Dear all, What to do when employees are not coming in alloted Shifts.???? Need to Work On it .dear all HR guys plz help me to resolve this issue.... Regards, Rashmi
From India, Jalgaon
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14From India, Jalgaon
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Please provide more details about the scenario; it will help our experts grasp the situation and offer you precise guidance rather than just general ideas. For instance, how large is the organization, and what do you mean by "They do not come in allotted shifts"? Does 'A' show up to work instead of 'B', or is there a staff shortage for a shift?
Could you also specify your role at work?
Thank you.
From United Kingdom
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Could you also specify your role at work?
Thank you.
From United Kingdom
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Please try to find out the reasons why the employees are not coming in allotted shifts. Do share the same with us so that we can suggest accordingly. Alternatively, you can prepare a format for Intimation of Change in Shift Duty whereby the concerned employee and head of the department will sign the same and hand it in advance to the HR Department. Also, a copy should be handed over to the security gate for their information. Unless authorized by the Head of the Department in this format and without intimation in this regard in the format, don't allow the employees to change their shifts. Please communicate to all concerned departments that without intimation in the said format, changes in shift duty will not be considered. Please communicate the same to all heads and the top management as well. Please also prepare a policy and procedure for changes in shifts and get the same sanctioned by top management. Involve all concerned department members, departmental heads, and seek their approval.
You may also prepare a report reflecting the number of shifts changed by employees along with employee names in a particular month and send the same to the departmental head. Conduct meetings with the departmental members and heads to ascertain their issues to resolve the same.
Hope this helps.
Regards
From India, Mumbai
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You may also prepare a report reflecting the number of shifts changed by employees along with employee names in a particular month and send the same to the departmental head. Conduct meetings with the departmental members and heads to ascertain their issues to resolve the same.
Hope this helps.
Regards
From India, Mumbai
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I am working as an HR in a pharma company where 100 employees are in Production. Out of all, 40 employees are Asst. Officers/Officers Grade with 2 to 6 years of experience. As shifts are allotted, all are always trying to find reasons to skip shifts, and managers, as per their comfort, even if other employees are not ready to change shifts with any employee.
It is becoming increasingly difficult to manage all the people in the plant, which is causing work to suffer.
Regards,
Rashmi Kulkarni
From India, Jalgaon
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It is becoming increasingly difficult to manage all the people in the plant, which is causing work to suffer.
Regards,
Rashmi Kulkarni
From India, Jalgaon
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Also we have INTIMATION FOR CHANGE IN SHIFT DUTY form but no one ready to follow same.
From India, Jalgaon
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From India, Jalgaon
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Please conduct a meeting with all concerned members and heads to understand the reasons for their avoidance of the managers' shift. Once you have gathered this information, you can work on arriving at solutions accordingly. Additionally, please share with us the reasons for their resistance to following the assigned shift schedule.
Thank you.
Regards
From India, Mumbai
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Thank you.
Regards
From India, Mumbai
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You should always consider the adjustment period for employees. If you believe you have already given enough time for them to adjust, convene a meeting. During the meeting, ask employees to adhere to the new requirements or provide suggestions if they wish to propose changes that won't impact the company's needs.
From India, Bangalore
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From India, Bangalore
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Dear Rashmi Madam, If your company's employees are not coming for their allotted shifts, then you should do the following things:
1. Please discuss with your company's Recognized Union Bearers (if any) regarding the issue (Shift Problem, etc.).
2. Please talk to them about their problems concerning the above issue (through counseling and negotiation).
3. If the problem is not resolved, give them an oral warning, written warning, fine, etc. (as per the Standing Order/Certified Standing Order).
4. Please go through the proper channel.
Thank you.
Regards,
Ramdas V Pawar
From India, Pune
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1. Please discuss with your company's Recognized Union Bearers (if any) regarding the issue (Shift Problem, etc.).
2. Please talk to them about their problems concerning the above issue (through counseling and negotiation).
3. If the problem is not resolved, give them an oral warning, written warning, fine, etc. (as per the Standing Order/Certified Standing Order).
4. Please go through the proper channel.
Thank you.
