Amitranjan
Human Resource
Leolingham2000
Management Consultant

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Dear Sir,
Ihave just joined a paper manufacturing organization as as Asst.Manager-HRD, conpanies is having Personnel & admin department,but they dont have HR Department, Now management has asked me to set up the entire HR system,please advice from Where I need to start & what can be priority,please help me.
Regards,
Amit Ranjan
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AMIT,
HERE IS SOME USEFUL MATERIAL.
REGARDS
LEO LINGHAM
========================
HERE ARE SOME USEFUL GUIDELINES TO SET UP
HR DEPARTMENT.
SUGGEST,
-IN YOUR PROPOSAL SHOW THE DEVELOPMENT
IN THREE PHASES.
*PHASE 1 - what will you achieve.
*PHASE 2 --what will you achieve
*PHASE 3 -- what will you achieve.
 
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/longterm.
-discuss with CEO, the organization's corporate objectives/strategies
and how HR can contribute to the corporate objectives.
-discuss / seek concensus 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 ETC.
HR dept. is a support unit and hence must work closely
with other depts.
================================================== =========
STAGE 4
E
ven 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
Based on your
discussion / audit results.
You may want to start up with
 
HR department OBJECTIVES.
HR DEPARTMENT STRATEGIES
-Draft POLICY on Recruitment / Selection Procedure /PROCESS
-Draft on organization / structure
-Draft on jobs' analyses/ job descriptions/ job specifications/competences
-Draft on payroll / compensation / adminstration
-Appointment /confirmation / Termination / resignation /PROCEDURES/PROCESS
-induction program
-orientation program
-Employee communications
-Training & development of the employees
-Performance Appraisals / management
etc etc,
 
=================================================
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 process
-HR BUDGETING process
-Strategic HRM Planning process
=============================
JOB DEVELOPMENT PROCESS
-Job analysis
-job Role/
-Job Description.
-Job specifications
-Job enrichment
-Job rotation
=========================
RECRUITMENT/ SELECTION PROCESS
-recruitment
-selection
-induction
-orientation
===========================
ORGANIZATION DEVELOPMENT PROCESS
-org. designing
-org. structuring
-org. development
-job / role structuring
=====================================
HUMAN RESOURCING PROCESS
-HR planning
-manpower planning
-succession planning
-talent management
=============================
PERFORMANCE MANAGEMENT PROCESS
-performance appraisals
-performance managing the processes.
================================
HR DEVELOPMENT PROCESS
-training
-education
-development
-Training evaluation
-management development
-career planning /development.
=============================
REWARD MANAGEMENT
-job evaluation
-managing SALARY /reward process
-administration of SALARY /rewards
-benefits PROCESS
==============================
EMPLOYEE RELATIONS
-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.
======================================
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.
MAKE A TEMPORARY HR DEPARTMENT
-ONE HR MANAGER [ YOURSELF ]
-ONE TRAINING MANAGER
-ONE SALARY ADMINISTRATION MANAGER
-ONE RECRUITMENT /SELECTION MANAGER
DISCUSS THIS WITH THE SENIOR MANAGEMENT.
SEEK THEIR APPROVAL/ BLESSINGS/SUPPORT
TO IMPLEMENT YOUR PLAN.
To win confidence / trust,
you need to show credibility/ functional knowledge level.
Initially, please do not rush with too many things.
Take one thing at a time and do a thorough job.
Everything must be done right at the first time.
=============================================
 
