE HRM SYSTEMS , MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES. HR SYSTEMS • • • • HR strategic planning system Human resource planning system Manpower planning system Job profiling system Recruitment &selection system Performance appraisal system Performance management system People development systems Career planning and development system Succession planning system Job enrichment system Compensation planning and packaging system
• • •
THIS is just a common list. AFTER STAGE 1,2,3,4,5,6,7 MAKE A REPORT What is the current situation What kind of HR DEPARTMENT is required. What you think are your priorities What is your action plan What is time schedule.
• • • • •
MAKE A TEMPORARY HR DEPARTMENT
HR MANAGER [ YOURSELF ]
ONE TRAINING MANAGER ONE SALARY ADMINISTRATION MANAGER ONE RECRUITMENT /SELECTION MANAGER
DISCUSS THIS WITH THE SENIOR MANAGEMENT, SEEK THEIR APPROVAL/ BLESSINGS /SUPPORT
• • •
TO IMPLEMENT YOUR PLAN. To win confidence/trust, you need to show credibility/functional knowledge level. Initially, please do not rush with too many things. Take one thing at a time and do a thorough job. Everything must be done right at the first time.
PREPARING A HR MANUAL IS IMPORTANT. NOT ALL THAT IS LISTED HERE MAY BE NECESSARY AT FIRST. DISCUSSING WITH SENIOR MANAGEMENT AND IDENTIFY THE PRIORITY ONES AND WORK ON THEM. HR MANAGEMENT MANUAL Human Resources Policies, Procedures and Forms Table of Contents ADMINISTRATION ADM.101 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 Forms Ex1 Ex2 Personnel Records Activities Employee Information HR Personnel Records Contents of Personnel Files Employee's Personnel Records Review Management Review of Personnel Files Company Release Of Employee Information Record Retention and Long-Term Storage Record Destruction
Personnel Records Access Log HR Records Retention Periods
ADM.102 1.0 2.0 3.0 4.0 Forms Ex1 ADM.103 1.0 2.0 3.0 4.0
Form Development Activities Form Development and Format Authorization and Printing Form Numbering and Placement Forms Index and Manual
Form Printing Request Document Control Activities Document Distribution Document Revision Document Temporary Changes
Forms Ex1 Request For Document Change (RDC)
ADM. 104 1.0 2.0 3.0 4.0 5.0 Forms Ex1 ADM. 105 1.0 2.0 3.0 4.0 Forms Ex1 ADM.106 1.0 2.0 3.0 4.0 5.0 6.0 Forms Ex1
Mail & Express Services Activities General Mail Usage Addressing Mail Express Mail Overnight Packages Additional Information Resources
Outgoing Mail Register Telephone Answering Activities Answering Techniques and Etiquette Answering and Directing Calls Taking Messages Telephone User's Guide
Important Message Property & Access Control Activities Background Checks Physical Access Controls Key Controls Proprietary Information Controls Collection Of Access Controls Visitors & Guests
Key Issue Policy
Ex2 ADM.107 1.0 2.0 3.0 4.0 5.0
Visitor Log Separation Activities Resignations Involuntary Terminations And Layoffs Terminations For Cause Termination Meeting Additional Information Resources
Forms Ex1 Exit Interview Checklist Ex2 Exit References Authorization ADM.108 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10.0 11.0 Forms Ex1 ADM.109 1.0 2.0 3.0 4.0 5.0 6.0 Forms EX1 EX2 ADM.110 1.0 1.1 1.2 1.3 1.4 Workplace Rules & Guidelines Activities Alcohol And Drugs Breaks And Lunch Time Company Property Grievances And Complaints Inclement Weather Parking Personal Telephone Calls Smoking Solicitations Suggestions Visitors
Suggestion Form Human Resources Reports Activities Preparation Guidelines Occupational Health & Safety Reports Equal Opportunity Reports Training Plan Hiring Status Report Compensation Summary
Human Resource Reporting Summary HR Hiring Status Report Dress Code Activities Dress Code Business Attire Business Casual Attire Casual Attire Uniformed Attire
1.5 1.6 1.7 1.8 1.9 2.0 3.0 4.0
Safety Attire Formal Attire Inappropriate Attire Business Situations Recreation & Parties Dinners & Receptions Personal Hygiene Disciplinary Action
