Dear Friends, Can you help me with the activities to do to setup HR function in a company ? Update me on any liks or any presentations ?
From India, Madras
1From India, Madras
Hi Karthik
Seems you have to build up all HR Department functions during the initial stage itself.Please follow the following steps
a.Vision and formulate all HR policies and procedures .It ia the most important step which needs attention.At the end prepare HR manual for management/employee referral.
b.Concentrate on the following areas
Recruitment and selection
Confirmation
Performance Appraisal
Training and Development
Employee Recreation
Attending employee grievance
Promotion
Transfer
Resignation/Retirement
and also
Attendance Monitoring
Leave Management
Salary preparation
PF/ESI
Professional Tax
For all these procedures,you prepare a clear SOP , format prepartion and implement it.
Regards
tushara
From India, Coimbatore
Seems you have to build up all HR Department functions during the initial stage itself.Please follow the following steps
a.Vision and formulate all HR policies and procedures .It ia the most important step which needs attention.At the end prepare HR manual for management/employee referral.
b.Concentrate on the following areas
Recruitment and selection
Confirmation
Performance Appraisal
Training and Development
Employee Recreation
Attending employee grievance
Promotion
Transfer
Resignation/Retirement
and also
Attendance Monitoring
Leave Management
Salary preparation
PF/ESI
Professional Tax
For all these procedures,you prepare a clear SOP , format prepartion and implement it.
Regards
tushara
From India, Coimbatore
Hi Karthik:
Please check this link, hope it would help you set the processes...
https://www.citehr.com/128700-hr-tasks-list.html
Also you can then develop various forms. CiteHR has varied forms, you can choose as per your requirement.
From India, Mumbai
Please check this link, hope it would help you set the processes...
https://www.citehr.com/128700-hr-tasks-list.html
Also you can then develop various forms. CiteHR has varied forms, you can choose as per your requirement.
From India, Mumbai
1. Pre-Recruitment Process
a. Receipt of requirement of manpower from various department heads.
b. Scutinise them and take approval from concerned authorities if the post is new.
c. Prepare a recruitment budget and CTC for the employee and take approval.
d. Select the appropriate Recruitment process.
2. Recruitment Process
a. Prepare Advertisements etc for the recruitment.
b. Scrutinise and shortlist the applications received.
c. Send interview call letters/mails as required.
d. Conduct Interviews through panels.
e. Preparation of offer letters as required.
3. Joining Formalities:
a. Administrating Joining formalities.
b. Pre Employment Reference checks.
c. Preparation of Appointment Advice and intimating the same to other departments.
d. Preparing and entering new hire paperwork.
e. Co ordinating to get Employee ID Cards.
f. Handing over the New hire to the concerned HOD/Manager.
g. Preparation of Job Profiles co ordination with HOD/Managers for new posts.
4. Employee Personal File Maintenance:
a. Opening new file and Closing the Resigned employee’s File.
b. Make sure all Employee files are maintained safely with care.
c. Make sure all personal records are available in the files.
d. Periodic Personal File Auditing.
5. Employee Data Base:
a. Keeping Track of Knowledge Management Software.
b. Maintenance of HRIS.
6. Confirmation Formalities:
a. Intimating the concerned HOD/Manager about the due dates for confirmation.
b. Conducting Confirmation Appraisals.
c. Co ordinating for Skill Gap Analysis.
d. Co ordinating to set Quality Objectives for each job profile.
e. Ensuring updation of the existing Job Profiles.
f. Processing the Confirmation.
7. ISO Compliance:
a. Ensuring all the updation of the ISO documentation and HR Formats.
b. Learning and enforcing Standard Operating Procedures (SOP).
c. Facing the Internal and External Audits, accountable to enforce the correctional actions.
8. Statutory Compliance:
a. Handling PF and ESI formalities and co ordinating with other departments.
b. Handling Apprentice Training, Submitting Periodic Returns to Board.
c. Submitting other returns to the labour Department as per Shops and establishment Act.
9. Training And Development:
a. Conducting Induction Training for new hires.
b. Training Need Analysis based on Skill Gap Analysis, Appraisal Feedback and suggestions.
c. Co ordinating External and Internal Training Programs.
d. Maintaining Training Records.
e. Analysis of Training Feedback.