PREPARING A HR MANUAL IS IMPORTANT.
NOT ALL THAT IS LISTED HERE MAY BE
NECESSARY AT FIRST.
DISCUSSING WITH SENIOR MANAGEMENT
AND IDENTIFY THE PRIORITY ONES
AND WORK ON THEM.
============================================
HR MANAGEMENT MANUAL
Human Resources Policies, Procedures and Forms
Table of Contents
ADMINISTRATION
ADM.101 Personnel Records
Activities
1.0 Employee Information
2.0 HR Personnel Records
3.0 Contents of Personnel Files
4.0 Employee's Personnel Records Review
5.0 Management Review of Personnel Files
6.0 Company Release Of Employee Information
7.0 Record Retention and Long-Term Storage
8.0 Record Destruction
Forms
Ex1 Personnel Records Access Log
Ex2 HR Records Retention Periods
-------------------------------------------------------------------------------------------------
ADM.102 Form Development
Activities
1.0 Form Development and Format
2.0 Authorization and Printing
3.0 Form Numbering and Placement
4.0 Forms Index and Manual
Forms
Ex1 Form Printing Request
------------------------------------------------------------------------------------------------
ADM.103 Document Control
Activities
1.0 Document Distribution
2.0 Document Revision
3.0 Document
4.0 Temporary Changes
Forms
103 Ex1 Request For Document Change (RDC)
-------------------------------------------------------------------------------------------------
ADM. 104 Mail & Express Services
Activities
1.0 General Mail Usage
2.0 Addressing Mail
3.0 Express Mail
4.0 Overnight Packages
5.0 Additional Information Resources
Forms
104 Ex1 Outgoing Mail Register
----------------------------------------------------------------------------------------------
ADM. 105 Telephone Answering
Activities
1.0 Answering Techniques and Etiquette
2.0 Answering and Directing Calls
3.0 Taking Messages
4.0 Telephone User's Guide
Forms
105 Ex1 Important Message
-------------------------------------------------------------------------------------------
ADM.106 Property & Access Control
Activities
1.0 Background Checks
2.0 Physical Access Controls
3.0 Key Controls
4.0 Proprietary Information Controls
5.0 Collection Of Access Controls
6.0 Visitors & Guests
Forms
ADM106 Ex1 Key Issue Policy
ADM106 Ex2 Visitor Log
--------------------------------------------------------------------------------------------
ADM.107 Separation
Activities
1.0 Resignations
2.0 Involuntary Terminations And Layoffs
3.0 Terminations For Cause
4.0 Termination Meeting
5.0 Additional Information Resources
Forms
107 Ex1 Exit Interview Checklist
107 Ex2 Exit References Authorization
-------------------------------------------------------------------------------------------
ADM.108 Workplace Rules & Guidelines
Activities
1.0 Alcohol And Drugs
2.0 Breaks And Lunch Time
3.0 Company Property
4.0 Grievances And Complaints
5.0 Inclement Weather
6.0 Parking
7.0 Personal Telephone Calls
8.0 Smoking
9.0 Solicitations
10.0 Suggestions
11.0 Visitors
Forms
108 Ex1 Suggestion Form
------------------------------------------------------------------------------------------------
ADM.109 Human Resources Reports
Activities
1.0 Preparation Guidelines
2.0 Occupational Health & Safety Reports
3.0 Equal Opportunity Reports
4.0 Training Plan
5.0 Hiring Status Report
6.0 Compensation Summary
Forms
109 EX1 Human Resource Reporting Summary
109 EX2 HR Hiring Status Report
----------------------------------------------------------------------------------------------
ADM.110 Dress Code
Activities
1.0 Dress Code
1.1 Business Attire
1.2 Business Casual Attire
1.3 Casual Attire
1.4 Uniformed Attire
1.5 Safety Attire
1.6 Formal Attire
1.7 Inappropriate Attire
1.8 Business Situations
1.9 Recreation & Parties
2.0 Dinners & Receptions
3.0 Personal Hygiene
4.0 Disciplinary Action
-------------------------------------------------------------------------------------------------
HIRING PROCEDURES
HRG.101 Employee Hiring
Activities
1.0 Needs Analysis
2.0 Personnel Requisition
3.0 Job Posting & Screening
4.0 Interviewing
5.0 Pre-Employment Screening & Testing
6.0 Background Investigation
7.0 Hiring And Employee Offers
8.0 Motor Vehicle And Equipment Operation
9.0 Applicant Files
10.0 Additional Information Resources
Forms
HRG101 Ex1 Personnel Requisition
HRG101 Ex2 Offer Letter
HRG101 Ex3 Personnel Change Notice
HRG101 Ex4 New Employee Hiring Checklist
HRG101 Employment Eligibility Verification .
HRG101 Employee’s Withholding Allowance Certificate.
----------------------------------------------------------------------------------------------
HRG102 Job Descriptions
Activities
1.0 Job Description Preparation
2.0 Format And Content
2.1 Job Title
2.2 Effective Date
2.3 Department
2.4 Summary Of Functions
2.5 Essential Duties And Responsibilities
2.6 Organizational Relationships
2.7 Qualifications
2.8 Physical Demands
2.9 Work Environment
3.0 Job Description Approval & Distribution
Forms
HRG102 Ex1 Job Description Format
---------------------------------------------------------------------------------------------