Regards,
Ramdas V Pawar
From India, Pune
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Further to this, to curtail such practices, do not allow employees to attend shifts other than their allotted ones. Mark them as absent or as UAB (Unauthorized Absent) with prior communication, whichever is possible.
Regards
From India, Visakhapatnam
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Regards
From India, Visakhapatnam
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Dear Rashmi, you have stated that the change of shift is notified, but no one is ready to follow it. This includes the person who issued the changes, the management, and the bosses. That is exactly the problem. Hence, try to see the hidden agenda behind the actions of the bosses.
Regards,
Kannan
From India, Madras
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Regards,
Kannan
From India, Madras
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Dear Members, in order to solve some of the HR problems in manufacturing companies, please read the following. I hope it is informative and useful for P&A works.
Problem to certify attendance for salary
If you have any problem certifying attendance for salary due to employees not signing daily, not punching, being absent, on leave, OD, or co-off regularization, please read the below circular and issue it after correcting shift and other items as per your situation.
[HR&A] 25th Dec., 2018.
CIRCULAR
Subject: Shift timings - regularizing attendance, absence, leave, etc., for salary
All the employees of the company are hereby informed to make note of the following and comply with the below rules with effect from [date], 2019:
1. As our factory will be working in A, B, and General Shifts, all employees shall adhere to the following working hours:
- Shift A: Begins - 6 a.m., Ends - 2 p.m.
- Shift B: Begins - 2 p.m., Ends - 10 p.m.
- General Shift: Begins - 9 a.m., Ends - 6 p.m.
2. Every employee should record their presence daily in the attendance register as per their duty schedule mentioned above, immediately upon arrival at the factory and before starting their duty. They must also punch in time (on the punching machine at the factory/office entrance) before starting their duty. Out time shall be punched after ending the duty/while going out of the factory.
3. All employees are requested to mark their daily presence by putting a small initial only. Please do not put a signature. The signature of some employees stretching to others' columns is spoiling the register.
4. All employees must write the shift name (A, B, or G) below their initial.
5. If an employee has to go out of the factory during the 8-hour duty period, they should get an out pass/leave card from their superior, produce it to security/time office at the main gate, and record in and out time in the punching machine every time while leaving and entering the factory to record the total hours worked daily in the factory.
6. Both attendance register and punching reports will be the basis to certify attendance for salary, and hence, all employees must sign and punch as above without fail.
7. Employees must sign in the attendance register only if they have worked on that day. They shall not sign if they have not worked on any day. If their superior has permitted them to take a holiday on any Sunday, holiday, etc., they can write S for Sunday, H for holiday, and WO for weekly off, provided they have not attended duty on those days.
8. Employees shall not write or record leave, co-off, OD, etc., in the attendance register. Employees shall produce a sanctioned leave card, co-off application, OD form, etc., to the HR department, which will then record the same in the attendance register and regularize the absence.
9. All employees should regularize absence, weekly off, holidays, leave, co-off, OD, etc., within 2 days of not signing, ensuring no column is left blank as of the 30th/31st of the month. Please discuss with the HR manager if any absence is not regularized by the 30th/31st, failing which it will be treated as absent and will cause deduction of leave, salary, etc.
10. The HR department is authorized to put a red dot in blank columns, which would mean the employee has not attended duty on those days unless they regularize it with a leave card, medical certificate, co-off, OD slip, etc., as the case may be. Once a red dot is put, the employee shall not overwrite but discuss with the HR manager regarding regularizing the same.
11. No correction or representation regarding attendance/absence will be accepted after attendance is closed and given to accounts/bank for payment of salary. Hence, all employees are required to discuss with HRD regarding regularizing absence to avoid deduction of leave, salary, etc.
12. Employees, due to exigencies of work, when required to work by their superiors beyond duty hours, weekly off days, holidays, etc., should comply with the instructions, work, and enter in the extra work/co-off register kept for the purpose and get the signature of their superior in the register.
13. When the employee wants to take co-off for the extra work, they should enter the same in the co-off register and get the co-off application sanctioned by their superior and present it to the HRD before leaving the plant.
