Hr and payroll

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Hr and payroll

  1. 1. Gyanam Educom Human Resources Consultant Standard Operating Procedures (SOP) For Construction & Manufacturing Companies Prepared & Compiled By; SATISH KUMAR CEO & Group Director Aashumal International Private Limited Version: 01
  2. 2. Index HUMAN RESOURCES  Process Overview Home  Key Objectives  Organization Chart Process Overview Key Inputs  Process Owners Key Objectives Process Owners  Key Inputs Key Activities  Activities  Flowcharts Flowchart Key Formats  Key Outputs Key Outputs KPM MIS  Responsibility & Authority Matrix  Key Formats R&A  Key Performance Measurements Help  Management Information Systems  Help Guidance 2
  3. 3. Process Overview HUMAN RESOURCES 1. Recruitment 2. New Inductee Management Home 3. HR Documentation Process Process Overview Overview Key Inputs 4. Master Management Key Objectives Key Activities 5. Employee Benefits Process Owners Human Resources Key Formats 6. Training & PMDP Flowchart 7. Employee Relationship Key Outputs KPM MIS 8. Compensation 9. HRIS R&A 10. Statutory Process Help 11. Exit Management 3
  4. 4. Process Overview HUMAN RESOURCES 1. Recruitment 1.1 Manpower Planning 1.2 New Employee Requisition Home 1.3 Sourcing & Screening Process Process Overview Overview Key Inputs 1.4 New Employee Selection Key Objectives 1.5 Review of selection Procedures Process Owners 1.6 Invoice Certification for Recruitment agencies Human Resources Key Formats Key Activities Flowchart 2.1 New Employee joining process Key Outputs KPM 2.2 Induction Process 2.3 Opening of new Bank Account MIS Help 2. New Inductee Management R&A 2.4 Culture Sensitization 4
  5. 5. Process Overview HUMAN RESOURCES 3. HR Documentation 3.1 Employee Confirmation process 3.2 Other HR Documentation Home 4. Master Management Process Process Overview Overview 4.1 Employee Master Key Inputs 5.1 Employee Mobile Phone Scheme Key Objectives 5.2 Employee Laptop Scheme Key Activities Process Owners Human Resources 5.3 Employee Travel Flowchart Key Formats 5.4 Salary Advance Key Outputs 5.5 Employee Relocation /Transfer KPM 5.6 Employee Group Insurance MIS 5. Employee Benefits Help R&A 5.7 Employee family Benefit Scheme 5
  6. 6. Process Overview HUMAN RESOURCES 6. Training & PMDP 6.1 Training Process 6.2 Performance Appraisal Home 7. Employee Relationship Process Process Overview Overview 7.1 Retention Initiatives Key Inputs 7.2 Diversity Management Key Objectives Key Activities 7.3 Grievance Handling Process Owners Human Resources 8. Compensation 8.1 Payroll Flowchart Key Formats 8.2 Reimbursements Key Outputs KPM MIS 9. HRIS 10. Statutory Process R&A 11.1 Employee Clearance Help 11. Exit Management 11.2 Employee Exit Interview 6
  7. 7. Key Objectives HUMAN RESOURCES SOP Objectives • Process Overview Key Objectives Key Objectives • To embed financial and informational controls in the HR process to manage employee benefits administration and other HR related activities. • To provide a monitoring framework in order to manage the performance of the HR function. • Home To specify procedures for the HR in order to increase consistency in the execution of the process. To recruit the right people in the right place at the right time. • Maintain a robust Manpower Planning process. Key Activities • Process Owners To maintain a database of all employees and their key (personal, contact, and qualification) details. • To maintain a database of compensation details of all employees as well as tax-related particulars required for accurate TDS calculation (for Income tax and / or Fringe Benefit Tax). • To specify procedures for the Payroll process in order to increase consistency in the execution of the process.. • To provide a monitoring framework in order to manage the performance of the Payroll function. • Optimal utilization of Human Resources. KPM MIS Flowchart To accurately compute and process payroll. • Key Formats Key Inputs Key Outputs R&A Help 7
  8. 8. HUMAN RESOURCES Organizational Structure - HR CMD Home Director Process Overview Key Inputs Key Objectives Key Activities Activities Head HR Process Owners Process Owners Flowchart Key Formats Manager Recruitment Manager HR Key Outputs Key Output KPM MIS Help HR Team (Recruitment) HR Team (HO) HR Team (Site) Executive (HR) Executive HR R&A 8
  9. 9. Organizational Structure - HR HUMAN RESOURCES Band Structure Band HO Staff B01 Project Staff Managing Director, Directors Home Process Overview Key Inputs B02 Key Objectives Process Owners B03 Process Owners Senior Vice-President, Vice-President, General Manager Dy.General Manager, Asst.General Manager Key Activities Activities Project Head Flowchart Key Formats B04 Sr.Manager, Manager Dy. Project Head, Block-in-charge Key Outputs Key Output KPM B05 MIS B06 Help Sr.Engineer, Engineer, Jr.Engineer Construction Manager, Site Engineer, Senior Executive, Executive Senior Executive, Executive R&A 9 These are broad classifications of the grades in the company.
  10. 10. Process Owners HUMAN RESOURCES Designation Activities Performed CMD/ Director Approves Manpower Budget and Manpower Planning Approves Confirmation letter / Probation extension letter and termination letter/ Relieving letter Approve the final summary of appraisal form Approves Employee award form Approves Employee Group Insurance policy Approves Employee Family Benefit scheme Authorized salary revisions, resignations, etc. Head HR Review and Approval of Budget and Manpower Planning Approves Confirmation letter / Probation extension letter and termination letter/ Relieving letter Invoice certification of Recruitment Agency Approves the interview formats Blocking/Unblocking of Employee Master can only be authorized by Head HR Approves the Training Calendar Review the final summary of appraisal form Review and Approve Employee award form Review Employee Group Insurance policy Review Employee Family Benefit scheme Approve HRIS Grievance Handling Approves the Payroll and compensation Resolves the issue in case of change of employees master. Approves the F&F computations at the time of separation Home Process Overview Key Objectives Process Owners Process Owners Key Formats KPM MIS Help Manager (HR) Conducts Induction for new employees Prepares Confirmation letter / Probation extension letter and termination letter/ Relieving letter Implements additions, modifications and blocking/ unblocking of master records Prepares the final summary sheet of employee appraisement Review mobile phone requisition Review advance requisition form Prepare training calendar Review and approves expense claim forms Review Schemes for employee benefits like Group insurance policy, Employee Family benefit schemes Review the self assessment forms Approves the checklist for statutory compliances Review HRIS Preparing monthly payroll statement Verifies the salary advance tracker with approved requisitions and signs off the tracker at the month end Reviews and approves the calculation for gratuity payable Reviews the F&F computations at the time of separation Monitors the attendance and approves additions/ modifications to the attendance records Approves the reconciliation of the leave Register with leave applications and the employee details in the employee master Key Inputs Key Activities Flowchart Key Outputs R&A 10
  11. 11. Process Owners HUMAN RESOURCES Designation Activities Performed Manager ( Recruitment) Review the manpower estimation sheet Initiate the process for staff recruitment Review the interview formats Review Recruitment Agency invoice along with supporting documents Executive ( Recruitment) Updates Staff Requisition tracker and Source tracker Screens the applications based on job description Carries out candidate‟s background verification check Coordinate Manager (Recruitment ) in other recruitment process Home Process Overview Executive (HR) Key Objectives Process Owners Process Owners Key Formats KPM MIS Executive (HR ) at site Help Arranges the basic joining formalities Performs additions, modifications and blocking/ unblocking of master records Update Employee Asset Tracker On receipt of mobile bill s, prepare a statement for that particular month Collates all training request form and prepare list of attendees Takes attendance on training day( as per training calendar) and updates training tracker with details of program and attendees Maintain a claim Register ( Manual) Maintaing Checklist for statutory compliances Execute schemes for Employee Benefit Execute HRIS Trace the attendance of site places on periodical basis Maintain salary advance tracker based on the approved requisitions Perform the payroll processing for the month Calculates the tax payable for each employee Calculates the gratuity payable Performs F&F computations at the time of separation Maintain attendance records Updates leave register with details of leave application On monthly basis , reconciles the leave register, leave applications and the employee details in the employee master Sources applications and conducts interviews of PSA‟s along with project In charge Undertake induction for new joinees Process the attendance Process the employee advances Process employee Grievance Initiate Statutory compliances process Maintain and update statutory Register Key Inputs Key Activities Flowchart Key Outputs R&A 11
  12. 12. HUMAN RESOURCES 1. Recruitment Key Input: − Approved Staff Requisition form (SRF) − Manpower Budget − Interview Assessment Form − Job Applications − Application form − Background verification form − Personnel file checklist Home Process Overview Key Inputs Key Inputs Key Objectives Process Owners Key Activities Activities Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 12
  13. 13. HUMAN RESOURCES 1. Recruitment Key Activities: The Key Activities in the Agree Marketing Parameters process are as below: Home 1.1 Manpower planning 1.2 New Employee Requisition Process Overview Key Inputs 1.3 Sourcing & Screening 1.4 New Employee Selection Key Objectives 1.5 Selection Process Review Process Owners Key Key Key Activities Activities Activities 1.6 Invoice Certification for Recruitment Agency Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 13
  14. 14. HUMAN RESOURCES 1. Recruitment 1.1 Key Process description – Manpower Planning 1. At the beginning of each year, a manpower budget shall be prepared for both the support functions and the field staff (sites). 2. The activity of preparation of the budget shall be initiated by a personnel at Manager or equivalent level in each department. 3. The following considerations shall be made at the time of drawing up/ finalizing the Manpower Budget: Home Process Overview Manpower requirement in current projects Key Objectives Manpower requirement on expected projects 4. The inputs of the Manager shall be recorded in a Manpower Estimation sheet (MES) which shall be sent to the respective HOD for approval. In case of any queries, HOD shall obtain clarifications from the Manager. 5. Post approval of the HOD, the MES shall be collected from each HOD by Executive (Recruitment) who shall forward the same to the Manpower Planning Committee (MPC) for finalization. The Manpower Planning Committee shall comprise of the following members: Key Formats – – Flowchart Key Outputs Key Output Head (HR) Head of Departments – MIS Key Key Key Activities Activities Activities Manpower gaps in support functions Process Owners KPM Key Inputs Site In-charge R&A Help 14
