Rajat Joshi
Hr Consulting ,trainer -creative Thinking
Anu840
Hr Executive
Sherinpereira
Hr & Administration
Muralikrishnan
Hr Executive
Shailgiri
Consultant - Human Resource
Nutts
Hospital And Health Care Management
Leks
Student
Fayyaz Khan
Manager Human Resources
Rukmane
Hr & Admin - Executive
Rossi5200
Hr At Softaculous
+2 Others

Dear All
I am currently setting up a HR Department in one of the commercial bank. This bank currently doesnot have HR Dept. and none of the HR system is in place. How should I proceed ? What are the essentail aspects do I need to consider in setting up the new HR department?
Regards
Shailgiri
30th July 2006 From Nepal, Kathmandu
Hi!, I am also setting up a new HR Dept in a Hospital, if I can get help on this. Regards Sudhanshu
30th July 2006 From India, Bangalore
HI sudhansu
I dnt know how much my info is going to help u but atleast i can assure u that this is the quality procedure which every hosp follows:-
1.EMPLOYEE - PERSONAL FILE
2.MANPOWER REQUISITION FORM
3.PRELIMINARY DATA SHEET
4.INTERVIEW EVALUATION FORM
5.JOINING REPORT
6.APPLICATION FORMAT
7.PERFORMANCE APPRAISAL FORM
8.ID REGISTER
9.LEAVE REGISTER
10.LEAVE APPLICATION FORM
11.INSURANCE FILE
12.STAR EMPLOYEE AWARD FILE
13.NO DUE FORM
14.EXIT INTERVIEW FORM
15.RESIGNATION LETTER FILE
16.PERMISSION SLIP
17.GRIEVANCE REGISTER
FROM
NATASHA
1st August 2006
Hi, I m HR manager in an hospital in ME. I wish if I can help you, but I m affraid that the mail was bit old to reply. Lets see if some one is still seking help in establishing HR department. Fayyaz
1st August 2006 From Saudi Arabia, Riyadh
To create different activities like,
Time office functions- Register or software attendence system, to create leave procedures and formats, develop attendence repot etc
Recruitment:
manpowe planning
job describtion
application form
interview rating
preperation of appointment order (fixing pay accoring to pay scale) etc.,
training development
conducting induction programme
prepare TNA
defining training curriculam
Identify speakers
training assessment
etc.
13th August 2006 From India, Madras
Dear All,

Every HR manager has his/her own strategy, in my case I will go for the verification of Total strength by staff, Categories them. In the mean time I will be assigning jobs for my staff as Personnel, Development, Recruitment and Traveling (if Applicable). This would be my main Divisions under the umbrella of HR.

Person responsible of Personnel will be the contact person for Documentation and Filing.

Development for contract renewals, Training Programmes. Orientation.

Recruitment for Applicants handling, interviews, Joinings, Orientation Programmes.

Traveling for Ticketing and TA / DA.

I will give the structure of Personnel files to Personnel people, as document required and Hiring Approvals are must and any body's approval not found may be urgently taken under action. Staff Data Sheet, insurance documents, medical policy, etc..

New recruits receptions for development people and they must be given Orientation material, training calender style. (Subject and topics should be a after careful Gap analyses which might come later but date to be fixed for its lauching with action plan).

Recruitments shall take care of applicants and they should be well aware of Competencies requirements for different positions.

I 'll take a break here and continue it later, provided it is beneficial to any one.

Fayyaz
13th August 2006 From Saudi Arabia, Riyadh
Dear Shailgiri,

Am not sure if your query was resolved to your satisfaction, hence the attempt to provide the overall view on setting the HR deptt for your client – a commercial bank.

Thanks to Murali, Fayyaz & Natasha for providing the pointers..