HIRING PROCEDURES HRG.101 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10.0 Forms Ex1 Ex2 Ex3 Ex4 Ex5 Ex6 HRG102 1.0 2.0 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 3.0 Forms Employee Hiring Activities Needs Analysis Personnel Requisition Job Posting & Screening Interviewing Pre-Employment Screening & Testing Background Investigation Hiring And Employee Offers Motor Vehicle And Equipment Operation Applicant Files Additional Information Resources
Personnel Requisition Offer Letter Personnel Change Notice New Employee Hiring Checklist Employment Eligibility Verification . Employee’s Withholding Allowance Certificate. Job Descriptions Activities Job Description Preparation Format And Content Job Title Effective Date Department Summary Of Functions Essential Duties And Responsibilities Organizational Relationships Qualifications Physical Demands Work Environment Job Description Approval & Distribution
Ex1 HRG103 1.0 2.0 2.1 2.2 2.3 2.4 2.5 2.6 3.0 Forms Ex1 Ex2
Job Description Format Employment Applications Activities Application For Employment Application Information Personal Information Employment Interest Education & Training Employment History Military Service Record References Compliance Information
Employment Application Employment Application Supplement
HRG104 1.0 2.0 3.0 4.0 5.0 Forms Ex1 Ex2 HRG105 1.0 2.0 3.0 4.0 Forms Ex1 Ex2 Ex3 Ex4
Interviewing Applicants Activities Interviewing Objectives Resume Examination Telephone Interviews E-Mail Interviews In-Person Interviews
Employment Interview Questions Interview Form Background Investigations Activities Background And Hiring Investigative Consumer Reporting Employee Reference Checks Motor Vehicle Record (MVR) Inquiry
Employee Investigation Checklist Employee Background Authorization New References Authorization Reference Check Survey
Compensation Procedures COM101 1.0 2.0 Payroll Activities Payroll Records Timesheets
3.0 3.1 3.2 3.3 3.4 3.5 4.0 4.1 4.2 5.0 5.1 5.2 5.3 6.0 7.0 Forms Ex1 Ex2 Ex3 COM102 1.0 2.0 3.0 4.0 5.0 5.1 5.2 6.0 Forms Ex1 COM103 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 COM104
Payroll Deductions Worker's Compensation Insurance Social Security & Medicare State Income Tax Earnings Tax Tax Withholding Payments Payroll Adjustments Advances Garnishments Paychecks Direct Deposit Lost Paychecks Final Paychecks Vacation Pay Additional Information Resources
Monthly Time Sheet Central Govt. Tax Calendar Electronic Funds Transfer Authorization Paid & Unpaid Leave Activities Paid Time Off Unpaid Time Off Absence Request And Notification Holidays Vacation Eligibility Vacation Schedules Vacation Over Holidays Additional Information Resources
Absence Request Form Insurance Benefits Activities Life Insurance Long Term Disability Insurance Social Security Workers' Compensation Wage Continuation Unemployment Compensation Health Insurance Additional Information Resources Healthcare Benefits Activities
1.0 2.0 3.0 4.0 5.0 6.0 7.0 Forms Ex1 COM105 1.0 1.1 1.2 1.3 1.4 1.5 2.0 3.0 3.1 3.2 4.0 COM106 1.0 2.0 3.0 4.0 6.0 7.0
Cost And Premiums Eligibility Enrollment Coverage Filing A Claim Termination And Conversion Of Coverage Additional Information Resources
Benefits Enrollment/Change Form Employee Retirement Income Security Activities Plan Administration Investment Policy Statement Fidelity Bond Fiduciary Liability Insurance Employer Matching In-Service Loans And Withdrawals Employee Participation Notice Procedures Initial Notice Annual Notices Additional Information Resources Consolidated Budget Reconciliation Activities Plan Administration Qualifying Events Notice Procedure Benefits Protection Enforcement Additional Information Resources
DEV101 1.0 2.0 3.0 4.0 5.0 6.0 Forms Ex1 Development Management Activities Development Planning Training Effectiveness Training Records Training Courses Performance Evaluations Additional Information Resources
DEV102 1.0 2.0 3.0 Forms Ex 1 DEV103 1.0 2.0 3.0 4.0 DEV104 1.0 2.0 3.0 4.0 5.0 6.0 Forms Ex1 DEV105 1.0 2.0 3.0 4.0 5.0 6.0 Forms Ex1 Ex2 DEV106 1.0 2.0 2.1 2.2 2.3 2.4 3.0 4.0
Training Reimbursement Activities Eligibility Approved Programs Reimbursement