HRG103 Employment Applications
Activities
1.0 Application For Employment
2.0 Application Information
2.1 Personal Information
2.2 Employment Interest
2.3 Education & Training
2.4 Employment History
2.5 Military Service Record
2.6 References
3.0 Compliance Information
Forms
HRG103 Ex1 Employment Application
HRG103 Ex2 Employment Application Supplement
----------------------------------------------------------------------------------------------
HRG104 Interviewing Applicants
Activities
1.0 Interviewing Objectives
2.0 Resume Examination
3.0 Telephone Interviews
4.0 E-Mail Interviews
5.0 In-Person Interviews
Forms
HRG104 Ex1 Employment Interview Questions
HRG104 Ex2 Interview Form
-------------------------------------------------------------------------------------------
HRG105 Background Investigations
Activities
1.0 Background And Hiring
2.0 Investigative Consumer Reporting
3.0 Employee Reference Checks
4.0 Motor Vehicle Record (MVR) Inquiry
Forms
HRG105 Ex1 Employee Investigation Checklist
HRG105 Ex2 Employee Background Authorization
HRG105 Ex3 New References Authorization
HRG105 Ex4 Reference Check Survey
--------------------------------------------------------------------------------------------
Compensation Procedures
COM101 Payroll
Activities
1.0 Payroll Records
2.0 Timesheets
3.0 Payroll Deductions
3.1 Worker's Compensation Insurance
3.2 Social Security & Medicare
3.3 State Income Tax
3.4 Earnings Tax
3.5 Tax Withholding Payments
4.0 Payroll Adjustments
4.1 Advances
4.2 Garnishments
5.0 Paychecks
5.1 Direct Deposit
5.2 Lost Paychecks
5.3 Final Paychecks
6.0 Vacation Pay
7.0 Additional Information Resources
Forms
COM101 Ex1 Monthly Time Sheet
COM101 Ex2 Central Govt. Tax Calendar
COM101 Ex3 Electronic Funds Transfer Authorization
-----------------------------------------------------------------------------------------
COM102 Paid & Unpaid Leave
Activities
1.0 Paid Time Off
2.0 Unpaid Time Off
3.0 Absence Request And Notification
4.0 Holidays
5.0 Vacation Eligibility
5.1 Vacation Schedules
5.2 Vacation Over Holidays
6.0 Additional Information Resources
Forms
COM102 Ex1 Absence Request Form
-----------------------------------------------------------------------------------------
COM103 Insurance Benefits
Activities
1.0 Life Insurance
2.0 Long Term Disability Insurance
3.0 Social Security
4.0 Workers' Compensation
5.0 Wage Continuation
6.0 Unemployment Compensation
7.0 Health Insurance
8.0 Additional Information Resources
----------------------------------------------------------------------------------------
COM104 Healthcare Benefits
Activities
1.0 Cost And Premiums
2.0 Eligibility
3.0 Enrollment
4.0 Coverage
5.0 Filing A Claim
6.0 Termination And Conversion Of Coverage
7.0 Additional Information Resources
Forms
COM104 Ex1 Benefits Enrollment/Change Form
---------------------------------------------------------------------------------------
COM105 Employee Retirement Income Security
Activities
1.0 Plan Administration
1.1 Investment Policy Statement
1.2 Fidelity Bond
1.3 Fiduciary Liability Insurance
1.4 Employer Matching
1.5 In-Service Loans And Withdrawals
2.0 Employee Participation
3.0 Notice Procedures
3.1 Initial Notice
3.2 Annual Notices
4.0 Additional Information Resources
-------------------------------------------------------------------------------
COM106 Consolidated Budget Reconciliation
Activities
1.0 Plan Administration
2.0 Qualifying Events
3.0 Notice Procedure
4.0 Benefits Protection
6.0 Enforcement
7.0 Additional Information Resources
---------------------------------------------------------------------------------
Development Procedures
DEV101 Development Management
Activities
1.0 Development Planning
2.0 Training Effectiveness
3.0 Training Records
4.0 Training Courses
5.0 Performance Evaluations
6.0 Additional Information Resources
Forms
DEV101 Ex1 Training Plan
----------------------------------------------------------------------------------
DEV102 Training Reimbursement
Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
Forms
DEV102 Ex 1 Request For Training
-----------------------------------------------------------------------------
DEV103 Computer User & Staff Training
Activities
1.0 MIS Training And Certification
2.0 MIS/LAN User Training
3.0 E-Mail Training
4.0 Software Applications
---------------------------------------------------------------------------
DEV104 Internet & E-Mail Acceptable Use
Activities
1.0 Acceptable Use
2.0 Inappropriate Use
3.0 Internet And E-Mail Etiquette
4.0 Security
5.0 User Compliance
6.0 Additional Information Resources
Forms
DEV104 Ex1 Computer And Internet Usage Policy
---------------------------------------------------------------------------
DEV105 Performance Appraisals
Activities
1.0 Performance Appraisal Guidelines
2.0 Appraisal Preparation
3.0 Appraisal Discussion
4.0 Salary Adjustments
5.0 Appraisal Conclusion
6.0 Additional Information Resources
 
