Josh Cartwright

The more an organization grows the more challenges that it will face. This is true for
financial responsibilities, logistics, facilities, and maybe most importantly, human resources. As
Never Alone, a nonprofit organization that is dedicated to the mental health of men, has
continued to develop we find ourselves facing new challenges. We know that we must accept
these challenges and find a way to address them so that they do not become major issues down
the road. Instead of waiting for small things to grow into sizable issues, we have decided that it
is best that we perform an HR Audit. Our goal is to discover things that we can fix now and
setup policies moving forward that will make future growth easier.
For the purpose of our HR audit, we have come up with an HR audit checklist with 5
categories that we feel are most important to our organization. These 5 areas are: Management,
Hiring, Safety and Security, Discrimination and Employee Rights, and Recordkeeping and other
Documentation. For each of the 5 areas we listed off things that we thought would be relevant to
our unique work environment. After going through the list, we were able to identify one issue in
each area that we see as needing to be addressed. When an HR audit is done correctly it will
show areas with the organization that require improvement before a serious problem arises
(Udemy. February 2023)
To ensure that we are putting full visibility issues we decided we are going to use an
Action Plan to come up with a full and cohesive plan for addressing each issue. An action plan
gives a clear direction and highlights what steps need to be taken and when things should be
completed (Creately. 2023). We know that by having a plan in place it will allow us to show
what each issue is, how we are going to correct it, when it was corrected, and how to plan for the
future. We understand that this is an ongoing process and though we may be correcting current
issues, future issues will also arise.
Action Plan
Area: Management
Issue: Are shifts defined?
Goal: To define shifts for specific roles and ensure that employees have the schedule coverage
to do their jobs properly.
 Steps
o Identify shifts that make sense for different roles inside organization.
o Identify previous staffing issues.
o Survey employees on what shifts are needed for them to best complete their tasks.
o Create a policy that defines shifts and schedules.
o Develop schedule that address uncovered issues.
o Explain the new policy and schedule to employees. Ensure they fully understand
it and why it is needed.
o Develop a training that covers shift and schedules for new employees during
onboarding.
 Tasks

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o Create workflow chart that outlines the different shifts.

o Create survey for employees to better understand their needs for shifts and
schedules.
o Create a policy that defines shifts and schedules.
o Appoint an individual to create and oversee the policy for shifts and schedules.
o Once policy is approved and implemented train and explain policy changes to all
employees
 Milestones
o Employee survey (2 weeks to develop and complete starting. 10/02/2023).
o Policy creation (4 weeks to create after survey is completed. 11/13/2023
deadline).
o Appoint individual to oversee shift policy (2 weeks from creation of policy.
11/27/2023 deadline).
o Training (2 weeks to train every employee after shift policy creation. 11/27/2023
deadline).
o Full implementation (1 week after entire staff is trained. 12/04/2023 deadline).
 Resources
o Knowledge of state and federal employment laws. This will ensure we are
compliant with all requirements. Will get yearly work posters that can be posted
clearly for all employees to see what their employment rights are and that they are
being met.
o Employee survey on their work shift needs. This will give insight to what
employees need to best be able to do their jobs.
o Shift and schedule policy. This will outline what a shift is and ensure that proper
coverage is met for all job roles and responsibilities.
o Monthly schedule. This will show who is working and where they are going to
be. This will ensure proper coverage.
o Clock in system. This will show proof of when employees signed in and out of
work. This will.
 Monitor, Execute, and Update
o The overseer of the shift policy will give a monthly report to the board
highlighting shift coverage and giving any insight on new coverage issues.
o A yearly shift survey will be given to all employees to see how they feel their
shift needs are being met.
o Policy will be amended with any changes to local or federal work shift standards
that may get passed.
Area: Hiring
Issue: Are applicant references being checked?
Goal: To create a policy and a database for collecting reference information for potential
employees while making sure all references are checked.

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 Steps
o Identify a procedure for checking references of potential employees.
o Assign an individual the duty of calling to check references.
o Create questions that every reference should be asked.
o Create a system for keeping the data as it is received.
o Have a way of sharing the data with those who need access,
 Tasks
o Look at what procedures other companies do to check job candidate references.
o Choose who will oversee reference calls. Assign specific duties for overseer.
o Create a list of questions about the job candidate that would be important to the
duties they will be performing.
o Create an online database for the reference data that can be accessed by all
necessary parties.
o Create policy that will govern reference follow ups moving forward.
 Milestones
o Have HR department create list of relevant questions for references (1 week to
create. Deadline 10/06/2023).
o Choose individual who will call references and input data into database (deadline
10/06/2023).
o Create online database to store reference call information (4 weeks to create.
Deadline 10/30/2023).
o Create policy listing database information, overseer responsibilities, relevant
questions, and listing who will have access to information (4 weeks to create.
Deadline 10/30/2023).
o Share new policy with employees (1 week after policy is created. 11/03/2023).
 Resources
o Dedicated phone number for calling references and references to be able to call
back.
o Online database to store information gathered from reference calls.
o An HR policy listing all the specifics for questions for references, overseer
responsibilities, and database information.
o Overseer to implement reference check and input of information into database.
 Monitor, Evaluate, and Update
o Quarterly HR check ins with overseer to ensure reference checks are being made
and data is being uploaded to database.
o New employee survey to see if process was acceptable for their references.
o Yearly evaluation of data to ensure nothing is being left out.
o Yearly update of policy for anything that may have changed in past 12 months.