14. No employee shall sign for others, shall not make corrections or overwrite in the register. Employees shall take the register only for signing at the specified shift time. The HR manager is responsible for verifying and certifying attendance for salary and is the custodian of all HR registers, including the attendance register.
15. The HR department has to maintain the registers for several years for inspection by government authorities, auditors, etc., to check, verify, and certify attendance to pay salary, regularize leave, absence, etc. Hence, all employees are requested to cooperate to maintain and certify the attendance for salary and help the HR&A department keep the registers as per rules.
16. Any employee violating the above rules will be liable for disciplinary action.
17. The above rules will come into force with effect from 1st January 2019.
Managing Director / General Manager - HR & Admin.
Cc: to General Manager - Plant, All HODs, Notice Boards for information and compliance.
National & Festival Holidays Act - Dussehra, Diwali - Optional Holidays
As the New Year (January 2019) is fast approaching and the holidays list for 2019 is to be filed with L.I., F.I., before the end of December 2018, the HR department will be busy making the holidays list for 2019. The following points may be considered for the benefit of the company's P&A works.
Some companies declared 11 to 15 days of holidays for national and festival holidays in 2018, including the 5 national holidays (compulsory) as per the Karnataka Holidays (N&F) Act, 1963. Further, the remaining days are also declared as compulsory holidays, due to which all employees have to observe all festival holidays, though some do not want to, but have no option since the company has declared it compulsory. Whereas, they have to apply for leave to observe any of the following festivals which they or their family want to celebrate or to go to their/family place since the company has not included them in the declared festival holidays.
New Year Day, Makara Sankranti, Maha Shivarathri, Good Friday, Ayudha Pooja, Naraka Chaturdasi, Eid Milad, etc.
Hence, you can declare 5 national holidays compulsory plus some important festivals like Ugadi, Diwali, Ganesh Chaturthi, etc., so that employees will have an option to take other festivals (mentioned above) which they or their family want to celebrate or plan to go to their place with family, etc., for which they need not apply for leave. Adoption of optional holidays will help HODs to plan, deploy manpower for essential services, and grant holidays to needy employees in a staggered manner without increasing the number of declared holidays. It will also enable employees to celebrate the festivals they or their family want to and thus increase the morale of the employees.
Benefit to the company
Some HODs face manpower shortages to man essential services during festivals like Dussehra, Diwali when 3-4 holidays come at a time. Optional holidays will help continuous working of essential services (like production, operations and maintenance, utility, IT, HR&A, transport, canteen, OHC) which require uninterrupted works to ensure minimum manpower to man essential services as most employees do not observe all festivals at one time. So, when one set of employees takes a holiday, another set can work and vice-versa. Thus, HODs can plan minimum manpower for shift duty/maintain essential services by adjusting manpower to suit their needs and avoid work stoppage, overtime, etc., due to holidays (without increasing declared holidays or violating N&F Holidays Act).
To control and keep track of optional holidays, you have to adopt a leave card system to record the optional holidays availed by the employees in different departments/shifts, locations, and to ensure that employees take only the permitted number of optional festival holidays.
Karnataka Govt. released the holidays list for 2019. Holidays list for 2019 is prepared with optional holidays. If you have not yet finalized, please contact.
Leave Card (L.C) vs. Leave Application (L.A.) Form
Some companies are still using loose leave application forms for taking leave instead of adopting a leave card system. As the present leave application is loose and hundreds of such applications come to the HR department, seniors cannot check, keep track, compile, or tally with biometric data as can be checked with a single leave card. In case of discrepancy or complaint, checking old leave applications is difficult and will delay salary processing, etc. Since some employees will take leave 2-3 times in a month, the company has to print thousands of copies of leave applications every time, as against printing one leave card for one employee per year. Also, many leave applications are xeroxed due to urgency, increasing the cost. Leave cards save printing and xerox costs where a lot of employees work.
Many HODs cannot check hundreds of loose leave applications due to urgent works and hence certify attendance as put up by the staff. The important managerial work of HRD of checking/tallying attendance cannot be done or is ignored since HRD has not adopted the leave card system (Finance Dept. can check and tally all expenses accounts). One reason for not adopting the leave card system is many HR managers/GMs not knowing its utility for HRD.