Forms
DEV105 Ex1 Self Appraisal Form
DEV105 Ex2 Performance Appraisal Form
-------------------------------------------------------------------------
DEV106 Employee Discipline
Activities
1.0 Introduction To Misconduct
2.0 Responses To Misconduct
2.1 Verbal Warning
2.2 Written Warning
2.3 Suspension
2.4 Termination
3.0 Serious Misconduct
4.0 Very Serious Misconduct
5.0 Inexcusable Misconduct
6.0 Misconduct Investigations
DEV106 Ex1 Disciplinary Notice
----------------------------------------------------------------------------------------------------
Compliance Procedures
CMP101 Workplace Safety
Activities
1.0 Worksite Analysis
2.0 Hazard Prevention And Control
2.1 Safe Work Procedures
2.2 Protective Equipment
2.3 Fire Prevention
3.0 Hazard Communication Program
4.0 Medical Emergencies
5.0 Workplace Safety Training
6.0 Reporting And Record Keeping
7.0 Additional Information Resources
Forms
CMP101 Ex1 Safety Suggestion Sheet
CMP101 Ex2 Workplace Safety Self-Inspection Checklist
CMP101 Ex3 Workplace Safety Action Plan
CMP101 Ex4 Workplace Safety Rules
CMP101 Ex5 Index of Hazardous Chemicals
CMP101 PDF Material Safety Data Sheet
CMP101 PDF Injuries and Illness Log
CMP101 PDF Summary of Injuries and Illness
CMP101 PDF Injuries and Illness Incident Report
CMP101 PDF Instructions for for OSHA Forms
--------------------------------------------------------------------------------------
CMP102 People With Disabilities
Activities
1.0 Background
2.0 Who Is Covered?
3.0 Employment Issues
4.0 Public Accommodations
5.0 Enforcement Of The Act
6.0 Additional Information Resources
------------------------------------------------------------------------------------
CMP103 Annual And Medical Leave
Activities
1.0 Reasons For Taking Leave
2.0 Advance Notice And Medical Certification
3.0 Job Benefits And Protection
4.0 Unlawful Acts
5.0 Enforcement
6.0 Employer Notices
7.0 Additional Information Resources
Forms
CMP103 Ex 1 Certification Of Healthcare Provider
CMP103 Ex 2 Employer Response To Employee Request
----------------------------------------------------------------------------------------
CMP104 Drug Free Workplace
Activities
1.0 General
2.0 Prohibitions
3.0 Authorized Use Of Prescription Medicine
4.0 Drug Awareness Program
5.0 Disciplinary Actions
6.0 Additional Information Resources
-----------------------------------------------------------------------------------------
CMP105 Health Insurance Portability And Accountability
Activities
1.0 Management
1.1 Privacy Standards
2.0 Medical Records Maintenance
3.0 Medical Records Access
4.0 Additional Information Resources
Forms
CMP105 HIPAA Authorization Form
----------------------------------------------------------------------------------------
CMP106 Harassment & Discrimination
Activities
1.0 Unacceptable Behavior
2.0 Complaint
3.0 Corrective Measures
4.0 Enforcement
5.0 Additional Information Resources
-----------------------------------------------------------------------------------
Job Descriptions Tab
WRITING JOB DESCRIPTIONS
INTRODUCTION
PURPOSE
SCOPE
WRITTEN COMMUNICATION
Non-discriminatory language
Active voice
Action verbs Plain English
FORMAT AND CONTENT
Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility
APPENDIX 2 SAMPLE JOB DESCRIPTIONS
=========================================
HR MANUAL
HR MANUAL is the total guidelines for the managers in the
organization on the subject of HUMAN RESOURCE.
The real work of managing people [ human resource] is the
responsibility of the line managers. The HR department
acts as a coordinator / advisory body to the line managers,
in addition to, its own administrative work.
Employee handbook is a major element of the HR manual.
It is part of the HR MANUAL.
The copy of HR MANUAL [ including the employee handbook]
is given to the managers only.
The copy of the EMPLOYEE handbook is given to the
employees.
=================================================
The TOTAL HR MANUAL development is a never ending
assignment. It needs updating every six months.
At the initial stage, it could take upto six months at least
to complete the manual/ handbook for a full time person,
even if you employ an outside expert.
 
 
Once you have downloaded HR manual list, you should
sit with your boss
-analyse the list
-set the priority [ 1st. lot, 2nd. lot, 3rd. lot etc ]
-discuss the need for HO material, to uniform the approach
-discuss the need for local expert
etc
-----------------------------------------------------------------------------------------
Your priorities could be [ my best guess]
-personnel records
-various forms required
-access control
-workplace rules
-employee hiring
-job descriptions
-employment applications
-interviewing applicants
-payroll administration
-training [ induction / orientation/development]
-employee handbook
You/ Your senior management should agree to the priority list.
==================================================
NOW YOU ARE READY FOR THE HARD WORK
-PREPARING THE GROUNDWORK.
==============================================

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