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 ?
13th December 2008 From 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

13th December 2008 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.
13th December 2008 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 employees 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 HODs 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 employees 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 HODs 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.
13th December 2008 From India, Coimbatore
Sharing What is Shared with ME.

M.Peer Mohamed Sardhar
Good is the Enemy of GREAT




ACTIVITIES OF HR DEPT


STRATEGIC

ORGANISATION DEVELOPMENT

  • Organization Mission / Vision, Business Goals, Strategy
  • Organization Life Cycle Stage
  • Organization Competency Identification (Key Competencies Required)
Competency Dictionary - Definitions
Proficiency Levels Defined
Existing Organization Competency Assessment
Existing Proficiency Levels
Competency Prioritization
GAP Analysis
o Competency Map (Employee Ratings, Observed / Desired / Gaps)
Employee Prioritization for Competency Development



Competency Development Program
  • Competency Mapping Industry/Competitor Analysis
PERFORMANCE MANAGEMENT

STRATEGIC

Performance Management & Review Mechanism



Key Result Areas
      • Key Performance Indicators (Highest / Ideal Performance Expected)
Key Deliverables (Role Definition)
Competence Required
Position Descriptions Mapping across Organization
Performance Agreement
Goals / Objectives
Key Deliverables (Role Definition)


PROFESSIONAL & ADMINISTRATIVE

  • Performance & Potential Evaluation
Goals / Objectives (Previous Year)
Key Deliverables Assessment (3m,6m,9m,Yrly.)
Developmental Deliverables Assessment (3m,6m,9m,Yrly.)
Shortfalls in Deliverables Achievements
Significant Achievements
Strengths & Weaknesses
Competency Ratings (Managerial/Behavioral/Functional)
Trainings Received / Required Analysis
Performance Scores (Deliverables & Competencies Ratings)
Final Performance Ratings
Miscellaneous Discussions



Recommendations
  • Rewards & Recognitions - What is to be Rewarded/Awarded ?
Overall Performance
Critical Performance
Spot Performance
Personality Growth
Loyalty Recognition
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
Candidate Specification
Experience Specification (Mandatory/Preferred)
Key Performance Indicators (Highest / Ideal Performance Expected)
Key Deliverables (Role Definition)
Competence Required




PROFESSIONAL & ADMINISTRATIVE
  • Sources of Manpower (External)
Placement Consultants
Job sites
Advertisements
Campus Recruitment
Employee Referrals
Head Hunting
Networking



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
Training & Development

STRATEGIC

  • Training Needs Identification
  • Skill-Gap Analysis
  • Competency Map (Employee Ratings, Observed / Desired / Gaps)
  • Training & Development Plans (Technical / Soft Skills / Knowledge)
Competency Development Programme.
Behavioural & Functional
Skill Development Programme
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

EMPLOYEE SATISFACTION & MOTIVATION

STRATEGIC

  • Oganisations philosophy & values
  • Work Culture
  • Best HR practices / Policy
  • Grievance Management Process
PROFESSIONAL & ADMINISTRATIVE

  • Employee Communication formal & informal
Notice Boards
Intranet
Emails
Circulars
Inter Dept meetings
Dept Meetings
Staff Meetings
Suggestion Scheme
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)
Company Presentations
Key Personnel Meetings



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
13th December 2008 From India, Coimbatore
Sharing What is Shared with ME.

M.Peer Mohamed Sardhar
Good is the Enemy of GREAT




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
14th December 2008 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
14th December 2008 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
15th December 2008 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
15th December 2008
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
17th December 2008 From United States, Jersey City

 

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