Benefit of leave card to the company
In case of a leave card, since there will be only one card for every employee for one year, the leave card moves through the HODs, HRD, accounts, auditors, sanctioning authority-GM/MD throughout the year. It helps them to check and see the correctness of all leaves, especially PL as it is cash. This check itself will reduce discrepancies and lead to a qualitative change in the approach/attitude of all P&A officers to check the leave card when it comes to them (and every leave card must go to P&A officers to perform their managerial work of verification). It makes employees extra cautious and plan to take leave, unlike in the case of loose leave applications which only help to take and sanction leave but none to check. As the leave card is a manually entered card and checked by P&A, auditors, accounts, etc., it is accepted by all as authenticated and seniors rely on its correctness. Hence, the leave card helps to compute leave and make payroll and F.S. work fast.
Hence, by adopting the leave card system, HRD can avoid many blames. If you have not yet introduced the leave card, to start with, you may make it as under:
1. One side of the leave card to apply for leave
2. Backside, you can print leave rules so that in one card, you can get both the works done and you will have an effective and useful system in place for leave management.
- One card for one employee for one year.
After one year, keep the leave card in the personal file as a record to verify throughout their service, unlike the loose leave application which cannot be traced after the sanction of leave as it is not/cannot be kept in the personal file. Employees will know how often they are taking leave and plan their leave. HOD can caution, misuse/approve on a need basis.
As the CL, SL, PL of every employee will be mentioned in every leave card, employees, especially in production, operations and maintenance, essential services, etc., approaching the HR department frequently to know leave balance can be avoided. Also, HODs' time is not wasted to contact HRD to know leave balance to sanction leave to their employees.
The existing system of applying for leave online, punching, face reader biometric, etc., will continue. Only the leave application will be replaced with the leave card for several benefits for the company's P&A function.
Manpower Indent/Requisition - M.P.I./R. Form
Recruitment work starts when the user department (i.e., department which requires/indents employees for a job) sends MPIF/R.F. + JD to the HR department. MPI is the first process of recruitment. But when some technical HODs require candidates with specific qualifications, experience of different types of machines like CNG, steel plant, power, chemical, electronics, software/hardware, precision type, etc., the indenting form should be designed suitably. My single sheet form is designed to indent such posts. It has many columns for HOD to fill like specific experience, qualification, type/nature of job, etc. Reason for recruitment - resignation, excess work, new machine, etc. HOD after filling and approval by unit head, send to HR department, HRD to compare MP application with MP planning and succession planning statements to check internal candidates. If no suitable match, take MD's approval and start the recruitment process.
Existing company application/bio-data form not providing important details of all employees, family, dependents, nominee, person to contact in emergency to update/furnish details in statutory returns to F.I., L.I., P.F.I., ESI, IT, PT, Bank, HRIS, etc.
Hence, many HR managers face problems to give personal details to GM/MD, government officers, etc., as the following current information is missing:
1. No present address to send notice to X
2. Mobile number changed and unable to contact X
3. No nominee's details or details of person to contact in emergency to notify accident, etc.
4. No nominee's details to send payment of deceased X
5. No details of marriage/family, children, dependents
6. No details of Aadhar, PAN card for PF, ESI, I.Tax, etc.
7. No details of latest additional qualification, etc., to review career growth, special increment, etc.
8. No bank account number, IFC code, etc., to send F.S./payment
As the above information has changed after joining/giving the first bio-data 5-8 years ago, please print a new application/bio-data form, make all employees fill and submit with supporting documents to update statutory returns, PF, ESI, HRIS, personal files, etc.
(My new bio-data form will help you to collect all such information, 60 points. Some companies adopted them as their company application had less than 20 points. Please check the number of points in your company's application form).
(As per new PF and ESI notifications (PF Form-11 to replace earlier Form 2 and Form 13), companies have to collect and provide all employees' personal details plus their family, dependents, nominee plus Aadhar, PAN card, bank account details, etc., and to keep in personal files to show to officials to get benefits to employees in critical times. Report says; out of 10+ crores PF members, 1+ crores members' name, DOB, initial, father, nominee names vary due to which many employees/officers suffer to get PF loan, transfer, settlement, pension, etc. Also, there is a problem to get ESI benefit, making HR manager's work a most challenging job.