Area: Safety and Security

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Issue: What resources are in place to keep unauthorized individuals from entering facility
through normal entrances?
Goal: Developing a way to ensure all entrances are secure and unwanted individuals do not
have access to our campus.
 Steps
o Walk facility to identify access points for intrusion.
o Create a list of people who should have access to campus and when they should
have access.
o Develop policy for access.
o Make sure policy aligns with fire precautions.
o Install carded locking system on main entrances.
o Install keyed locks on uncommon entrances and exits.
 Tasks
o Have HR and facility manager walk facility grounds and identify which doors
should have keyed locks and which should have card access.
o Install locks that correspond with findings from walkthrough. Install self-closing
doors on all doors.
o Have HR build a list of what access each employee should have. Give the access
that is needed to each employee’s key card.
o Build policy so everyone understands security and goals.
o Train employees and guests on procedures.
 Milestones
o HR and facility manager to complete security walk through to identify all
entrances that will need locks (1 week to complete. 10/06/2023 deadline).
o HR to create a company policy on security and access to facility that covers
current issues and future situations that may occur (2 weeks to create.
10/13/2023).
o Install key card and keyed locks, install self-closing doors, and give proper keys
to each employee (8 weeks to complete. 11/24/2023 deadline).
o Train employees on new procedures and policy (2 weeks after install of locks.
12/08/2023).
o
 Resources
o Policy for security and map of facilities.
o Key card access units.
o Keyed locks and keys.
o Self-closing doors.
 Monitor, Evaluate, and Update
o Weekly security checks to make sure all locks are functional. This will be
performed by facility manager.

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o Weekly key card checks with employees. Employee signs off that they are in
possession of their key card.
o Yearly surveys of all employees to see if security issues are being met or if they
have suggestions for added security.
o Quarterly training on security policy.
Area: Discrimination and Employee Rights
Issue: Are employees properly trained on discrimination issues?
Goal: To ensure all employees are properly trained on current and future discrimination issues.
 Steps
o Identify current discrimination training issues.
o Find out what discrimination trainings are required in your field.
o Create a list of trainings that would be best for the employees above what is just
required.
o Create a policy that ensures all employees are getting trained and system for
tracking all trainings.
o Train employees.
 Tasks
o HR will identify what trainings are currently being done and what trainings are
required.
o Look at all trainings for discrimination and find ones that are most relevant to our
work. As well as identify training that would be helpful for the growth of our
organization.
o Have an HR representative gain the proper training so they can train the staff
properly.
o HR will create a policy that will encompass all trainings. This policy will cover
how to stay up to date with trainings, who will administer trainings, when
trainings will be held, and how to track trainings.
 Milestones
o HR will identify what trainings have been completed and what discrimination
trainings are needed to be compliant (6 weeks to complete 11/10/2023 deadline).
o HR representative will get trained and certified to be able to administer needed
discrimination trainings to all employees (12 weeks to complete. 12/22/2023
deadline).
o HR will build a policy to cover discrimination training (6 weeks to complete
11/10/2023 deadline).
o Employees will begin to be trained on discrimination. This will encompass
current requirements as well as any supplemental training that HR sees fit
(training to begin 01/03/2023).
 Resources
o HR employee to get properly accredited to be able to train staff.
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o Policy for discrimination.

o System for tracking all trainings.
 Monitor, Evaluate, and Update
o Employee survey yearly to see if trainings are meeting the needs of all staff.
o Follow up trainings if staff feels there are gaps or uncovered issues.
o Introduce new trainings are government regulations change.
o Yearly policy update by HR to ensure all needs and regulations are being met
fully.

Area: Record keeping and other documentation

Issue: Are personnel files current and secure?
Goal: To create a system for filing all personnel files that is safe and secure while being
accessible when needed.
 Steps
o Identify what files need to be kept.
o Identify how long files should be kept.
o Locate all current files.
o Identify who should have access to personnel files.
o Decide how files should be kept. (Paper copies, digital copies, or both).
o Who will manage system.
 Tasks
o All files that have employee information or records of employment should be
kept.
o All files should be kept while employees are employed and 2 years after they
leave.
o All Files will be scanned and uploaded on to a digital server. This will aid in
access and lessen paperwork.
o HR will create a policy reflecting tasks.
o Locate all current personnel files. HR will scan all files into digital server.
o System will be managed by HR.
 Milestones
o Locate all relevant employee files (4 weeks to complete. 10/27/2023 deadline).
o Scan and upload all employee files to digital server. (12 weeks to complete.
12/22/2023 deadline).
o Create policy for governance of employee files. (4 weeks to create. 10/27/2023
deadline).
o All future employee files will be uploaded to digital server after 01/03/2024.
 Resources

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o All current employee files.

o Policy for dealing with employee files moving forward.
o Digital server for keeping all current and future employee data.
 Monitor, Evaluate, and Update
o HR will make sure that any new employee data gets uploaded to digital server.
o HR will make sure all paper copies of employee data are shredded and disposed
of properly.
o Training for future employees on how system works.
o Updates to employee data and required documentation as government policies are
updated and changed.

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References

What is an Action Plan? Learn with Templates and Examples |

Creately. (2023, September 6). https://creately.com/guides/how-to-

write-an-action-plan/

The HR Audit Checklist: Sample Questions to Get You Started |

Udemy, (2020, February). https://blog.udemy.com/hr-audit-

checklist/