To start up :

Initial Documents

-Very basic step is to Design the basic documents like Offer Letters , Appointment letters

- Holiday List as per the Industry Standards

- Put in place the Attendance System- either through a attendance register (with time in and Time out )

- Leave Policy , Leave Tracking system , Leave application format

Initial Important Activity -

Recruitments

- Draft clear job description depending on the requirement ,

- Have a clear procedure for recruitment and selection.

- Make a strategy of recruitments

- Check for suitable sources to get the target candidates.

Compensation Benchmaring

- Decide on compensation for different positions and different experience levels based on the internal study and industry standards.

Induction :

- Design the list of documents that are required at the time of appointing.

- Design personal details form

- Maintain employee database for record purpose.

Then stabalizing intially work on the following Employee welfare/ entertainment activities - like picnics , corporate lunch , excursion depending on the budget , Benefits and Rewards - like benefits after probation periods , different types of incentives , Bonus Policy etc

Performance Appraisal and Management system - which is important and key thing

Training and Development

Plan for retention activities after three to four months as there is always a attrition problem.

Meanwhile start developing HR Policies which is very essential like a skeleton on which body is made..preferably this be a part of the HRD Manual entailing the rules & regulations.

Hope this helps..

Regards,

Rajat
16th August 2006 From India, Pune
Hi I’m also seeking help in various area mentioned in this topic kindly help me in setting upon processes
28th September 2006 From India, Mumbai
Dear Rajat Joshi,
Thanks a lot for ur valid points. Hv to say thanx to Shaligari for raising this question. It reallly helped me. Will u help me out in framing the grievance form and Exit interview for an ITES industry (e-publishing)
REgards,
Rukmane
6th February 2007 From India, Madras
Even I am setting up a new HR department in pharmaceutical company
1) I Have maintained intial documents (Personal files & records) but some of the employees data are not there.
2) Installed attendence recording system but no proper leave policy, people will take leave and HR will not come to know. there is no specific working hours.
3)Started celebrating employees birthday (with cake cut & greeting)
But here what I feel is first I have to frame a HR policies so that I can start my assignments smoothly.
I report to GM (Finance), I am the only one person in HR department, Total Employee strength is 50.
Let me brief about GM (Finance) he has always negative mind. whatever you say he will not agree for that. No plan of work,
C an any one tell me how do I frame HR policies??
Your suggestions and comments pls...
6th February 2007 From India, Bangalore
Hi Rukmane,

Welcome n am glad it helped you..

Grievance form..Suggest that you keep it simple and let the person who has an issue to fill it up on a blank page or you write the same once the person speaks to you as there could be myriad of issues..this is important as we HR should not be caught up in paper work or developing formats..just try to think from the user's point of view..

Exit interview : For an ITES industry..have discussed this to curtail the attrition rate..please refer to my article on Innovative Retention Strategies under section Articles by Forum Members..

Hope this helps..

Regards,

Rajat

Hi Anu840,

Great to hear that you have started the process despite being all alone..believe me it would be a great learning experience!! :)

Most Accountants are like that :) especially after juggling with numbers and often lose touch with the human reality..often they decide that the head count is to be reduced after doing the spreadsheet exercises..Nay that's where we HR professionals come into the picture to balance the same as an employee advocate n make sure their issues are handled with due sensitivity.

Don;t worry..keep your chin high and don;t get discouraged..and frame policies accordingly and most importantly understand his views and address the issues ..