Absence of recruitment-interview procedures - manpower indent, interview conducting, selection, application for appointment, etc., causes problems between HR manager, HODs & GM, MD regarding selection, fixing designation, grade, salary, etc.
My single format for interview evaluation, selection, application for appointment, will solve all problems of recruitment, selection, appointment, fixing designation, grade, salary, etc.
Induction process; the first impression, confidence building, sharing tool; between new recruitees, company, HODs & reporting officers do not exist.
Joining, welcoming, introducing formalities; providing basic information, facilities, etc., to the new recruitee are essential to create a sense of belonging/retaining, career growth, etc.
Absence of proper forms, rules to pay, regulate advance, loan, expenses, OD, TA, co-off, PL encashment, MB, etc., affects administration of P&A works.
A uniform policy, forms will reduce writing works and save precious time of officers, employees and facilitate fast working of P&A and accounts department.
Absence of updated form for PA, JD, discipline to assess employees' performance to give designation, promotion, increment; can lead to grievances, attrition, dissatisfaction, problems to HR managers to administer P&A works.
Absence of asset damage/breakage/injury reporting system, forms: assets registering of costly items like laptop, mobile, instruments, tools, movement systems, employment injury; can result in loss to company, delay to claim insurance/settle payment, etc.
Resignation acceptance, no due/clearance certificate, relieving & final settlement - no proper form/system after HOD sends resignation letter to HR.
No feedback to the person, HOD, etc., from HRD regarding resignation acceptance, no due/clearance certificate, exit interview, F.S., etc., to regularize separation.
Absent notification form - A.N.F.
Absenteeism is common in some of the labor-intensive companies and it can become an issue if not dealt with promptly. HRD is blamed for laxity.
Question: When X in production department absents, whether HR or production department to initiate action?
HR to take action against erring employee only when concerned HOD sends A.N.F. to him. Proper disciplinary procedures, rules to be followed for AOS lest; court will nullify termination as void. The above form helps to report and initiate action for absenteeism. A circular and ANF form to be sent to all HODs to monitor, report absenteeism and to initiate disciplinary action.
Why standing orders (S.O.) - I.D. Act - Issues
A certified standing orders under Industrial Employment (S.O) Act empowers the company to take disciplinary action against its erring employees for violating terms and conditions in S.O. BUT; the company cannot punish employees for acts not included in S.O. - SUPREME COURT. Company suspends, terminates employees leading to litigation, grievance; damaging company reputation; besides wasting company's time and money. Termination without enquiry/natural justice, etc., is illegal and court can reinstate such employees. S.O. Act obliges companies with 50+ employees to adopt S.O. to regulate employment conditions, master-servant relation - to be certified by DLC and displayed for information and compliance by company and all employees.
Important dos, don'ts, duties of employees, misconducts for which employees are liable for disciplinary action - 80 points. Important terms and conditions in appointment order - for skilled employees - 30, supervisors and above - 40. Please include important acts/conducts in S.O. and A.O., and follow procedures of natural justice to make company's action legal.
Every HR manager must have all important HR acts, systems, rules, forms to administer HR works efficiently, effectively, and professionally; as HR manager is answerable to F.I., L.I., PFI, Pension, ESI, Gratuity, PT, other government officers, auditors, HODs, GM/MD, employees, etc., and he has to solve all employees' problems; keep records in personal files for future reference during the life of employee and company itself.
I can provide all updated, ready-to-use HR systems, rules, forms with videos, ppt, etc., and assist you to introduce and implement them.
Thanking you and awaiting to hear from you.
With Kind Regards,
C.N. Khan, HR & Management Consultant (Ex-AGM-HR&A).
[Phone Number Removed For Privacy-Reasons] - [Email Removed For Privacy Reasons]
SANDUR / HOSPET, BENGALURU
Ex-Member, NIPM, Calcutta, Ex-Tr.Member, I.I.M., Bengaluru.