  15. 15. HUMAN RESOURCES 1. Recruitment 1.1 Key Process description – Manpower Planning 6. On receipt of the inputs of respective department Manager in the Manpower Estimation Sheet (MES), the MPC shall first individually review the MES and in case of any queries, shall obtain clarifications either from the HODs/ Managers. On review of the MPC, details of the MES shall be collated in a Manpower budget format. Process Overview 7. The Manpower budget shall be signed-off by the MPC members subsequent to which the same shall be sent to the CMD/Director for approval. Key Objectives 8. Manpower budget may be revised by the MPC at the mid-year based on any business exigencies such as expected business growth, attrition rate. Approval of the CMD/Director shall be sought on the revised Manpower Budget. Revised Manpower budget shall be assigned with a unique identification number. Home Process Owners 9. The original and the revised Manpower budget along with other documents such as Manpower estimation sheet shall be maintained by the HR Team. Key Inputs Key Key Key Activities Activities Activities Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 15
  16. 16. HUMAN RESOURCES 1. Recruitment Guiding Principles • Recruitment should be against a vacancy in the approved organization structure or approved Manpower plan. Home • Outside recruitment shall be resorted to, in a situation where recruitment for a vacancy cannot be met by employees within the company. Process Overview • The recruitment and selection shall be carried out on at least two-tier basis (Preliminary and Final) by Key Inputs duly constituted panels. Key Objectives 1.2 Key Process description – Recruitment – New Employee Requisition 1. A new person may be recruited in either of the following 2 mechanisms: – 2. Key Formats Pull Mechanism – A vacancy exists in the system on account of an employee separation – Process Owners Push Mechanism – A position exists per the manpower budget – A vacancy arises when an existing employee separates from the company A newly created position (as per the manpower budget) needs to be filled Help Key Outputs Key Output Vacancy 1. MIS Flowchart A Staff Requisition form shall be created when: – KPM Key Key Key Activities Activities Activities For all vacant positions in the organization, irrespective of the level of the employees, a standard Staff Requisition Form shall be prepared by the User department. 2. The Staff requisition form shall specify the job description (mentioned below) for the specific vacancy: – Job Title – Overall job purpose – Key tasks and duties – Key skills required for the job – Preferred qualifications, experience R&A 16
  17. 17. HUMAN RESOURCES 1. Recruitment 1.2 Key Process description – Recruitment – New Employee Requisition 3. The Staff Requisition form shall be approved by the HOD and submitted to the Head (HR). Subsequently, Head HR shall verify whether the requisition is budgeted as per the Manpower Budget. If the staff requisition is budgeted for, the Head (HR) shall discuss the requirement details with the concerned HOD. 4. If the staff requisition is not budgeted for, the Head HR shall discuss the requirement details with both the concerned HOD and CMD/Director. CMD/Director shall approve the unbudgeted staff requisition by way of sign-off on the hard copy of the staff requisition form. Home Process Overview 5. Key Inputs The Head HR, CMD/Director and the HOD shall first examine the following options: Key Objectives – – Increasing an employee‟s responsibilities – Process Owners Reorganizing work distribution among the current workforce Review whether the vacancy provides a suitable redeployment for an existing employee either by way of transfer from surplus staff or by way of up-gradation/ promotion. In all such cases of promotion/ transfers, the due process as applicable to open recruitment, such as interview, shall need to be gone through. Key Formats – Flowchart The Head HR in concurrence with the CMD/Director shall identify whether the vacancy can be posted on the Internal Job Postings site to give a chance to the existing work force in the KPM Key Key Key Activities Activities Activities Key Outputs Key Output organization to apply for the particular vacancy. In all such cases, the due process as applicable to open recruitment, such as interview, shall need to be gone through. 6. In case, the position cannot be filled up internally, the requisition shall be sent to the Manager MIS R&A Recruitment to initiate the process of sourcing applications from candidates. Manager Recruitment shall allocate the responsibility of recruitments to the Executive Recruitment. Help 17
  18. 18. HUMAN RESOURCES 1. Recruitment 1.2 Key Process description – Recruitment – New Employee Requisition 7. The Executive Recruitment shall maintain the following trackers which shall be updated on receipt of approved requisitions: Home – – Process Overview 8. Staff Requisition Tracker Source Tracker The staff requisition tracker which shall record the following: – Department – Date of requisition – Staff Requisition number – Job Title – Required by date – Process Owners Requisitioner – Key Objectives Key Inputs Budgeted/ Non-budgeted Key Key Key Activities Activities Activities Flowchart Key Formats 9. The staff requisition tracker shall facilitate the following: – MIS – Department wise Unbudgeted appointments – KPM Identify lead time to close an open position Evaluation of the selection process Key Outputs Key Output R&A Help 18
  19. 19. HUMAN RESOURCES 1. Recruitment 10. The Source Tracker shall record the following details: – – Source – 11. Job title – Process Overview Date of requisition – Home Staff Requisition no. No. of applicants from the particular source The Source Tracker shall facilitate the following: – Identification of number of selection vis-à-vis no. of applicants from a specific source – Key Objectives Key Inputs Cost-Benefit analysis of different sources Key Key Key Activities Activities Activities Process Owners Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 19
  20. 20. HUMAN RESOURCES 1. Recruitment 1.3 Key Process Description – Sourcing and Screening 1. Home On basis of an approved requisition, the HR team shall proceed to fill up the vacant position from other sources such as: – – Paper advertisements, – Internal referrals and – Key Formats Recruitment agencies, – Process Owners Job portals, – Key Objectives Database of CVs, – Process Overview Reviewing applications Campus placements. 2. Job Applications shall be obtained from the candidates identified from different sources. Executive HR shall screen the applications on the basis of job description provided by the requisitioner in the Staff Requisition form. HR round shall be conducted (telephonic interview) to shortlist the candidates. Flowchart As per the identification of skill required shortlisting of options done by Manager (HR) and finally selected by Head HR. 4. Key Key Key Activities Activities Activities For the process of selection of Recruitment Agencies, Executive HR maintains separate register which contains details of different agencies like specialization area, Rate of commission , coverage areas etc. 3. Key Inputs Key Outputs Key Output KPM MIS 5. Help R&A The Executive Recruitment shall notify the short listed candidates about the interview via e-mail and/ or telephone with details of interview process and date & time of the interview. In cases where services of recruitment agencies are hired, then the agencies shall be asked to co-ordinate for the same. 20
  21. 21. HUMAN RESOURCES 1. Recruitment 5. Rejected applications shall be filed in a common file for Rejections by (Executive Recruitment) However, CVs that can be considered at a later date/ for another role shall be marked as “for future Home reference purpose” and filed accordingly. 6. Process Overview 7. Key Objectives All applications that were screened but not found to be suitable shall be marked as “rejected”. Details of the applications shall be updated in the Source tracker by Executive (Recruitment) against the specific requisition. The Executive (Recruitment) shall intimate the interview panel about the details of the interview such as date & time and provide them with the following documents: – Process Owners Key Inputs Interview assessment sheet – Key Key Key Activities Activities Activities Candidate Application/ CV Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 21
  22. 22. HUMAN RESOURCES 1. Recruitment 1.4 Key Process Description – New Employee Selection 1. On the date of the interview, the short listed candidate shall be required to fill up an Application Form, in case details of the employee are not mentioned in his CV. The application form shall be provided by the Executive (Recruitment). 2. The Application form shall be a standard form and shall capture following basic information: Home Process Overview – – Detailed educational qualifications – Key Objectives Key Inputs Name of the candidate and contact details Past Experience 3. Process Owners The filled up Application Form and CV shall be provided to the Interview Panel prior to the interview. 4. The candidates shall be interviewed by the interview panel as formed for the particular grade. The selection methods and the interview panel at different grades are presented in the following table: Key Key Key Activities Activities Activities Flowchart Key Formats Band Preliminary Round Final Round Group discussions/ written tests/ preliminary interview Interview Final Interview B01 X Head HR, HOD CMD B02 X Head HR, HOD CMD B03 X Head HR, HOD CMD B04 HR Team Head HR, HOD HR Round B05 HR Team Manager HR, Manager (Dept) HR Round B06 HR Team Manager HR, Manager (Dept) HR Round KPM MIS Help Key Outputs Key Output R&A 22
  23. 23. HUMAN RESOURCES 1. Recruitment 5. For Band 04 and 05, the “HR team” team shall prepare and compile the written tests formats and obtain the concurrence of the Manager Recruitment. The written test shall help assess technical, analytical and communication skills of the candidate. 6. After the assessment, the Interview Panel members should review candidates‟ performances during the selection process and reach their decision based on the evidence gathered and record the same in the Interview Assessment Form. 7. On completion of above mentioned formalities, a background verification check shall be performed by the Executive (Recruitment), the results which shall be recorded in a Background verification Form. Subject to satisfactory background check report, an Offer Letter duly authorized as per DOA shall be posted/ e-mailed to the selected candidate by the Executive (Recruitment). Home Process Overview Key Objectives 8. Process Owners Key Key Key Activities Activities Activities If the candidate does not accept the offer within the date specified in the offer letter or rejects the offer, the Interview Panel and the creator of the Staff Requisition Form shall be notified along with the reason for rejection. The Interview panel may decide on: – Making a renewed offer to the same candidate, or – Flowchart Select any of the other candidates who attended the interview panel, or – Key Formats Key Inputs Intimating HR team to source fresh applications. Key Outputs Key Output KPM MIS R&A Help 23
  24. 24. HUMAN RESOURCES 1. Recruitment 9. The details of the selected candidate shall be updated in the Staff Requisition Tracker and Source Tracker, with Name of selected candidate Date of final selection – Process Overview – – Home Tentative date of joining – Source Key Inputs Key Objectives Key Key Key Activities Activities Activities Process Owners Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 24
  25. 25. HUMAN RESOURCES 1. Recruitment Recruitment at Site 1. For employees joining at site, the recruitment process shall be carried out as per the Site Recruitment policy. The procedure to be followed shall be the same for recruitment done by the HO HR Team. 2. The first round of interview shall be conducted by the Executive (Recruitment) at site and reporting officers and a personnel at Manager or equivalent level from the specific department. The final approval of the Project Head, based out of site, shall be obtained. The employee selection documentation shall remain the same as mentioned earlier. Home Process Overview Key Inputs Key Objectives Key Key Key Activities Activities Activities Process Owners Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 25