10. Performance Appraisal:
a. Prepared the new Appraisal Form.
b. Educated employees about self-appraisal.
c. Provided inputs to HOD’s for Appraisals.
d. Prepared Appraisal Letters.
11. Employee Relation:
a. Having formal and Informal counselling with employees.
b. Prepared Event Calendar of monthly recreation to motivate employees.
c. Handling Corporate Medical Insurance.
d. Processing required letters on employee’s request.
12. Report Generation:
a. Generating and analyzing Employee Attrition Reports, Training Evaluation, and Manpower Status.
b. Weekly and monthly recruitment reports
c. Report generation of Pre appraisal, Appraisal and Post Appraisals.
d. Salary Details Reports to Accounts Department.
e. Reports as per the HOD’s request.
13. Exit Formalities:
a. Administering Exit paper work including all Statutory requirements.
b. Conducting Exit Interviews.
c. Preparing Exit Interview Summary.
d. Giving post employment reference for relieved employees.
e. Processing File to Accounts Department for final settlement.
From India, Coimbatore
a. Receipt of requirement of manpower from various department heads.
b. Scutinise them and take approval from concerned authorities if the post is new.
c. Prepare a recruitment budget and CTC for the employee and take approval.
d. Select the appropriate Recruitment process.
2. Recruitment Process
a. Prepare Advertisements etc for the recruitment.
b. Scrutinise and shortlist the applications received.
c. Send interview call letters/mails as required.
d. Conduct Interviews through panels.
e. Preparation of offer letters as required.
3. Joining Formalities:
a. Administrating Joining formalities.
b. Pre Employment Reference checks.
c. Preparation of Appointment Advice and intimating the same to other departments.
d. Preparing and entering new hire paperwork.
e. Co ordinating to get Employee ID Cards.
f. Handing over the New hire to the concerned HOD/Manager.
g. Preparation of Job Profiles co ordination with HOD/Managers for new posts.
4. Employee Personal File Maintenance:
a. Opening new file and Closing the Resigned employee’s File.
b. Make sure all Employee files are maintained safely with care.
c. Make sure all personal records are available in the files.
d. Periodic Personal File Auditing.
5. Employee Data Base:
a. Keeping Track of Knowledge Management Software.
b. Maintenance of HRIS.
6. Confirmation Formalities:
a. Intimating the concerned HOD/Manager about the due dates for confirmation.
b. Conducting Confirmation Appraisals.
c. Co ordinating for Skill Gap Analysis.
d. Co ordinating to set Quality Objectives for each job profile.
e. Ensuring updation of the existing Job Profiles.
f. Processing the Confirmation.
7. ISO Compliance:
a. Ensuring all the updation of the ISO documentation and HR Formats.
b. Learning and enforcing Standard Operating Procedures (SOP).
c. Facing the Internal and External Audits, accountable to enforce the correctional actions.
8. Statutory Compliance:
a. Handling PF and ESI formalities and co ordinating with other departments.
b. Handling Apprentice Training, Submitting Periodic Returns to Board.
c. Submitting other returns to the labour Department as per Shops and establishment Act.
9. Training And Development:
a. Conducting Induction Training for new hires.
b. Training Need Analysis based on Skill Gap Analysis, Appraisal Feedback and suggestions.
c. Co ordinating External and Internal Training Programs.
d. Maintaining Training Records.
e. Analysis of Training Feedback.
10. Performance Appraisal:
a. Prepared the new Appraisal Form.
b. Educated employees about self-appraisal.
c. Provided inputs to HOD’s for Appraisals.
d. Prepared Appraisal Letters.
11. Employee Relation:
a. Having formal and Informal counselling with employees.
b. Prepared Event Calendar of monthly recreation to motivate employees.
c. Handling Corporate Medical Insurance.
d. Processing required letters on employee’s request.
12. Report Generation:
a. Generating and analyzing Employee Attrition Reports, Training Evaluation, and Manpower Status.
b. Weekly and monthly recruitment reports
c. Report generation of Pre appraisal, Appraisal and Post Appraisals.
d. Salary Details Reports to Accounts Department.
e. Reports as per the HOD’s request.