Languages known: Kannada, Tamil, Telugu + Hindi & English
From India, Mumbai
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Problem to certify attendance for salary
If you have any problem certifying attendance for salary due to employees not signing daily, not punching, being absent, on leave, OD, or co-off regularization, please read the below circular and issue it after correcting shift and other items as per your situation.
[HR&A] 25th Dec., 2018.
CIRCULAR
Subject: Shift timings - regularizing attendance, absence, leave, etc., for salary
All the employees of the company are hereby informed to make note of the following and comply with the below rules with effect from [date], 2019:
1. As our factory will be working in A, B, and General Shifts, all employees shall adhere to the following working hours:
- Shift A: Begins - 6 a.m., Ends - 2 p.m.
- Shift B: Begins - 2 p.m., Ends - 10 p.m.
- General Shift: Begins - 9 a.m., Ends - 6 p.m.
2. Every employee should record their presence daily in the attendance register as per their duty schedule mentioned above, immediately upon arrival at the factory and before starting their duty. They must also punch in time (on the punching machine at the factory/office entrance) before starting their duty. Out time shall be punched after ending the duty/while going out of the factory.
3. All employees are requested to mark their daily presence by putting a small initial only. Please do not put a signature. The signature of some employees stretching to others' columns is spoiling the register.
4. All employees must write the shift name (A, B, or G) below their initial.
5. If an employee has to go out of the factory during the 8-hour duty period, they should get an out pass/leave card from their superior, produce it to security/time office at the main gate, and record in and out time in the punching machine every time while leaving and entering the factory to record the total hours worked daily in the factory.
6. Both attendance register and punching reports will be the basis to certify attendance for salary, and hence, all employees must sign and punch as above without fail.
7. Employees must sign in the attendance register only if they have worked on that day. They shall not sign if they have not worked on any day. If their superior has permitted them to take a holiday on any Sunday, holiday, etc., they can write S for Sunday, H for holiday, and WO for weekly off, provided they have not attended duty on those days.
8. Employees shall not write or record leave, co-off, OD, etc., in the attendance register. Employees shall produce a sanctioned leave card, co-off application, OD form, etc., to the HR department, which will then record the same in the attendance register and regularize the absence.
9. All employees should regularize absence, weekly off, holidays, leave, co-off, OD, etc., within 2 days of not signing, ensuring no column is left blank as of the 30th/31st of the month. Please discuss with the HR manager if any absence is not regularized by the 30th/31st, failing which it will be treated as absent and will cause deduction of leave, salary, etc.
10. The HR department is authorized to put a red dot in blank columns, which would mean the employee has not attended duty on those days unless they regularize it with a leave card, medical certificate, co-off, OD slip, etc., as the case may be. Once a red dot is put, the employee shall not overwrite but discuss with the HR manager regarding regularizing the same.
11. No correction or representation regarding attendance/absence will be accepted after attendance is closed and given to accounts/bank for payment of salary. Hence, all employees are required to discuss with HRD regarding regularizing absence to avoid deduction of leave, salary, etc.
12. Employees, due to exigencies of work, when required to work by their superiors beyond duty hours, weekly off days, holidays, etc., should comply with the instructions, work, and enter in the extra work/co-off register kept for the purpose and get the signature of their superior in the register.
13. When the employee wants to take co-off for the extra work, they should enter the same in the co-off register and get the co-off application sanctioned by their superior and present it to the HRD before leaving the plant.
14. No employee shall sign for others, shall not make corrections or overwrite in the register. Employees shall take the register only for signing at the specified shift time. The HR manager is responsible for verifying and certifying attendance for salary and is the custodian of all HR registers, including the attendance register.
15. The HR department has to maintain the registers for several years for inspection by government authorities, auditors, etc., to check, verify, and certify attendance to pay salary, regularize leave, absence, etc. Hence, all employees are requested to cooperate to maintain and certify the attendance for salary and help the HR&A department keep the registers as per rules.
16. Any employee violating the above rules will be liable for disciplinary action.
17. The above rules will come into force with effect from 1st January 2019.
Managing Director / General Manager - HR & Admin.
Cc: to General Manager - Plant, All HODs, Notice Boards for information and compliance.