  26. 26. HUMAN RESOURCES 1. Recruitment 1.5 Key Process Description – Review of selection procedures 1. On a yearly basis, the HR department shall review the effectiveness of the Selection procedures and policies to assess effectiveness of the methodology being used. 2. The same shall be performed by the HR Team and the Head (HR) on the basis of the following parameters: Home Process Overview Key Inputs – – Key Objectives Target vs. Actual Staff cost as a percentage of total cost Attrition Rate – – Key Formats Performance of employees in the review period – Process Owners Budgeted vs. Non-budgeted recruits department wise during the year Acceptance Rates: number of applicants that accepted the position divided by the number of applicants that were offered the position Key Key Key Activities Activities Activities 3. The acceptable levels to be defined by Management to monitor the aforementioned parameters. 4. Flowchart On a periodic basis, an MIS shall be submitted to the Management reporting the aforementioned Key Outputs Key Output KPM parameters. MIS R&A Help 26
  27. 27. HUMAN RESOURCES 1. Recruitment 1.6 Key Process Description – Invoice Certification for Recruitment Agency 1. Home The Manager Recruitment on receipt of the invoice from the Placement agency for the employees referred and selected from the agency, shall forward the invoice to the Head (HR) along with the following supporting documents for approval: – Process Overview Appointment letter, Key Inputs – – Key Objectives Employee information form, Employee joining report, – – Process Owners 2. Key Formats Agreement with agency and Key Key Key Activities Activities Activities Source tracker Head (HR) shall review the invoices against the Source Tracker to identify that all invoices pertaining to the Placement Agency have been received and that there are no duplicate invoices for the same candidate. On review with Source Tracker, the Head (HR) shall mark the relevant candidate record in the tracker as invoice received. Flowchart Key Outputs Key Output KPM MIS 3. The Head (HR) shall authorize the invoice (by way of a sign-off on the invoice) on review of the aforementioned documents. 4. Approved invoice along with the aforementioned supporting documents shall be sent to the Accounts team for Accounting purpose. R&A Help 27
  28. 28. Process: Recruitment – Manpower Planning INPUTS Manpower Estimation Sheet Provide inputs on manpower requirements in a Manpower Estimation sheet OUTPUT PROCESS HOD Review and approve Manpower Estimation sheet Approved Manpower Estimation Sheet Manager Recruitment Manager (respective department) Notes Collect MES from each HOD and forward the same to MPC for finalization 1 Manpower Budget to be made on basis of: - Manpower requirement in current projects - Manpower requirement on expected projects - Manpower gaps in support functions Manpower Planning Committee (MPC) 1 Prepare and sign off Manpower budget based on manpower estimations Signed-off Manpower Budget Manpower budget may be 2 revised by the MPC at the midyear based on any business exigencies such as expected business growth, attrition rate. Approved Manpower Budget CMD/Director Review and Approve Manpower budget 28 2 HR Team
  29. 29. Process: Recruitment – New Employee Requisition - Vacancy OUTPUT PROCESS INPUTS 1 Staff Requisition Form HOD Approved Staff Requisition Form (For budgeted manpower) HOD shall approve the staff requisition form User department shall raise a Staff Requisition form Head (HR) User department Yes Notes 1 The Staff requisition form shall Requisition budgeted as per Manpower Budget? Discuss the requirement details with the concerned HOD to understand requirement No Discuss the requirement details with the concerned HOD and CMD/Director. Obtain approval from CMD/Director clearly specify the job description. A 29 Approved Staff Requisition Form (For non budgeted manpower)
  30. 30. Process: Recruitment – New Employee Requisition - Vacancy 1 Notes Outside recruitment will be resorted to, in a situation where recruitment for a vacancy cannot be met by employees within the company. A 1 Yes 2 The Head (HR), Director and the HOD to examine the following options: - Reorganizing work distribution among the current workforce - Increasing an employee‟s responsibilities - Redeployment for an existing employee - Identify whether the vacancy can be posted on the Internal Job Postings site OUTPUT PROCESS INPUTS Can the position be filled internally? No 3 2 Staff Requisition form to be sent to Manager (Recruitment) Regular Recruitment process to be followed Manager (Recruitment) Allocate the responsibility to the Executive (Recruitment) 3 Executive (Recruitment) to maintain 2 trackers (Staff Requisition Tracker & Source tracker) that shall serve following purpose: - Identify lead time to close an open position - Department wise Unbudgeted appointments - Eval. of the selection process - Identification of no. of selection vis-à-vis no. of applicants from a specific source - Cost-Benefit analysis of diff. sources Executive (Recruitment) Update Staff Requisition Tracker Update Source Tracker 30 Updated Staff Requisition Tracker Updated Source Tracker
  31. 31. Process: Recruitment – Sourcing & Screening OUTPUT PROCESS INPUTS Approved Staff Requisition Form HR Team New Employee Requisition Identify suitable candidates from different sources Obtain Job applications from the candidates Notes Executive (Recruitment) 1 Application screening to be done on basis of job description provided by the requisitioner in the Staff Requisition form. 1 Screen the applications based on job description 31 B
  32. 32. Process: Recruitment – Sourcing & Screening OUTPUT PROCESS INPUTS B Conduct HR round (telephonic interview) to shortlist the candidates 1 2 Rejected Applications shall be filed in a common file for Rejections and CV‟s that can be considered at a later date shall be shall be marked as “for future reference purpose” and filed accordingly Notify short listed candidates about the interview Short listed Candidates Intimate Interview panel about the details of the short listed candidates and the interview Notes Update Source Tracker 1 In case agency recruitment are hired, then agencies shall coordinate with the candidates. 2 A file to be maintained for rejected CVS and CVs that can considered in future. 32 Updated Source Tracker
  33. 33. Process: Recruitment – New Employee Selection OUTPUT PROCESS INPUTS Application Form Candidates to complete an Application Form Short listed candidate Completed Application form to be provided to Interview Panel Completed Application Form Blank Interview Assessment Form 1 Interview panel Signed-off Interview Assessment Form Notes The recruitment and selection 1 shall be carried out on at least two-tier basis (Preliminary and Final) by duly constituted panels. The candidates shall be interviewed by the interview panel as formed for the particular grade. For Band 04 and 05, the “HR team” team shall prepare and compile the written tests formats and obtain the concurrence of the Manager recruitment. The written test shall help assess technical, analytical and communication skills of the candidate. Take decision and document remarks in Interview Assessment Form Interview the short listed candidate Carry out candidate‟s background verification check Executive (Recruitment) C 33 Selected Candidate Background Verification Form
  34. 34. Process: Recruitment – New Employee Selection OUTPUT PROCESS INPUTS C 1 Issue an Offer Letter authorized by authorized personnel as per DOA matrix to the selected candidate Offer Letter to selected candidate Notes 1 Subject to satisfactory background check report, an Offer Letter duly authorized by authority as per DOA shall be posted/ e-mailed to the selected candidate by the Executive (HR Team). 2 Joining formalities include: - Organize for new joinee seating place - Organize for technical support (Desktop, network connection) (if need be) – If as per the company policy, the new joinee is eligible to get a laptop, the Executive (HR) shall coordinate with the IT department personnel to arrange for a laptop for the new joinee. - Organize for Joining Kit containing the employee handbook/ manual, office stationary, business cards, etc. Candidate Accepts the offer? Yes Executive (Recruitment) No 2 Notify Interview panel and creator of Staff Requisition Form Arrange for basic joining formalities Interview panel Updated Staff Requisition Tracker and Source Tracker Issue renewed offer letter to the same candidate or select any other candidate or Intimating HR team to source fresh applications 34
  35. 35. Process: Recruitment – Invoice Certification for Recruitment Agency PROCESS INPUTS Invoice from Placement Agency • Appointment letter • Employee information form, • Employee joining report, • Agreement with agency and • Source tracker OUTPUT Executive (Recruitment) 1 Forward the agency invoice along with supporting documents to Manager (Recruitment) Head (HR) 2 Approve the invoice based on supporting documents Approved invoice sent to Accounts department along with supporting documents Notes Supporting documents include 1 EIF filled by the employee and 2 details mentioned in the source tracker. On review with Source Tracker, the Head (HR) shall mark the relevant candidate record in the tracker as invoice received. Accounts Team Account for the invoice 35 Approved Invoice
  36. 36. HUMAN RESOURCES 1. Recruitment Key Output: − Updated Staff Requisition Tracker − Updated Source Tracker − New Personnel file − Approved invoices for recruitment agencies Home Process Overview Key Inputs Key Objectives Activities Key Activities Process Owners Flowchart Key Formats Key Key Key Outputs Key Output Output Outputs KPM MIS R&A Help 36
  37. 37. HUMAN RESOURCES 1. Recruitment Responsibility & Authority Matrix : Responsibility Authority A/R Home S.No. Activity(A)/ Report (R) MPC CMD/Dire ctor Process Overview User Depa rtme nt Head HR HOD Executive (Recruitm ent) Interview Panel Key Inputs 1 Manpower Planning A E V 2 Manpower Budget A E V 3 Raises Staff Requisition A 4 Sourcing of applications A 5 New employee Selection A 6 Invoice Certification A 7 Source Tracker R E 8 Staff Requisition Tracker R E Key Objectives Process Owners Key Formats Executive at site V E Key Activities V E E E Flowchart E Key Outputs KPM MIS RR &A & A Help 37
  38. 38. HUMAN RESOURCES 2. New Inductee Management Key Input: − Blank Employee information form − Blank Employee Joining report − Employee Joining checklist − New Bank Account Form Home Process Overview Key Inputs Key Inputs Key Objectives Key Activities Activities Process Owners Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 38
  39. 39. HUMAN RESOURCES 2. 2 New Inductee Management Key Activities: The Key Activities in the Agree Marketing Parameters process are as below: Home 2.1 Employee Joining Process 2.2 Employee Induction Process Process Overview Key Inputs 2.3 New Bank Account Opening Process 2.4 Culture Sensitization Program Key Objectives Key Key Key Activities Activities Activities Process Owners Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 39