Best wishes,

Rajat
6th February 2007 From India, Pune
Thank you Rajat
But yesterday GM finance has behaved with me very badly. He asked me make an employee history card. I made with his previous experience, salary, revised salary and date (all the details DOJ,DOC,DOP, DESIGNATION CHANGE EVERY THING INCLUDES) for that he was not satisfied and started telling you have your own formats and you will do in that format I do not want any history just show changes made in salary details. started speaking abuse words.
Do you think I have done any mistake?
regards
Anupama
7th February 2007 From India, Bangalore
Dear Anupama,
First of all Kudos to u for surviving there.
I had a similar problem and I think the best way is to let your GM- Fin blow off his steam... Just hear all that he has to say and find out what is it that he wants in Employee History.Probably he got frazzled with all the extra non- financial details. :)
Anything that you do will obviously have to be done inspite of him and hence i suggest that you make what is required of an HR person. Afterall you will be the one working on those details.
Also why have physical cards ? You already have the physical proof and record in employee files. All the rest of the recording can be done in softcopy on Excel or some Database.
Regards,
Leks
7th February 2007 From India, New Delhi
Hi Anupama,
Agree with Leks that he may just have blown off unintentionally..
Don't worry..we all go through such phases and of course we need to learn the expectations of our superior officers as well and be very clear as what you have understood by way of communicating to them..also we need loads of Emotional Quotient to deal with these egos.. :D
Cheer up.. :) More importantly don;t take pressures to home as well..
Best wishes,
Rajat
7th February 2007 From India, Pune
Dear all,

Recently i recieved the private message from a new member with regards to setting up the HR deptt for a FMCG..

My response is being shared with you all..

1. Find out answers to following questions to determine how many people you'll need in HR and what will be the organization structure like:

- The total number of employees/contracto rs in the organization

- The number of departments

- Business plan (any possible expansions?)

- What are the dire needs on people issues?

- What solutions are being expected/required by employees/line management?



2. Define the organization structure of HR. Please keep in mind that the organization structure you define will ultimately dictate the efficiency of HR services and HR capabilities & development of your organization. The nature of your business organization will primarily dictate whether you'll need a flat organization structure, a pyramid structure etc;



3. For an FMCG, I feel, HR should have three wings:

- HR services (hiring & placement, training support, relocation, payroll, employee group insurance administration, leave administration, employee database/HRIS etc)

- Organizational Development (policy & process development & review, internal customer satisfaction survey & improvisation efforts, policy/process orientation and interpretation, performance management counseling, career management counseling, grievance/harassmen t handling, HR communication etc);

- HR Development (Develop/outsource customized training/workshops and necessary development events focused at enhancing workforce capabilities to yield better business results)



4. Once you have the wings identified, engage the appropriate number of capable personnel with overlapping roles to make necessary swtich to any HR wings as and when required; Establish a working relationship within the HR group to serve as reasonable backup for one another. This will also enhance chances of career growth of the HR folks in the department;



5. Consider automation as a leveraging tool for employee self-service. Try getting rid of administrative HR work through outsourcing, automation or obsolescence and focus on developing HR capabilities to serve better and contribute to business results;



These are just insights to chalk out the HR philosophy and how you can go about establishing the department. Hope they're of help.

Regards,

Rajat
1st March 2007 From India, Pune
Dear Sir
Iam also new to industry and i got opportunity to work as HR Generalist. In my company we maintain seperate register for every employee containing resume, application for job, reliving letter, offer letter, etc and seperate file is maintained for insurance. Our employees are also going to various place in and outside India and we are booking them tickets but these records are not maintained . Is there need for a register for this purpose. If so please guide
Thanks
Sherin
23rd October 2007 From India, Bangalore
hi this is payal, working as an HR with a shipping logistics firm in Mubai with a staff strength of 250 employees. cn u please help me with a recruitment form format please
30th July 2008 From India, Mumbai
Hi Shailgiri, kindly Call up to this no 9008655255, i can help u out in this issue. Regards, Shanti
9th July 2009 From India, Jaunpur
hi, As a MBA HR Graduate i am loooking for HR Jobs, if there any vacancy in ur department plz et me im attachin my resume with this
9th July 2009 From India, Alappuzha

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Hi,
We need these documents so as an evidence that the person is employee of the organisation.
Also, in case of any accidents or emergency, his/her family members can be contacted easily.
In case employee is absconding, warning letter can be sent to his address.
and many more issues, photo and address can be used.
4th January 2013 From India, Mumbai
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