13. Exit Formalities:
a. Administering Exit paper work including all Statutory requirements.
b. Conducting Exit Interviews.
c. Preparing Exit Interview Summary.
d. Giving post employment reference for relieved employees.
e. Processing File to Accounts Department for final settlement.
From India, Coimbatore
ACTIVITIES OF HR DEPT
STRATEGIC
ORGANISATION DEVELOPMENT
ü Proficiency Levels Defined
ü Existing Organization Competency Assessment
ü Existing Proficiency Levels
ü Competency Prioritization
ü GAP Analysis
o Competency Map (Employee Ratings, Observed / Desired / Gaps)
ü Employee Prioritization for Competency Development
ü Competency Development Program
STRATEGIC
ü Performance Management & Review Mechanism
ü Key Result Areas
ü Competence Required
ü Position Descriptions Mapping across Organization
ü Performance Agreement
ü Goals / Objectives
ü Key Deliverables (Role Definition)
PROFESSIONAL & ADMINISTRATIVE
ü Key Deliverables Assessment (3m,6m,9m,Yrly.)
ü Developmental Deliverables Assessment (3m,6m,9m,Yrly.)
ü Shortfalls in Deliverables Achievements
ü Significant Achievements
ü Strengths & Weaknesses
ü Competency Ratings (Managerial/Behavioral/Functional)
ü Trainings Received / Required Analysis
ü Performance Scores (Deliverables & Competencies Ratings)
ü Final Performance Ratings
ü Miscellaneous Discussions
ü Recommendations
ü Critical Performance
ü Spot Performance
ü Personality Growth
ü Loyalty Recognition
ü Best of the Best (Individual, Team, Group Recognitions
· Developmental Deliverables (for Career / Succession Planning)
· Trainings Required (Objective, Priority, Evaluation Parameters)
· Organization Support Required
· Career Planning
· Succession Planning
Recruitment & Selection
STRATEGIC
ü Experience Specification (Mandatory/Preferred)
ü Key Performance Indicators (Highest / Ideal Performance Expected)
ü Key Deliverables (Role Definition)
ü Competence Required
PROFESSIONAL & ADMINISTRATIVE
ü Job sites
ü Advertisements
ü Campus Recruitment
ü Employee Referrals
ü Head Hunting
ü Networking
ü Professional Institutions
STRATEGIC
· Behavioural & Functional
ü Skill Development Programme
ü Performance Improvement Programme
PROFESSIONAL & ADMINISTRATIVE
STRATEGIC
ü Intranet
ü Emails
ü Circulars
ü Inter Dept meetings
ü Dept Meetings
ü Staff Meetings
ü Suggestion Scheme
ü Newsletter
· Work culture survey, Analysis & Findings
· Employee Satisfaction Survey, Analysis & Findings
· Effective Grievance Resolution
PERSONNEL & ADMINISTRATION
PROFESSIONAL & ADMINISTRATIVE
ü Key Personnel Meetings
ü Technical / Domain / Process Training Programme
Also click on the below link
https://www.citehr.com/108493-how-do...essionals.html
From India, Coimbatore
STRATEGIC
ORGANISATION DEVELOPMENT
- Organization Mission / Vision, Business Goals, Strategy
- Organization Life Cycle Stage
- Organization Competency Identification (Key Competencies Required)
ü Proficiency Levels Defined
ü Existing Organization Competency Assessment
ü Existing Proficiency Levels
ü Competency Prioritization
ü GAP Analysis
o Competency Map (Employee Ratings, Observed / Desired / Gaps)
ü Employee Prioritization for Competency Development
ü Competency Development Program
- Competency Mapping Industry/Competitor Analysis
STRATEGIC
ü Performance Management & Review Mechanism
ü Key Result Areas
- Key Performance Indicators (Highest / Ideal Performance Expected)
ü Competence Required
ü Position Descriptions Mapping across Organization
ü Performance Agreement
ü Goals / Objectives
ü Key Deliverables (Role Definition)
PROFESSIONAL & ADMINISTRATIVE
- Performance & Potential Evaluation
ü Key Deliverables Assessment (3m,6m,9m,Yrly.)