  40. 40. HUMAN RESOURCES 2.1 New Inductee Management – Employee Joining Process- Corporate 2.1 Key Process Description – Employee Joining Process 1. Post selection of the candidate, the HR (Recruitment) team handover the related information of candidates to HR (core) team for further joining process. The Executive (HR) shall start making following arrangements for new joinee: • Organize for new joinee seating place • Home Organize for technical support (Desktop, network connection) (if need be) – If as per the company policy, the new joinee is eligible to get a laptop, the Executive (HR) shall coordinate with the IT department personnel to arrange for a laptop for the new joinee. Process Overview • Key Objectives 2. Process Owners Organize for Joining Kit containing the employee handbook/ manual, office stationary, business cards, etc. On the date of joining, the new joinee/ employee shall report to the HR department. The HR team shall provide the new joinee with an Employee Information Form (EIF) and an Employee Joining Report (EJR). 3. Key Inputs Key Key Activities Activities If the joinee was referred to by any recruitment agency/ internal referral, then the joinee shall be asked to quote the same on the EIF. In the meanwhile, HR Team shall verify all credentials/documents as sought in the Appointment Letter. HR Team shall use joining checklist to ensure coverage of all documents / activities to be done by the Flowchart joinee. Key Formats i) Each new joining employee shall also sign the “Code of Conduct” and “Rules and Regulations” of the company and fill up the PF , ESI form (if applicable) and Tax Declaration forms. ii) On verification of credentials, the HR team shall obtain the filled Employee information form, KPM MIS Key Outputs Key Output Employee Joining Report and signed Appointment Letter from the new joinee. The Authorized personnel as per company‟s DOA shall counter sign the EJR and the Appointment Letter.` iii) Appointment Letter shall be prepared in Triplicate. Sign-off of the employee and the authorized personnel shall be obtained on all the copies. A copy of the Appointment letter shall be given to New Joinee, one shall be sent to Accounts Team and third copy shall be filed in employee file. R&A iv) The EJR shall be forwarded to the employee‟s department which shall be signed- off by the HOD of the joinee. On signing-off the EJR, the same shall be sent back to the HRD. Help v) The HR team shall forward the completed and approved forms (Employee joining Report, Employee information form, Appointment letter) to the Executive (HR) for updation of the employee master. 40
  41. 41. 2.1 New Inductee Management – Employee Joining Process- Corporate HUMAN RESOURCES vi) Executive (HR) shall use the authorized EJR and appointment letter as the trigger to create the Employee Master record (refer: sec Employee Master of this document). On creation of a new record in the Employee Master, a new/ unique Employee Code shall be generated. Home vii) The Executive (HR) shall file all employee particulars in the Employee Personal File. The Personal file cover shall be marked with the employee name and Code. viii) A Personnel File Checklist shall be pasted on the inner side of the cover of the Personal file and Process Overview ticked for documents filed. This shall provide a ready reference for the documents already filed and Key Inputs documents pending for filing. ix) The Executive (Payroll) shall create a new record in the payroll master/ tax master on the basis of Key Objectives approved appointment letter, EJR and tax declaration submitted by the employee. (refer: Payroll SOP for further details). Key Key Activities Activities x) For employees joining at site, the joining formalities shall be carried out at the site. The employee Process Owners files shall be maintained at a central repository place in HO by Executive (HR). Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 41
  42. 42. 2.1 New Inductee Management – Employee Joining Process- Site HUMAN RESOURCES 2.1 Key Process Description – Employee Joining Process-site 1. On the date of joining, the employee shall report at the local HR at the site. The joining formalities shall be carried out at the site for each level. The Executive (HR) at site shall provide the new joinee with an Employee Home Information Form (EIF) and an Employee Joining Report (EJR). 2. If the joinee was referred to by any recruitment agency/ internal referral, then the joinee shall be asked to quote the same on the EIF. In the meanwhile, Executive (HR) at site shall verify all credentials/documents as sought in Process Overview Key Inputs the Appointment Letter. Executive (HR) at site shall use joining checklist to ensure coverage of all documents / activities to be done by the joinee. Key Objectives 3. Each new joining employee shall also sign the “Code of Conduct” and “Rules and Regulations” of the company and fill up the PF, ESI form (if applicable) and Tax Declaration Form. 4. Process Owners On verification of credentials, the Executive (HR) at site shall obtain the filled Employee Information form, Employee Joining Report and signed Appointment Letter from the new joinee. Executive (HR) at site shall obtain sign-off of the Project Head on the Employee Joining report. Key Formats Key Key Activities Activities 5. Flowchart The employee documents shall then be sent to the HO. The Appointment letter shall be signed-off at HO by the Authorized personnel as per company‟s DOA. The employee files shall be maintained at a central repository place in HO by Executive (HR) at HO. For details on addition of employee to the employee refer to Master Management section of this SOP. Key Outputs Key Output KPM MIS R&A Help 42
  43. 43. 2.2 New Inductee Management – Employee Induction Process HUMAN RESOURCES 2.2 Key Process Description – Employee Induction Process – All employees who join the company at all levels shall undergo an induction program. The objective of the induction program is to familiarize the new joinee with the values and norms of the company, company‟s history, rules & regulations, facilities and practices. Home – On the date of joining, the new joinee shall be informed of their roles and responsibilities by the Manager (HR). At site, the induction shall be undertaken by Executive (HR) at site Process Overview – The On-Boarding employee shall be provided with an employee hand-book which shall give details of HR policies Key Inputs and practices. Key Objectives – Executive (HR) shall coordinate with the bank personnel and initiate the process of opening the bank account of the new joinee. Further, he shall also organize in obtaining PAN number (in case the same does not exist) and for getting a corporate phone connection for the new joinee. Key Formats – Executive (HR) shall further coordinate and organize for new joinee‟s Employee ID and Medical ID. – Process Owners After induction or with in 4 days of joining welcome mail forwarded. – Key Key Activities Activities Welcome mail shall be drafted by Executive (HR) which is reviewed by Manager(HR) and finally approved by Flowchart Head (HR). – After approval from Head HR drafted welcome mail forwarded by Executive (HR) Key Outputs Key Output KPM MIS R&A Help 43
  44. 44. 2.3 New Inductee Management – Bank account Opening Process HUMAN RESOURCES 2.3.1 Key Process Description –New Joinee Bank Account Opening Process Opening of bank accounts for the new joinee -HO Executive HR shall arrange for the opening a bank account for the new joinee. New Joinee shall fill up the New Bank Account Form with the details. The same shall be forwarded to Head HR 3. Head HR shall sign off the Form and the form shall be forwarded to the Bank. 4. Process Overview 1. 2. Home On receipt of the Bank Account details, Executive HR shall document the details in personnel file Key Inputs Opening of bank accounts for the new joinee - Site Key Objectives 1. Executive (Admin - Site) shall arrange for the opening a bank account for the new joinee. 2. New Joinee shall fill up the New Bank Account Form with the details. The same shall be forwarded to Project Head. 3. Project Head shall sign off the Form and the form shall be forwarded to the Bank. 4. On receipt of the Bank Account details, Executive (Admin - Site) shall forward the details to HR, Payroll and Site Accountant. Process Owners Key Formats Key Key Activities Activities Flowchart Key Outputs Key Output KPM MIS R&A Help 44
  45. 45. 2.3 New Inductee Management – Culture Sensitization Program HUMAN RESOURCES 2.4 Key Process Description – Conducting of Culture Sensitization Program 1. After the completion of induction program a Culture sensitization program is being framed by the Execuitve HR. Home 2. Process Overview Framed Program schedule shall be reviewed by Manager HR periodically preferably quarterly. 3. Program shall be conducted as devised by Head HR .Executive (HR) will coordinate Head HR regarding framing and scheduling the program, 4. Key Objectives At the end of program feedback forms to be received from new joinees. 5. In this program employee come to know about work culture of company & be able to improve required Key Inputs skills for the industry. Key Key Activities Activities Process Owners Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 45
  46. 46. Process: Recruitment – Employee Joining Process OUTPUT PROCESS INPUTS Blank Employee Information Form New Joinee Blank Employee Joining Report Completes the EIF, EJR, ESI ,PF form & Tax declaration Signs Draft Appointment Letter Draft Appointment Letter 1 E.S.I. form and P.F. form (if applicable) HR Team IT Declaration Form Notes 2 Verify credentials vis-à-vis Appointment Letter 1 Appointment Letter shall be prepared in Triplicate. Sign-off of the employee and the authorized personnel shall be obtained on all the copies. A copy of the Appointment letter shall be given to New Joinee, one shall be sent to Accounts Team and third copy shall be filed in employee file. Authorized personnel as per DOA Counter signs the EJR and Appointment Letter 2 Credentials include Relieving D letter from previous organization, last pay slip, CV 46 Approved Appointment Letter
  47. 47. Process: Recruitment – Employee Joining Process PROCESS INPUTS Employee Joining Report sent to HOD of employee‟s department for approval D Creation of new record in employee master OUTPUT Approved Employee joining Report Master Management 1 Notes 1 Refer to Master Management Ensure coverage of all the documents / activities to be done by the new joiner with the Joining checklist process for details on process for creation of a new record in employee master. 2 For employees joining at site, the joining formalities shall be carried out at the site. The employee files shall be maintained at a central repository place in HO by Executive (HR). File all employee particulars in Employee personnel File 2 47
  48. 48. Process: Recruitment – Employee Joining Process – Recruitment at Site Approve the employee selected Project Head OUTPUT PROCESS INPUTS Employee Filled EIF and EJR and signed off appointment letter forwarded for sign off Reports at local HR at the site on date of joining to carry out the joining formalities Project Head 2 Interview the candidates Executive (HR) at site Provide EIF and EJR to employee for filling Executive (HR) at site and Reporting Officer / Personnel (Managerial level) Sign off the EJR and the documents are forwarded to HO Authorized personnel as per DOA 1 Site Recruitment Policy Notes Counter signs the EJR and Appointment Letter Verify credentials vis-à-vis Appointment Letter Approved Employee Joining Report If the joinee was referred to by 1 any recruitment agency/ internal referral, then the joinee shall be asked to quote the same on the EIF. Ensures coverage of all the documents / activities to be done by the new joiner with the Joining checklist Approved Appointment Letter The employee files shall be 2 maintained at a central repository place in HO by HR Team. Code of conduct and Rules & Regulations to be signed by the new joiner and fill up the PF and ESI form (if applicable) 48