Request For Training Computer User & Staff Training Activities MIS Training And Certification MIS/LAN User Training E-Mail Training Software Applications Internet & E-Mail Acceptable Use Activities Acceptable Use Inappropriate Use Internet And E-Mail Etiquette Security User Compliance Additional Information Resources
Computer And Internet Usage Policy Performance Appraisals Activities Performance Appraisal Guidelines Appraisal Preparation Appraisal Discussion Salary Adjustments Appraisal Conclusion Additional Information Resources
Self Appraisal Form Performance Appraisal Form Employee Discipline Activities Introduction To Misconduct Responses To Misconduct Verbal Warning Written Warning Suspension Termination Serious Misconduct Very Serious Misconduct
5.0 6.0 Forms Ex1
Inexcusable Misconduct Misconduct Investigations
Compliance Procedures CMP101 1.0 2.0 2.1 2.2 2.3 3.0 4.0 5.0 6.0 7.0 Forms Ex1 Ex2 Ex3 Ex4 Ex5 Doc Doc Doc Doc Doc CMP102 1.0 2.0 3.0 4.0 5.0 6.0 CMP103 1.0 2.0 3.0 Workplace Safety Activities Worksite Analysis Hazard Prevention And Control Safe Work Procedures Protective Equipment Fire Prevention Hazard Communication Program Medical Emergencies Workplace Safety Training Reporting And Record Keeping Additional Information Resources
Safety Suggestion Sheet Workplace Safety Self-Inspection Checklist Workplace Safety Action Plan Workplace Safety Rules Index of Hazardous Chemicals Material Safety Data Sheet Injuries and Illness Log Summary of Injuries and Illness Injuries and Illness Incident Report Instructions for OSHA Forms People With Disabilities Activities Background Who Is Covered? Employment Issues Public Accommodations Enforcement Of The Act Additional Information Resources Annual And Medical Leave Activities Reasons For Taking Leave Advance Notice And Medical Certification Job Benefits And Protection
4.0 5.0 6.0 7.0 Forms Ex 1 Ex 2 CMP104 1.0 2.0 3.0 4.0 5.0 6.0 CMP105 1.0 1.1 2.0 3.0 4.0 Forms Ex1 CMP106 1.0 2.0 3.0 4.0 5.0
Unlawful Acts Enforcement Employer Notices Additional Information Resources
Certification Of Healthcare Provider Employer Response To Employee Request Drug Free Workplace Activities General Prohibitions Authorized Use Of Prescription Medicine Drug Awareness Program Disciplinary Actions Additional Information Resources Health Insurance Portability And Accountability Activities Management Privacy Standards Medical Records Maintenance Medical Records Access Additional Information Resources
HIPAA Authorization Form Harassment & Discrimination Activities Unacceptable Behavior Complaint Corrective Measures Enforcement Additional Information Resources
Job Descriptions Tab WRITING JOB DESCRIPTIONS • • • INTRODUCTION PURPOSE SCOPE
Non-discriminatory language Active voice Action verbs Plain English FORMAT AND CONTENT Effective Date Department Summary Of Functions Essential Duties And Responsibilities Grouping Several Tasks Into A Single Responsibility Responsibility Statements Delegated Responsibilities Organizational Relationships Reporting Relationships The Organization’s Environment Qualifications Mandatory Requirements Key Selection Criteria Physical Demands Work Environment Job Performance Job Descriptions Reasonable Accommodation Accessibility Employee Handbook SECTION 1 1.0 1.1 1.2 1.3 1.4 1.5 1.5.1 1.5.2 1.5.3 1.6 1.6.1 1.6.2 1.6.3 SECTION 2 2.0 2.1 2.1.1 INTRODUCTION The Company Philosophy The Company Mission Equal Employment Opportunity Policy and Affirmative Action Plan Employment-At-Will Sexual Harassment Safety Safety Rules Hazardous Wastes Reporting Injuries and Accidents Drug Free Workplace Prohibitions Drug Awareness Program Disciplinary Actions EMPLOYMENT Personnel Administration HR Personnel Records Contents of Personnel Files
2.1.2 2.1.3 2.1.4 2.2 2.2.1 2.2.2 2.2.3 2.2.4 2.2.5 2.2.6 2.2.7 2.2.8 2.2.9 2.2.10 2.3 2.3.1 2.3.2 SECTION 3 3.0 3.1 3.1.1 3.1.2 3.1.3 3.1.4 3.1.5 3.1.6 3.1.7 3.1.8 3.1.9 3.1.10 3.2 3.2.1 3.2.2 3.2.3 3.2.4 3.2.5 3.2.6 3.2.7 3.2.8 3.2.9 3.2.10 3.2.11 3.2.12 3.3 3.3.1