ü Developmental Deliverables Assessment (3m,6m,9m,Yrly.)
ü Shortfalls in Deliverables Achievements
ü Significant Achievements
ü Strengths & Weaknesses
ü Competency Ratings (Managerial/Behavioral/Functional)
ü Trainings Received / Required Analysis
ü Performance Scores (Deliverables & Competencies Ratings)
ü Final Performance Ratings
ü Miscellaneous Discussions
ü Recommendations
- Rewards & Recognitions - What is to be Rewarded/Awarded ?
ü Critical Performance
ü Spot Performance
ü Personality Growth
ü Loyalty Recognition
ü Best of the Best (Individual, Team, Group Recognitions
· Developmental Deliverables (for Career / Succession Planning)
· Trainings Required (Objective, Priority, Evaluation Parameters)
· Organization Support Required
· Career Planning
· Succession Planning
Recruitment & Selection
STRATEGIC
- GAP Analysis / Future Requirements
- Budgeting New Manpower, Cost Estimates
- Recruitment Plan of Action (Numbers, Time Frame, Sources, Cost, Internal Movement)
- Internal Resources / External Resources
- Position Description
ü Experience Specification (Mandatory/Preferred)
ü Key Performance Indicators (Highest / Ideal Performance Expected)
ü Key Deliverables (Role Definition)
ü Competence Required
PROFESSIONAL & ADMINISTRATIVE
- Sources of Manpower (External)
ü Job sites
ü Advertisements
ü Campus Recruitment
ü Employee Referrals
ü Head Hunting
ü Networking
ü Professional Institutions
- Vendor Relationship Management (Agreements, Contracts, Quotes)
- Manpower Requisition Process (Authorisation, Documentation, Closures)
- Selection Methodology
- Interview Process (Panel, Evaluation Methodology)
- Testing Processes (Test Instruments, Administration, Monitoring
- Documentation
- Forms & Formats (Requisition, Application Blanks, Interview Evaluations)
- Recruitment MIS Reports
STRATEGIC
- Training Needs Identification
- Skill-Gap Analysis
- Competency Map (Employee Ratings, Observed / Desired / Gaps)
- Training & Development Plans (Technical / Soft Skills / Knowledge)
· Behavioural & Functional
ü Skill Development Programme
ü Performance Improvement Programme
PROFESSIONAL & ADMINISTRATIVE
- Training Calender
- Prioritized List of Training Programmes
- Individual Analysis
- Faculty Feedback & Analysis
- Employee / Supervisor Feedback
- Developing Knowledge Sharing Practices
- Training Effectiveness Parameters
- Key Improvement Indicators Defined (Performance, Skills, Competence)
- Time Frame for Improvement
- Review Mechanism
STRATEGIC
- Oganisation’s philosophy & values
- Work Culture
- Best HR practices / Policy
- Grievance Management Process
- Employee Communication – formal & informal
ü Intranet
ü Emails
ü Circulars
ü Inter Dept meetings
ü Dept Meetings
ü Staff Meetings
ü Suggestion Scheme
ü Newsletter
· Work culture survey, Analysis & Findings
· Employee Satisfaction Survey, Analysis & Findings
· Effective Grievance Resolution
PERSONNEL & ADMINISTRATION
PROFESSIONAL & ADMINISTRATIVE
- Offer / Appointment Letters, Compensation Sheet, Contract Letters, Consultant Agreements etc.
- Salary Fitment Benchmarks / Salary Matrix
- Joining Formalities & Documentations
- Documentation Coding & Revision Guidelines
- Induction & Orientation Company Overview (History, Business, Market, Products/Services, Geography)
ü Key Personnel Meetings
ü Technical / Domain / Process Training Programme
- Maintaining & updating Personnel Files
- Compensation & Benefits Administration Salary Structure (Fixed, Variables, Perks)
- Employee Welfare Schemes
- Insurance Covers
- Retiral Benefits
- Tax Consulting
- Legal Compliances (Employment / Labor / Compensation Acts)
- Incentives, Motivational Allowances
- Employee Relations Employee Benefit Schemes
- Birthdays / Anniversaries
- Festival Events
- Sports Events
- Inter Dept Events / Competitions / Games / Quizzes
- Health & Safety Measures
Also click on the below link
https://www.citehr.com/108493-how-do...essionals.html
From India, Coimbatore
HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.