  49. 49. Process: Recruitment – Employee Induction Process OUTPUT PROCESS INPUTS 2 Manager (HR) Undertake induction process for new joinees Inform new joinees about their roles and responsibilities 1 Employee handbook/ manual Provide the new joinee with an Employee Handbook Notes 1 Employee hand-book shall give details of HR policies and practices. 2 At site, the induction shall be undertaken by Executive (HR) at site 49
  50. 50. Process: Recruitment – Employee Induction Process INPUTS Draft Welcome mail PROCESS OUTPUT Executive (HR) Draft mail reviewed by Manager HR After review by Manager (HR) welcome mail shall be approved by Head HR Approved welcome mail forwarded by Executive (HR) Notes 50 Approved Welcome mail
  51. 51. Opening of bank accounts for the new joinee - HO INPUTS New Bank Account Form PROCESS OUTPUT New Joinee Fills up the New Bank Account Form with the details New Bank Account Form filled Forwards the Filled New Bank Account Form to Head (HR & Admin) Head (HR & Admin) Notes Signs off the Form and forwards it to the Bank Executive (Admin) On receipt of the Bank Account details, forwards the details to HR, Payroll and Accounts department 51 Signed New Bank Account Form
  52. 52. Opening of bank accounts for the new joinee - Site INPUTS New Bank Account Form PROCESS OUTPUT New joiner Fills up the New Bank Account Form with the details New Bank Account Form filled Forwards the Filled New Bank Account Form to Project Head Project Head Notes Signs off the Form and forwards it to the Bank Executive (Admin Site) On receipt of the Bank Account details, forwards the details to HR, Payroll and Site Accountant 52 Signed New Bank Account Form
  53. 53. Culture Sensitization Program PROCESS INPUTS 1 Framed Program schedule OUTPUT Executive HR Conduct the culture sensitization program as devised by the Head HR Receive feedback from the new joinee regarding the program Notes 1 Framed Program schedule shall be reviewed by Manager HR periodically preferably quarterly 53 Successful Program
  54. 54. HUMAN RESOURCES 2. New Inductee Management Key Output: − Completed Employee Joining Report − Completed Employee Information Form − Appointment Letter to the New joinee − Generation of new employee code − Entry in Employee/ Payroll master − New Personnel file − Completion of Bank Formalities Home Process Overview Key Inputs Key Objectives Process Owners Activities Key Activities Flowchart Key Formats Key Key Key Outputs Key Output Output Outputs KPM MIS R&A Help 54
  55. 55. HUMAN RESOURCES 2. New Inductee Management Responsibility & Authority Matrix : Responsibility Authority A/R S.No. Home Activity(A)/ Report (R) Head HR Manager (HR) Executive (HR) Executive at site Process Overview 1 Employee Joining Process A 2 Employee Joining Process at site A 3 Employee Induction process A 4 Employee Induction process at site A 5 Opening of Bank Accounts A Key Objectives Process Owners V Key Inputs E E E Key Activities E V E E Flowchart 6 Key Formats Culture Sensitization program A V E Key Outputs KPM MIS RR &A & A Help 55
  56. 56. HUMAN RESOURCES 3. HR Documentation Key Input: − Employee confirmation form − Other employee related documents Home Process Overview Key Inputs Key Inputs Key Objectives Key Activities Activities Process Owners Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 56
  57. 57. HUMAN RESOURCES 3.1 HR Documentation – Employee Confirmation 3.1 Key Process Description – Employee Confirmation Process 1. All employees below level B02, shall be under probation before confirmation of their service. The Probation period shall be for a minimum of six months from the date of joining of the employee. This may be extended at the discretion of the Management. 2. On the completion of an employee‟s probationary period, HRD and the employee‟s department should endeavor to take a speedy decision on: Home Process Overview – Confirmation of the employee, or – Extension of the employee‟s probationary period, or – Key Inputs Termination of the employee‟s services Key Objectives Key Key Key Activities Activities Activities Process Owners 3. On completion of the employee‟s probationary period, Executive (HR) shall send an Employee Confirmation Form to the employee for completing the Self Appraisal section of the form. Post filling up the required section, the employee shall handover the form to the HOD of the concerned department. 4. The HOD shall review the performance of the employee against defined parameter. On completion of the form, the HR Team shall interact with the employee for employee performance counseling and Key Formats KPM Flowchart Key Outputs Key Output feedback. MIS 5. Head (HR) and the employee‟s HOD shall then discuss and decide on the confirmation of the employee. If no unanimous decision is arrived at, the same shall be escalated to the Director (Corporate affairs) whose decision shall be binding. R&A Help 57
  58. 58. 3.1 HR Documentation – Employee Confirmation HUMAN RESOURCES 6. Based on the final decision taken, the Employee confirmation form shall accordingly be marked and a Confirmation letter / Probation extension letter or Termination letter shall be issued to the employee. Home Process Overview 7. The relevant letter shall be prepared by Manager (HR) and approval of Head (HR) and CMD/Director shall be sought on the same. 8. In case, the services of the employee stand terminated, refer to section “Employee Separation” for details. 9. Key Objectives The relevant letter (either a Confirmation letter/ Probation extension letter or Employee termination letter) shall be filed in the employee file by the Executive (HR). Key Inputs Key Key Key Activities Activities Activities Process Owners Flowchart Key Formats Key Outputs Key Output KPM MIS R&A Help 58
  59. 59. 3.1 HR Documentation – Other Documents HUMAN RESOURCES 3.2 Key Process Description – Maintaining of other Employee related Documents 1. Executive (HR) maintains a file for every personnel containing all details of employee Home 2. This File contain details like • • Family details • Details of dependent • IT declarations • PF declarations • Process Overview Employee joining report Gratuity Declarations Key Inputs Key Objectives Key Key Activities Activities Process Owners Flowchart • details of Mediclaim etc. Key Formats 3. These shall be monitored by Manager HR on certain time interval. Key Outputs Key Output KPM MIS 4. On timely manner these files should be updated by the Executive (HR) R&A Help 59
  60. 60. Process: HR Documentation – Employee Confirmation Process OUTPUT PROCESS INPUTS Employee Employee Confirmation Form Employee to complete the self appraisal section of the form and send it to HOD HOD On completion of an employee‟s probation period, ECF sent to employee Review performance of employee and note comments in form Executive (HR) Filled Employee Confirmation Form HR Team Interact with the employee for employee performance counseling and feedback Head (HR) and employee‟s HOD Notes 1 HRD and the employee‟s HOD to take decision on: - Confirmation of the employee, - Extension of the employee‟s probationary period, - Termination of the employee‟s services 1 Decide on Confirmation of the employee If no unanimous decision is arrived at, the same shall be decided by CMD/Director 60 E
  61. 61. Process: HR Documentation – Employee Confirmation Process PROCESS INPUTS E OUTPUT Manager (HR) Prepare Confirmation Letter/ Probation Extension Letter/ Termination Letter Head (HR) and Director Approve the letter Notes Employee Confirmation Letter Probation Extension Letter Executive (HR) File the letter in the employee file 61 Termination Letter Employee Separation
  62. 62. Process: HR Documentation – Other employee related Documents INPUTS Employee Joining PROCESS OUTPUT Executive HR Report/confirmation IT declarations Maintains separate file for every personnel Family & Dependent Details If any alterations taken place in future PF Declarations updated by Executive HR on timely manner Gratuity Declaration Manager HR will review the file on fixed Updated employee interval basis. personal File Notes All files of employees are maintained centrally at HO 62
  63. 63. 3. HR Documentation HUMAN RESOURCES Key Output: − Decision on employee confirmation − Employee personal file Home Process Overview Key Inputs Key Objectives Activities Key Activities Process Owners Flowchart Key Formats Key Key Key Outputs Key Output Output Outputs KPM MIS R&A Help 63
  64. 64. HUMAN RESOURCES 3. HR Documentation Responsibility & Authority Matrix : Responsibility Authority A/R Home S.No. Activity(A)/ Report (R) Director HOD Head HR Manager (HR) Executive (HR) Process Overview Key Inputs 1 A 2 Key Objectives Employee Confirmation Employee other Documentation R E E V E Key Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS RR &A & A Help 64
  65. 65. HUMAN RESOURCES 4. Master Management Key Input: – Employee Joining Report – Employee Information Form – Appointment Letter – Change Master Record Request Form – Block/ Unblock Master Record Request Form Home Process Overview Key Inputs Key Inputs Key Objectives Key Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS R&A Help 65
  66. 66. HUMAN RESOURCES 4. Master Management Key Activities: 4.1 Employee Master Maintenance Home Process Overview Key Inputs Key Objectives Key Key Key Activities Key Activities Activities Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS R&A Help 66
  67. 67. HUMAN RESOURCES 4. Master Management Guiding Principles • The Master management activities shall be performed by the HR Personnel. However, the duties of Employee Master Management and Payroll Master Management shall be segregated, with different employees managing these Master files and not having access to the Masters for which they are not Home responsible Process Overview • Master records can be created, modified and blocked / un-blocked for transactions. However Master records should not be deleted • Process Owners Key Formats The company shall perform, on a time-to-time basis, an audit check of all Masters to ensure that all changes made to the Master files have been duly authorized • An entry shall be present for each employee in the organization in the employee master • Key Objectives Only Executive (HR) shall have read and write access to Employee Master. Manager (HR) on a case to case basis may authorize only read access to other employees • Employee Master to contain his personal details, details regarding the family members and dependents of each and every employee, the training taken details, details regarding the equipment assigned and assets assigned to him. Key Inputs • • MIS Flowchart Employee Master should contain name of the delegatee of the employee, who be perform the duties of the employee availing leave. The same shall be linked to the Leave records of the particular employee so as to automatically trigger delegation of employee duties in case of absence of employee. KPM Key Key Activities Activities Employee master shall also document details regarding the personal Insurance coverage and medical insurance coverage (applicable on him and his dependents) Key Outputs R&A 4.1.1 Key Process description – Employee Master – Create Employee Master Record Help 1. A new employee record shall be created in the employee master on recruiting a new employee. 67