Employee Information Employee's Request for Review of Personnel Records Management Review of Personnel Files Service Employee Categories Job Posting Procedures Employment of Relatives Employment of Minors Promotions Transfer of Employees Separation of Employment Work force Reductions Probationary Period Extra Income Process Improvement Employee-Management Forums Employee Suggestion Program COMPENSATION & BENEFITS Benefit Eligibility Payroll Information Time Records Pay Periods Salary Compensation for Partial Pay Period Pay Rate Schedule – Hourly Paid Employees Payroll Deductions Overtime Payroll Errors Garnishment of Employee Wages Authorized Check Pickup Pay at Time of Separation Attendance & Leave Medical Leave Policy Sick Leave Credit Limit Sick Leave Policy – Usage Medical, Dental and Optical Appointments Exhaustion of Accumulated Sick Leave Pallbearer, Funeral, Emergency Leave Civic Leave or Jury Duty Voting Military Leave Maternity Leave Parental Leave Leave of Absence Insurance Hospitalization and Medical Insurance
3.3.2 3.3.3 3.3.4 3.3.5 3.3.6 3.3.7 3.4 3.5 3.6 3.7 SECTION 4 4.1 4.1.1 4.1.2 4.1.3 4.1.4 4.2 4.2.1 4.2.2 4.2.3 4.2.4 4.2.5 4.2.6 4.3 4.3.1 4.3.2 4.3.3 4.3.3 4.4 4.4.1 4.4.2 4.4.3 4.4.4 4.4.5 4.4.6 4.4.7 4.4.8 4.4.9 4.5 4.5.1 4.5.2 4.5.3 4.5.4 4.5.5 4.5.6
Continuation of Group Health Insurance Life Insurance Long Term Disability Insurance Social Security Workers' Compensation Unemployment Compensation Savings Plan Break Room Employee Discounts Educational Assistance EMPLOYEE RESPONSIBILITIES Work Schedules Working Hours Salary Employees Hourly Employees Clean Work-Place Legal & Ethical Conduct Ethical Standards Conflicts of Interest Personal Conduct Confidentiality Bribes, Kickbacks and Illegal Payments Patents and Copyrights Misconduct Serious Misconduct Very Serious Misconduct Inexcusable Misconduct Misconduct Investigations Transportation & Travel Company Owned Vehicles Personal Vehicles Living Expense Allowance Other Travel Expenses Expense Records Travel Advances Expense Reimbursement – Third Party Expense Policies – Violations Company Credit Cards Appearance & Belongings Personal Appearance Business Attire Casual Attire Inappropriate Attire Personal Belongings Alcohol and Drugs
4.5.7 4.5.8 4.6 4.6.1 4.6.2 4.6.3 4.6.4 4.6.5 4.6.6 4.6.7 4.6.8 4.6.9
Medication Smoking Policy Equipment & Facilities Parking Telephone Use Motor Vehicle and Workplace Equipment Operation Safety Equipment Company Tools Waste Prevention Solicitation and/or Distribution Security Bulletin Board
EMPLOYEE HANDBOOK FORMS a) b) c) d) HR MANUAL Acknowledgement Of Receipt And Understanding Statement Of Legal And Ethical Business Conduct Drug-Free Workplace Policy Employee Acknowledgement Job Related Accident
HR MANUAL is the total guidelines for the managers in the organization on the subject of HUMAN RESOURCE. The real work of managing people [human resource] is the responsibility of the line managers. The HR department acts as a coordinator / advisory body to the line managers, in addition to, its own administrative work. Employee handbook is a major element of the HR manual. It is part of the HR MANUAL. The copy of HR MANUAL [ including the employee handbook] is given to the managers only. The copy of the EMPLOYEE handbook is given to the employees. The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months. At the initial stage, it could take up to six months at least to complete the manual/ handbook for a full time person, even if you employ an outside expert.
• • • • •
Once you have formed the HR manual list, you should sit with your boss
Analyse the list Set the priority [ 1st. lot, 2nd. lot, 3rd. lot etc ]
Discuss the need for HO material, to uniform the approach Discuss the need for local expert Etc…
Your priorities could be
• • • • • • • • • • •
Personnel records Various forms required Access control Workplace rules Employee hiring Job descriptions Employment applications Interviewing applicants Payroll administration Training [ induction / orientation/development] Employee handbook
You/Your senior management should agree to the priority list. NOW YOU ARE READY FOR THE HARD WORK
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