STAGE 1
Review the current practices/policies [ if any]
Audit all hr activities that are performed [ even the crude format]
HERE ARE THE CORE HR KRAs [ key result areas]
KRA 1 : Recruitment/Selection
KRA 2 : Workforce Planning and Diversity
KRA 3 : Performance Management
KRA 4 : Reward Management
KRA 5 : Workplace Management and Relations
KRA 6 : A Safe and Healthy Workplace
KRA 7 : Building Capabilities and Organisational Learning
KRA 8 : Effective HR Management Systems, Support and Monitoring
STAGE 2
· Understand the organization
· Understand the organization structure
· Understand the organization systems
· Understand the organization politics/influential people
· Understand the organization/individual roles
· Understand the organization/positions
· Understand the individual job descriptions
· Understand the job/ job specifications etc…
STAGE 3
· Discuss the values/beliefs with senior management/CEO and the need for HR department.
· Discuss the expectations from HR department -short/medium/long term.
· Discuss with CEO, the organization's corporate objectives/strategies and how HR can contribute to the corporate objectives.
· Discuss / seek consensus on organization structure / management process.
· Discuss the current organization culture with senior management.
· Discuss with CEO/senior management the core activities/competences and business drivers of the organization.
TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE INFORMATIONS TO START YOUR WORK ON HR DEPT.
GET A COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY'S
· VISION
· MISSION
· CORPORATE OBJECTIVES
· CORPORATE STRATEGIES
etc…
HR dept. is a support unit and hence must work closely with other depts.
STAGE 4
Even though there is currently no HR department, there are a number of HR activities are being carried out now.
YOU HAVE TO KNOW WHAT THEY ARE / HOW IT IS BEING CARRIED OUT / BY WHOM.
TO COLLECT AND CONSOLIDATE THESE, YOU NEED TO A QUICK HR AUDIT OF THE PRESENT SITUATION.
AFTER you gather all the informations and summarized, you should sit down with your boss [ CEO] and discuss and prioritize the items, as follows
· URGENT / IMPORTANT
· URGENT/ NOT IMPORTANT
· NOT URGENT/ IMPORTANT
· NOT URGENT / NOT IMPORTANT , BUT NEEDED DOWN THE LINE.
STAGE 5
Please REVIEW the HR MANUAL , as listed below.
Pick points out of it , as per your need, based on your discussion / audit results.
You may want to start up with
· HR department OBJECTIVES.
· HR DEPARTMENT STRATEGIES
· Draft on Recruitment / Selection Procedure /PROCESS
· Draft on organization / structure
· Draft on jobs' analyses/ job descriptions/ job specifications/competences
· Draft on payroll / compensation / administration
· Appointment /confirmation / Termination / resignation /PROCEDURES/PROCESS
· Induction program
· Orientation program
· Employee communications
· Training & development of the employees
· Performance Appraisals / management
Once you have the preliminary draft ready, you can start with your EMPLOYEE HANDBOOK[LIST PROVIDED BELOW]
STAGE 6
REVIEW THE HRM PROCESSES, MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HRM PROCESSES
· HR AUDITING
· HR BUDGETING
· Strategic HRM Planning
· HR Strategies and Policies.
· HR and change management.
· Competency-based HR
· Knowledge management
JOB DEVELOPMENT
· Job analysis
· Job Role
· Job Description.
· Job specifications
· Job enrichment
· Job rotation
RECRUITMENT/SELECTION
· Recruitment
· Selection
· Induction
· Orientation
ORGANIZATIONAL BEHAVIOR PROGRAMS
· Employee engagement
· Motivation
· Organization culture
· Organization development
ORGANIZATION
· Org. designing
· Org. structuring
· Org. development
· Job / role structuring
HUMAN RESOURCING
· HR planning
· Manpower planning
· Succession planning
· Talent management
PERFORMANCE MANAGEMENT
· Performance appraisals
· Performance managing the processes.