  68. 68. HUMAN RESOURCES 4. Master Management 4.1.1 Key Process Description – Employee Master – Create Employee Master Record 1. For creation of master record, Executive (HR) shall utilize the Employee Joining Report (EJR) along with Appointment letter signed-off by the new joinee, joinee‟s HOD and by the authorized signatory as per DOA. Executive (HR) shall also utilize the PF & ESI and Employee information form (EIF) and other forms signed-off by the employee. 3. Executive (HR) shall verify that an Employee Master record does not already exist in the system for new joinee. If an Employee Master record already exists then Manager (HR) shall be notified. Manager (HR) and Head (HR) shall then resolve the issue. Key Inputs 4. Executive (HR) shall obtain the required employee information from the Employee‟s Information Form for data entry in the master. Key Key Activities Activities 5. Executive (HR) shall create a new record in the Employee Master and a new Employee Code shall be assigned to the employee. Home Process Overview Key Objectives Process Owners Key Formats # # # # # Flowchart # Key Outputs KPM 6. Each employee shall be allotted a new Employee Code which will be alphanumeric The coding convention is as follows: – Field 1 shall specify the location allotted alphabet – Field 2 and 3 shall specify year of joining of the employee – MIS Fields 4, 5 and 6 form a running series. R&A Help 68
  69. 69. HUMAN RESOURCES 4. Master Management – – Home 7. Process Overview Employee Codes shall be allocated sequentially based on employee joining dates (employees joining earlier shall be allocated a smaller number as Employee Code) All generated Employee Codes shall be unique. At the time of creation of employee record, the Executive (HR) shall ascertain whether the employee is eligible for provident fund (PF) or employee state insurance (ESI). In case the employee is eligible for ESI or PF (and has opted to be covered under PF), the Executive (HR) shall update the same in the master. Process Owners 8. After generation of the Employee Code, Executive (HR) shall manually write down the employee code on the Employee Information Form and the Employee Joining Report. 9. Executive (HR) shall take two copies of the signed EJR. One copy shall be sent to Accounts and the other to the HOD of the new employee‟s department. 10. Key Objectives On creation of a record by Executive (HR), the print of the added record shall be taken which shall be reviewed and approved by Manager (HR). Any additions to the employee Master shall be approved by the Manager (HR) who shall review the additions to the master against the base documents such as EJR, EIF and Appointment Letter. Key Inputs Key Key Activities Activities Flowchart Key Formats Key Outputs KPM 11. MIS In an ERP environment, on creation of a record by Executive (HR), the same shall fall in Manager (HR) approval queue. Employee master record shall get activated on approval of the Manager (HR). Any additions to the employee Master shall be approved by the Manager (HR) who shall review the additions to the master against the base documents such as EJR, EIF and Appointment Letter. R&A Help 69
  70. 70. HUMAN RESOURCES 4. Master Management Guiding Principles • HR-generated fields in the Employee master should not be modifiable by accessing Payroll /Tax Masters. Home • Only the concerned employee, Manager (HR) and the HoD of the concerned employee are allowed to issue requests for changing Employee Master Record. Process Overview • Executive (HR) and Manager (HR) on a case to case basis shall determine if the requisite change Key Inputs form is to be supported by documentary proof. • Key Objectives No changes to an Employee Master record are allowed if the same has been blocked. • Executive (HR) shall coordinate with the requisitioner to ensure that the right record is being changed. However, the responsibility of the accuracy of the Change Master Record Request Form lies with the Key Key Activities Activities requisitioner. Process Owners Flowchart 4.1.2 Key Process description – Employee Master – Change Employee Master Record Key Formats 1. The process of changing Employee Master shall be initiated by the requisitioner ((Concerned employee/ HOD/ Executive (HR)) by filling up a Change Master Record Request Form. Key Outputs KPM MIS 2. The form shall be authorized by the HOD and Manager (HR). The requisitioner shall put in “Employee Master” in the field asking for “Relevant Master”, Employee Code in the field for “Record code” and Employee name in the field for “Record name“.), Proof (if necessary) for required change. 3. Executive (HR) shall receive the filled and authorized Change Master Record Request Form from the Requisitioner. R&A Help 70
  71. 71. HUMAN RESOURCES 4. Master Management 4. On receipt of the approved Change Master Record Request Form, Executive (HR) shall check the following: – Employee Code and Employee name match in the Employee Master. – Home Employee Master record matches with the corresponding entries in the Change Master Record Request Form. Process Overview Key Inputs – Key Objectives 5. Check the accuracy of the requisitioner‟s signature. If there are any mismatches then Executive (HR) shall notify the requisitioner accordingly and return the Change Master Record Request Form. 6. Executive (HR) shall make changes in the relevant record of the Employee Master as designated in the Change Master Record Request Form. 7. Any modifications to the employee master shall be approved by the Manager (HR). On change of a record by Executive (HR), the print of the same shall be taken which shall be reviewed and approved by Manager (HR). 8. In an ERP environment, on change of a record by Executive (HR), the same shall fall in Manager (HR) approval queue. Only on approval of the Manager (HR) the particular change shall get activated. 9. Manager (HR) shall review the modification to the master against the base documents such as authorized Change Master Record Request Form and other documentary proofs (if necessary). Process Owners Key Formats KPM MIS Key Key Activities Activities Flowchart Key Outputs R&A Help 71
  72. 72. HUMAN RESOURCES 4. Master Management 9. Home Process Overview Executive (HR) shall send an email / letter to the requisitioner and / or the concerned employee confirming the change made. A scanned image of the signed Change Master Record Request form shall also be attached in the email. In addition, based on the “need to know principle” Executive (HR) shall mark copies of the email to all other relevant staff depending of the facts of the case. (e.g. Notification for changes to employee name may need to be sent across the organization). 10. The Change Master record request form shall be sent to the Executive (HR) for filing it in the concerned employee‟s personal file. Key Inputs Key Objectives Key Key Activities Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS R&A Help 72
  73. 73. HUMAN RESOURCES 4. Master Management Guiding Principles • No transaction can be processed for an employee (including payroll processing) as long as the Employee Master Record is blocked for that employee Home • Blocking / Unblocking of Employee Master can only be authorized by the Head (HR). Additionally a minimum of 1 signature (HOD) is required for blocking / unblocking of Employee Master records Process Overview Key Inputs 4.1.3 Key Process description – Employee Master – Block/ Unblock Employee Master Record Process Owners 1. An employee‟s record shall be blocked in the Master when an employee separates from the company. 2. Key Objectives The process of blocking a record in the Employee Master shall be initiated by the HOD of the employee whose record needs to be blocked. 3. The HOD shall send a request to the Executive (HR) of blocking the Master in a Block Master Record Request Form on authorizing the same by way of a sign-off. KPM 4. On receipt of Block Master Record Request form, the Executive (HR) shall verify the following: – Employee Code and the Employee name match in the Master. – Master record matches with the corresponding entries in the Block Master Record Request Form. Key Outputs Authorization by the HOD and Head (HR) on the form – MIS Flowchart A final approval of the Head (HR) shall be obtained to go ahead with blocking the record in the Master. 5. Key Formats Key Key Activities Activities R&A Help 73
  74. 74. HUMAN RESOURCES 4. Master Management 6. Home Process Overview If there are any mismatches then Executive (HR) shall notify the requisitioner accordingly and return the Block Master Record Request Form 7. Executive (HR) shall block / unblock the Employee Master record for the employee designated in the Block Master Record Request Form (as mentioned in “Action Step” field of the form). 8. On blocking of a record by Executive (HR), a print of the same shall be taken which shall be reviewed and approved by Manager (HR). 9. Key Formats In case of an ERP environment, on blocking of a record by Executive (HR), the same shall fall in Head (HR) approval queue. Only on approval of the Head (HR) the particular employee record shall be blocked. Key Objectives Process Owners Key Inputs 10. 11. Key Key Activities Activities Any blocking/ unblocking to the employee master shall be approved by the Manager (HR) who shall review the blocking / unblocking to the master against the base documents such as authorized Block/ Unblock Master Record Request Form and other documentary proofs (if necessary). Flowchart Executive (HR) shall send an email / letter to Manager (HR), Head (HR), Accounts Team and the HoD of the concerned employee, confirming the blocking / unblocking made. A scanned image of the signed Block record request form shall also be attached with the email. Key Outputs KPM 12. MIS The Block Master record request form shall be sent to the Executive (HR) for filing it in the concerned employee‟s personal file. 13. On a monthly basis, Head (HR) shall review a system generated report that provides details of records created/ modified and blocked during the month. R&A Help 74
  75. 75. HUMAN RESOURCES 4. Master Management System Interface Control 1. On creation of a record in Employee master by Executive (HR), the same shall be listed in approval queue of Manager (HR). Employee master record shall get activated on approval of the Manager (HR). 2. Any modifications to the employee master shall be approved by the Manager (HR). On change of a record by Executive (HR), the same shall fall in Manager (HR) approval queue. Only on approval of the Manager (HR) the particular change shall get activated. Home Process Overview 3. Blocking / Unblocking of a record in the employee master shall be approved by the Manager (HR). On blocking / unblocking of a record by Executive (HR), the same shall fall in Manager (HR) approval queue. Only on approval of the Manager (HR) the particular change shall get activated. 4. Access to Employee Master and Payroll Master shall be restricted to two independent individuals. 5. Key Objectives Key Inputs No transaction can be processed for an employee (including payroll processing) as long as the Employee Master Record is blocked for that employee. Key Key Activities Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS R&A Help 75
  76. 76. Process: Master Management – Employee Master – Create Employee Master Record Employee Joining Report Appointment Letter Employee Information Form 1 2 Executive (HR) Does Employee Master record already exists in the system? Yes Notify Manager (HR) PF & ESI form 1 Notes Signed-off Employee Joining Report (EJR) and Appointment Letter shall form the trigger for Executive (HR) to create a new employee record. OUTPUT PROCESS INPUTS Manager (HR) and Head (HR) to resolve the issue 2 Access to Employee Master and Payroll Master shall be restricted to two independent individuals. 76 No F
  77. 77. Process: Master Management – Employee Master – Create Employee Master Record PROCESS INPUTS Notes OUTPUT F At the time of creation of 1 employee record, the Executive shall enter whether the employee has opted for PF, eligibility for ESI in the master based on the PF & ESI form Information of employee obtained from the Employee‟s Information Form for data entry On creation of a record by 2 Executive (HR), the print of the added record shall be taken which shall be reviewed and approved by Manager (HR). Any additions to the employee Master shall be approved by the Manager (HR) who shall review the additions to the master against the base documents such as EJR, EIF and Appointment Letter. In an ERP environment, on creation of a record by Executive (HR), the same shall fall in Manager (HR) approval queue. Employee master record shall get activated on approval of the Manager (HR). Any additions to the employee Master shall be approved by the Manager (HR) who shall review the additions to the master against the base documents such as EJR, EIF and Appointment Letter. 1 Generation of new employee record and code in Employee Master New employee record created in Employee Master Mention employee code on the Employee Information Form and the Employee Joining Report Take 2 copies of EJR, one sent to Accounts and other to HoD of concerned dept Manager (HR) 2 Review and approve additions to the Employee Master Approved Employee Master 77
  78. 78. Process: Master Management – Employee Master – Change Employee Master Record Change Master Record Request Form Send a completed Change Master Record Request Form to HOD/ Manager (HR) for authorization Requisitioner (Concerned employee/ HoD/ Executive (HR)) 1 OUTPUT PROCESS INPUTS HoD/ Manager (HR) Authorize the Change Master Record Request Form Notes No changes to an Employee Master record are allowed if the same has been blocked. 2 Verify Change Master Record Request Form vis-à-vis Employee Master record On receipt of the Change Master 2 Record Request Form, Executive (HR) shall check the following: - Employee Code and Employee name match in the Employee Master. - Employee Master record matches with the corresponding entries in the Change Master Record Request Form. - Check the accuracy of the requisitioner‟s signature Executive (HR) 1 Mismatches between CMRF and Employee Master record? No Yes Notify the requisitioner and return the Change Master Record Request Form 78 G Authorized Change Master Record Request Form
  79. 79. Process: Master Management – Employee Master – Change Employee Master Record OUTPUT PROCESS INPUTS G Make changes in relevant record based on CMRF Updated Employee Master Manager (HR) Notes 1 Any modifications to the employee master shall be approved by the Manager (HR). On change of a record by Executive (HR), the print of the same shall be taken which shall be reviewed and approved by Manager (HR). In an ERP environment, on change of a record by Executive (HR), the same shall fall in Manager (HR) approval queue. Only on approval of the Manager (HR) the particular change shall get activated Review and approve modification to the Employee Master 1 Approved Employee Master Executive (HR) Email/ letter sent to requisitioner and / or concerned employee and other relevant staff confirming the change made 79 CMRF sent to the Executive (HR) for filing
  80. 80. Process: Master Management – Employee Master – Block/Unblock Employee Master Record Signed Block Master Record Request Form Request to Block the Employee record OUTPUT PROCESS INPUTS Head (HR) 1 Approved Change Master Record Request Form Approve Block Master Record Request Form HoD of the employee 1 Notes An employee‟s record shall be blocked in the Master when an employee separates from the company Verify Block Master Record Request Form vis a vis Employee Master record Executive (HR) 2 On receipt of Block Master 2 Record Request form, the Executive (HR) shall verify the following: - Authorization by the HOD and Head (HR) on the form - Employee Code and the Employee name match in the Master. - Master record matches with the corresponding entries in the Block Master Record Request Form. Any mismatches between BMRF vis-a-vis Employee Master record? Yes Notify the requisitioner and return the Block Master Record Request Form 80 No H
  81. 81. Process: Master Management – Employee Master – Block/Unblock Employee Master Record OUTPUT PROCESS INPUTS H Notes 1 On blocking of a record by Executive (HR), a print of the same shall be taken which shall be reviewed and approved by Manager (HR). In case of an ERP environment, on blocking of a record by Executive (HR), the same shall fall in Head (HR) approval queue. Only on approval of the Head (HR) the particular employee record shall be blocked. Block Employee master for employee based on BMRF Employee Master blocked for employee based on BMRF Manager (HR) 2 Review and approve blocking 1 of record in the Employee Master Approved & updated Employee Master 2 No transaction can be processed for an employee (including payroll processing) as long as the Employee Master Record is blocked for that employee. Email/ letter sent to Manager (HR), Head (HR), Accounts Team and the HoD of the concerned employee, confirming the blocking made Head (HR) On a monthly basis, review a system generated report that provides details of records created/ modified and blocked during the month BMRF shall be sent to the Executive (HR) for filing 81
  82. 82. HUMAN RESOURCES 4. Master Management Key Output: − Employee Code − New entry in Employee Master − Modification of employee master record − Blocking/ Unblocking of employee master record Home Masters Process Overview Key Inputs Key Objectives Key Activities Process Owners Flowchart Key Formats Key Outputs Key Outputs KPM MIS R&A Help 82
  83. 83. HUMAN RESOURCES 4. Master Management Responsibility & Authority Matrix : Home Process Overview Key Inputs Key Objectives Key Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS RR &A & A Help 83
  84. 84. HUMAN RESOURCES 5. Employee Benefits Key Inputs: − Facility requisition Form − Travel Requisition Form − Employee Nomination Form − Employee Group Insurance policy − Employee Family Benefit Scheme Home Process Overview Key Inputs Key Inputs Key Objectives Key Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS R&A Help 84
  85. 85. HUMAN RESOURCES 5. Employee Benefits Key Activities: The Key Activities in the Employee Benefits are as below: Home 5.1 Employee Mobile Phone Scheme 5.2 Employee Laptop Scheme Process Overview Key Inputs 5.3 Employee Travel 5.4 Salary Advance Key Objectives 5.5 Employee Relocation/ Transfer Process Owners Key Key Activities Activities 5.6 Employee Group Insurance Policy 5.7 Employee Family Benefit Scheme Flowchart Key Formats Key Outputs KPM MIS R&A Help 85
  86. 86. HUMAN RESOURCES 5. Employee Benefits 5.1 Key Process Description – Employee Mobile Phone Scheme 1. Postpaid corporate connections shall be provided to the eligible employees as per the Company‟s policy. In order to obtain a new connection, an employee shall submit a Facility Requisition Form duly authorized by the HOD to the Executive (HR). 2. The Executive (HR) shall check for eligibility of the employee as per the company policy. Per the authorization of the HOD and the company policy, the Executive (HR) shall initiate the process of acquiring a new connection. Home Process Overview Key Objectives Process Owners 3. At the time of handing over the new connection kit, the acknowledgement of the employee shall be obtained on the Requisition form. 4. Key Inputs The Executive (HR) shall accordingly update the company “Asset Tracker” which shall capture the following information: Key Key Activities Activities Flowchart – Requisition No. and date – Employee Name & Code – Type of asset – Asset Identification No. – Date of issue Key Formats Key Outputs KPM MIS 5. R&A The facility requisition form shall be sent to the Executive (HR) for filing in the employee personal file. Help 86
  87. 87. HUMAN RESOURCES 5. Employee Benefits 6. The mobile phone bills for corporate connections shall be received by Executive (HR). On receipt of the phone bills, the Executive (HR) shall prepare a statement with following details: – Process Owners Key Formats 8. Amount of current bill – 7. Mobile phone reimbursement limit as per the company policy – Key Objectives Phone number – Process Overview Employee name & code and level – Home Amount to be recovered from employee‟s salary The mobile phone statement shall be signed-off by the Executive (HR) as the preparer and shall be forwarded to the Manager (HR) for review along with the mobile phone bills. Manager (HR) shall review the statement against the bills and the company policy. Manager (HR) shall also verify the arithmetic accuracy of the amount to be recovered from the employee‟s salary. Key Inputs Key Key Activities Activities Flowchart The Manager (HR) shall evidence the review by way of a sign-off on the statement. Key Outputs KPM MIS R&A Help 87
  88. 88. HUMAN RESOURCES 5. Employee Benefits 5.2 Key Process Description – Employee Laptop Scheme 1. Laptops shall be provided to selected holders so as to facilitate better execution, essential for promoting company‟s business. 2. Laptops shall be provided as per the company policy to the eligible employees. 3. In order to obtain a Laptop, an employee shall submit a Facility Requisition Form duly authorized by the HOD to the Executive (HR). 4. The Executive (HR) shall cross verify the eligibility of the employee vis-à-vis the company (laptop) policy and an approval of Manager (HR) shall be sought. Home Process Overview Key Objectives 5. Process Owners The Executive (HR) shall forward the approved form to the IT personnel who shall either issue the laptop from the stock (if available) or shall forward the requisition to the procurement department along with specs required for purchase of new laptop. For details on procurement of Laptop refer to “Fixed Asset” SOP. 6. The IT personnel shall forward the acknowledged form to the Executive (HR) who shall update the Asset Tracker with details of the laptop provided. 8. Flowchart The Facility requisition form shall be sent to the Executive (HR) for filing in the employee personal file. KPM MIS Key Key Activities Activities At the time of handing over the laptop to the employee, acknowledgement of the employee shall be obtained on the Requisition form. 7. Key Formats Key Inputs Key Outputs R&A Help 88
  89. 89. HUMAN RESOURCES 5. Employee Benefits 5.3 Key Process Description – Employee Travel 1. Home Travel policy shall be applicable to all employees who may undertake travel in the following circumstances: – – Key Objectives 2. Process Owners Key Formats 3. Travel due to sudden recall from leave – Process Overview Visit to outstation locations Travel undertaken on instructions from the company In order to undertake travel, the employee shall complete the Travel Requisition form. The employee shall mention an estimate of advance amount required per his eligibility in the employee travel policy. In case of immediate/ urgent travel, (where due approval could not be obtained), a TRF shall be prepared by the employee on return from travel. No travel bills shall be processed in absence of unapproved TRF. Key Inputs Key Key Activities Activities Flowchart The completed Travel Requisition Form shall be submitted to the HOD for obtaining approval. Upon obtaining approval, the requisition form shall be sent to the admin personnel to initiate the process of making travel arrangements. Key Outputs KPM 4. On receipt of approved requisition form, the admin personnel shall verify the following: – Advance amount eligibility as per the Travel policy – Other travel arrangements to be made per the employee grade (mode of travel, class, hotel MIS R&A etc) Help 89
  90. 90. HUMAN RESOURCES 5. Employee Benefits 5. Home Process Overview The approved requisition form shall be forwarded to the Accounts personnel for disbursement of advance amount to the employee. 6. At the time of handing over the advance amount to the employee, employee acknowledgement shall be obtained on the form. For details on disbursement of advance amount to the employee refer to Cash & Bank - Payment of employee advance (tour advance) Key Inputs Key Objectives Key Key Activities Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS R&A Help 90