HR DEVELOPMENT
· Org. learning
· Training
· Education
· Development
· Training evaluation
· E-learning
· Management development
· Career planning /development.
REWARD MANAGEMENT
· Job evaluation
· Managing reward process
· Administration of rewards
· Benefits
EMPLOYEE RELATIONS
· Organization communications
· Employee communications.
· Staff amenities
HEALTH AND SAFETY.
· OHS
HUMAN RESOURCE INFORMATION SYSTEM.
STAGE 7
REVIEW THE HRM SYSTEMS , MAKE A NOTE OF WHAT YOU THINK ARE IMPORTANT FOR THE COMPANY AND THE PRIORITY ONES.
HR SYSTEMS
· HR strategic planning system
· Human resource planning system
· Manpower planning system
· Job profiling system
· Recruitment &selection system
· Performance appraisal system
· Performance management system
· People development systems
· Career planning and development system
· Succession planning system
· Job enrichment system
· Compensation planning and packaging system
THIS is just a common list.
AFTER STAGE 1,2,3,4,5,6,7 MAKE A REPORT
· What is the current situation
· What kind of HR DEPARTMENT is required.
· What you think are your priorities
· What is your action plan
· What is time schedule.
Cheers..:-P
From Kuwait, Kuwait
Thanks a ton Mohammad.......... Gr8 knowledge shared. Can you plz brief about Employee Relations(ER) ?:idea: Awaiting your reply. Best Regards, Ajit V.P
From India, Mumbai
From India, Mumbai
Dear Karthik,
Apart from the details given by most of the members, please emphasise on
1) Systems and procedures
2) Good Organisational Culture
3) Proactiveness
4) Align the HR goals with organisation goals.
Implementing and practicing the above will help you in building a very pragmatic and vibrant organisation.
Regards
Srikanth
From India, Madras
Apart from the details given by most of the members, please emphasise on
1) Systems and procedures
2) Good Organisational Culture
3) Proactiveness
4) Align the HR goals with organisation goals.
Implementing and practicing the above will help you in building a very pragmatic and vibrant organisation.
Regards
Srikanth
From India, Madras
Hi,
Just one suggestion from a number of companies I have interacted with.HR policies and procedures are easy to come by, a lot possible thru cut and paste.
But please study the organisation well, understand the culture and what has helped the growth so far and then put in procedures especially for routine items like attendance, leave, salary and performance measurement.
If you have to set up HR in an existing company, understand what the owner has in mind, why he has decided to introduce HR and also the growth plans.ANy attempt for a standardised, isolated HR will be more thoeretical and implementation will be tough.
regards
Job Xavier
Just one suggestion from a number of companies I have interacted with.HR policies and procedures are easy to come by, a lot possible thru cut and paste.
But please study the organisation well, understand the culture and what has helped the growth so far and then put in procedures especially for routine items like attendance, leave, salary and performance measurement.
If you have to set up HR in an existing company, understand what the owner has in mind, why he has decided to introduce HR and also the growth plans.ANy attempt for a standardised, isolated HR will be more thoeretical and implementation will be tough.
regards
Job Xavier
Hello,
Hope you got many comments with good advises. Most important is to document each and every step, behavioural interview, sexual harrasment, ATS, HRIS, safety procedures for the type of business, settup up vendor agreements and process for each hire, document the company hr process, procedures and practices, educating the employees, updating each forms periodically and particularly legal forms if any; and following the rest is advisable.
All the Best.
Thanks
Jambu Sreenivasan
HR Consultant
Boston, MA
From United States, Jersey City
Hope you got many comments with good advises. Most important is to document each and every step, behavioural interview, sexual harrasment, ATS, HRIS, safety procedures for the type of business, settup up vendor agreements and process for each hire, document the company hr process, procedures and practices, educating the employees, updating each forms periodically and particularly legal forms if any; and following the rest is advisable.
All the Best.
Thanks
Jambu Sreenivasan
HR Consultant
Boston, MA
From United States, Jersey City
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HOW TO SET UP HR DEPT.doc