  91. 91. HUMAN RESOURCES 5. Employee Benefits 5.4 Key Process Description – Salary Advance Eligibility Home • Salary advance shall be given to the employees as per the eligibility criteria in the salary advance policy of the company. The advance shall be recovered in equated installments from the employee‟s salary. Process Overview Initiation 1. Key Inputs To obtain salary advance, employee shall fill up and complete a Advance Requisition Form in standard format. The Advance Requisition Form shall be approved at two levels: Key Objectives Initial Level approval Key Key Activities Activities Final Approval Process Owners 2. Upon initial approval of the HOD, the form shall be submitted to the Executive (HR). Manager (HR) shall review the requisition and consider the following before authorizing the disbursement of Flowchart advance: Key Formats – – 3. Outstanding advances (if any) – KPM Duration of service of the employee Leave/ Attendance history Key Outputs Manager (HR) shall review and sign off the Advance Requisition Form and forward the same to Head (HR) who shall approve the advance requisition by way of sign-off on the requisition. 4. A copy of the approved requisition shall be sent to the Payroll and Accounts team. 5. MIS The Advance requisition form shall be sent to the Executive (HR) for filing in the concerned R&A employees personal file. Help 91
  92. 92. HUMAN RESOURCES 5. Employee Benefits 5.5 Key Process Description – Employee Relocation/ Transfer 1. The process of relocation can either be employee initiated or can be initiated by the company based on any business requirement in the other location. Home 2. If an employee is willing to shift to another location, he shall refer to the following sources to identify any vacancy at the other location: Process Overview Internal Job Postings Key Inputs Local HR at the other location Key Objectives 3. The employee shall discuss with the HR if a comparable position exists at the other location and shall initiate the process by filling up an Employee Relocation Form. In the form the employee shall in detail Key Key Activities Activities provide the reasons for relocation. Process Owners 4. In case of a vacancy or a specific business scenario, the company may consider shifting a resource from one location to another location. A suitable employee shall be identified based on the job Flowchart description of the vacant position at the other location. Key Formats 5. The HOD shall first obtain acceptance from the identified employee via e-mail/ letter. Upon obtaining acceptance of the employee, the process of relocation shall be initiated by the employee by filling up the Employee Relocation Form. Key Outputs KPM 6. The completed Relocation form shall be sent to the immediate Reporting Officer to obtain his approval to relieve the employee from the current job. MIS 7. Upon obtaining approval of the immediate Reporting Officer, the approval of the HOD of the R&A concerned department shall be obtained. Help 92
  93. 93. HUMAN RESOURCES 5. Employee Benefits 8. The completed and approved Employee Relocation Form along with Change Master Record Request Form shall be sent to the Executive (HR) who shall update the Employee Master. Home 9. The Employee relocation form and Change Master Record Request form shall then be filed in the concerned employee‟s personal file. 10. Process Overview In all cases of employee relocations, the Executive (HR) shall intimate the Accounts department. Key Inputs Key Objectives Key Key Activities Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS R&A Help 93
  94. 94. HUMAN RESOURCES 5. Employee Benefits 5.6 Key Process Description – Group Insurance Policy 1. Group insurance policy for employees shall be obtained by the company for providing a feeling of security to the employee. 2. Search for suitable group insurance policies in the market for our particular industry. Policies should be segregated as per band of the employees. Home Process Overview Key Inputs 3. Policies shall be framed as per the regulated law and refer to statutory requirements regarding group insurance policy. 4. Polices should be monitored by Manager HR and reviewed by Head HR. 5. Seek approval from CMD for purchasing the group insurance policy for the company. Key Objectives Key Key Activities Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS R&A Help 94
  95. 95. HUMAN RESOURCES 5. Employee Benefits 5.7 Key Process Description- Employee Family Benefit Scheme 1. Certain schemes should be framed for the employees family benefit such as LTC, Family mediclaim insurance etc. 2. Schemes shall be framed as per statutory requirements and monitored by Manager HR. 3. Schemes shall be reviewed by Head HR and finally approved by CMD 4. Home All the schemes should be framed as per the eligibility criteria of each employee. Process Overview Key Inputs Key Objectives Key Key Activities Activities Process Owners Flowchart Key Formats Key Outputs KPM MIS R&A Help 95
  96. 96. Process: Employee Benefits – Employee Mobile Phone Scheme Facility Requisition Form Submit a completed Facility Requisition Form OUTPUT PROCESS INPUTS HOD Authorized Facility Requisition Form Approves the Facility Requisition form Employee Check for eligibility of the employee as per the company policy Executive (HR) 2 Initiate process of acquiring new phone connection Notes 1 For details on reimbursement refer Reimbursement section of this document. Handover the new connection kit to the employee 2 Executive (HR) to verify the eligibility of the employee with the company policy. Obtain acknowledgement of employee on the Requisition Form Update Asset Tracker 3 3 An asset tracker is maintained to identify assets issued to employees. Facility requisition form filed in employee personal file 96 Updated Asset Tracker
  97. 97. Process: Employee Benefits – Employee Mobile Phone Scheme INPUTS Mobile Phone Bills OUTPUT PROCESS Executive Admin On receipt of mobile phone bills, prepare a statement for that particular month 1 Forward the statement along with the bills to Manager Admin Manager Admin Notes 1 The mobile phone statement shall contain the following details: -Employee name & code and level -Phone number -Mobile phone reimbursement limit as per the company policy -Amount of current bill -Amount to be recovered from employee‟s salary Reviews the mobile phone statement against the bill and the relevant policy Evidences the review by way of a sign-off on the statement I 97 Approved mobile phone statement
  98. 98. Process: Employee Benefits – Employee Mobile Phone Scheme OUTPUT PROCESS INPUTS I Executive Admin Forward the bills to the Accounts Team for payment to the Service Provider Forwards the approved statement to Executive (Payroll) for recovery of excess payment Payroll Processing Notes 98
  99. 99. Process: Employee Benefits – Employee Laptop Scheme INPUTS Authorized Facility Requisition Form OUTPUT PROCESS Executive (HR) 2 HOD Check employee eligibility against policy and obtain approval from Manager (HR) Approved Facility Requisition Form IT personnel Submit a completed Facility Requisition Form approved by HOD Employee Notes 1 Initiate process of acquiring new Laptop or, if available, issue from the stock Handover the Laptop to the employee and obtain acknowledgement of employee on the Requisition Form Acknowledged Facility Requisition Form 1 Refer Fixed Assets SOP for procurement of assets Executive (HR) 2 The Facility requisition form shall filed in the employee personal file. Update Asset Tracker 99 Updated Asset Tracker
  100. 100. Process: Employee Benefits – Employee Travel INPUTS OUTPUT PROCESS Approved Travel Requisition Form Admin personnel/ HR HOD Initiate process of making travel arrangements based on the grade of the employee 1 Approved Facility Requisition Form Accounts Personnel Submit a Travel Requisition Form approved by HOD Initiate process of disbursement of advance to the employee based on the approved requisition Employee Notes At the time of handing over the advance amount to the employee, obtain employee acknowledgement on the form 1 For details refer company policy. 100 Cash & Bank - Payment of employee advance (tour advance)
  101. 101. Process: Employee Benefits – Salary Advance INPUTS OUTPUT PROCESS 1 Advance Requisition Form Fill in Advance Requisition Form approved by HOD, Manager (HR) and Head (HR) HOD, Manager (HR), Head (HR) Approve the Advance Requisition Form Forward the approved form to Payroll and Accounts Team Employee Executive (HR) Notes 1 Manager (HR) shall review the requisition and consider the following before authorizing the disbursement of advance: - Duration of service of the employee - Outstanding advances (if any) - Leave/ Attendance history File the approved requisition in the employee personal file 101 Approved Advance Requisition Form
  102. 102. Process: Employee Benefits – Employee Relocation/ Transfer INPUTS PROCESS OUTPUT Approved Employee Relocation Form Employee Relocation Form Immediate Reporting Officer and HOD Change Master Record Request Form Employee Relocation Form to be approved by Immediate Reporting Officer and HOD Executive (HR) Update Employee Master File Employee Relocation Form and Change Master Record Request Form Notes Intimate Accounts department 102 Master Management
  103. 103. Process: Employee Benefits – Group Insurance Policy PROCESS INPUTS Group Insurance Policy 1 OUTPUT Executive HR Refer to statutory requirements regarding group insurance policy Search for suitable group insurance policies in the market for our particular industry Forward the policy to Head HR for review Notes 1 Group insurance policy for employees shall be obtained by the company for providing a feeling of security to the employee Policies should be obtained and segregated as per Band & elegibility of the employees Seek approval from CMD for purchasing the group insurance policy for the company 103 Approved Group Insurance Policy
  104. 104. Process: Employee Benefits – Employee Family Benefit Scheme INPUTS PROCESS OUTPUT Employee Family Benefit policy Executive HR Refer to statutory requirements regarding employee family benefits Frame the family benefits as per statutory requirements Head HR to review the family benefits scheme and suggest CMD regarding the adoption of the policy Notes CMD shall review and approve the policy Every Scheme should be framed and segregated as per Band & elegibility of the employees 104 Approved Family Benefit Scheme
  105. 105. HUMAN RESOURCES 5. Employee Benefits Key Output: − Approved Facility Requisition Form − Asset Tracker − Approved Travel Requisition Form − Approved Leave Application − Salary Advance Tracker − Approved Advance requisition form − Approved employee relocation form − Approved Employee Family Benefit scheme − Approved Employee Group Insurance Policy Home Process Overview Key Inputs Key Objectives Process Owners Key Formats Key Activities Flowchart Key Key Key Outputs Key Output Output Outputs KPM MIS R&A Help 105
  106. 106. HUMAN RESOURCES 5. Employee Benefit Responsibility & Authority Matrix : Home Responsibility Authority A/R S.No. Activity(A)/ Report (R) Director HOD Head HR Manager (HR) Executive (HR) User Process Overview Key Inputs 1 Key Objectives Facility Requisition Form A 2 Updating Asset Tracker V E R V E Key Activities 3 Key Formats A V 4 Employee Relocation Form A V 5 Process Owners Advance Requisition Form V V Employee Group Insurance A V E 6 Employee Family Benefit Scheme A V E E E Flowchart Key Outputs KPM MIS RR &A & A Help 106
  107. 107. HUMAN RESOURCES 6. Training & PMDP Key Inputs: 6.1 Employee Training Home 6.2 Self Performance Appraisal form 6.3 Awards & Rewards Process Overview Key Inputs Key Inputs Key Objectives Key Activities Process Owners Flowchart Key Formats Key Outputs` Key Outputs KPM MIS R&A Help 107

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