National & Festival Holidays Act - Dussehra, Diwali - Optional Holidays
As the New Year (January 2019) is fast approaching and the holidays list for 2019 is to be filed with L.I., F.I., before the end of December 2018, the HR department will be busy making the holidays list for 2019. The following points may be considered for the benefit of the company's P&A works.
Some companies declared 11 to 15 days of holidays for national and festival holidays in 2018, including the 5 national holidays (compulsory) as per the Karnataka Holidays (N&F) Act, 1963. Further, the remaining days are also declared as compulsory holidays, due to which all employees have to observe all festival holidays, though some do not want to, but have no option since the company has declared it compulsory. Whereas, they have to apply for leave to observe any of the following festivals which they or their family want to celebrate or to go to their/family place since the company has not included them in the declared festival holidays.
New Year Day, Makara Sankranti, Maha Shivarathri, Good Friday, Ayudha Pooja, Naraka Chaturdasi, Eid Milad, etc.
Hence, you can declare 5 national holidays compulsory plus some important festivals like Ugadi, Diwali, Ganesh Chaturthi, etc., so that employees will have an option to take other festivals (mentioned above) which they or their family want to celebrate or plan to go to their place with family, etc., for which they need not apply for leave. Adoption of optional holidays will help HODs to plan, deploy manpower for essential services, and grant holidays to needy employees in a staggered manner without increasing the number of declared holidays. It will also enable employees to celebrate the festivals they or their family want to and thus increase the morale of the employees.
Benefit to the company
Some HODs face manpower shortages to man essential services during festivals like Dussehra, Diwali when 3-4 holidays come at a time. Optional holidays will help continuous working of essential services (like production, operations and maintenance, utility, IT, HR&A, transport, canteen, OHC) which require uninterrupted works to ensure minimum manpower to man essential services as most employees do not observe all festivals at one time. So, when one set of employees takes a holiday, another set can work and vice-versa. Thus, HODs can plan minimum manpower for shift duty/maintain essential services by adjusting manpower to suit their needs and avoid work stoppage, overtime, etc., due to holidays (without increasing declared holidays or violating N&F Holidays Act).
To control and keep track of optional holidays, you have to adopt a leave card system to record the optional holidays availed by the employees in different departments/shifts, locations, and to ensure that employees take only the permitted number of optional festival holidays.
Karnataka Govt. released the holidays list for 2019. Holidays list for 2019 is prepared with optional holidays. If you have not yet finalized, please contact.
Leave Card (L.C) vs. Leave Application (L.A.) Form
Some companies are still using loose leave application forms for taking leave instead of adopting a leave card system. As the present leave application is loose and hundreds of such applications come to the HR department, seniors cannot check, keep track, compile, or tally with biometric data as can be checked with a single leave card. In case of discrepancy or complaint, checking old leave applications is difficult and will delay salary processing, etc. Since some employees will take leave 2-3 times in a month, the company has to print thousands of copies of leave applications every time, as against printing one leave card for one employee per year. Also, many leave applications are xeroxed due to urgency, increasing the cost. Leave cards save printing and xerox costs where a lot of employees work.
Many HODs cannot check hundreds of loose leave applications due to urgent works and hence certify attendance as put up by the staff. The important managerial work of HRD of checking/tallying attendance cannot be done or is ignored since HRD has not adopted the leave card system (Finance Dept. can check and tally all expenses accounts). One reason for not adopting the leave card system is many HR managers/GMs not knowing its utility for HRD.
Benefit of leave card to the company
In case of a leave card, since there will be only one card for every employee for one year, the leave card moves through the HODs, HRD, accounts, auditors, sanctioning authority-GM/MD throughout the year. It helps them to check and see the correctness of all leaves, especially PL as it is cash. This check itself will reduce discrepancies and lead to a qualitative change in the approach/attitude of all P&A officers to check the leave card when it comes to them (and every leave card must go to P&A officers to perform their managerial work of verification). It makes employees extra cautious and plan to take leave, unlike in the case of loose leave applications which only help to take and sanction leave but none to check. As the leave card is a manually entered card and checked by P&A, auditors, accounts, etc., it is accepted by all as authenticated and seniors rely on its correctness. Hence, the leave card helps to compute leave and make payroll and F.S. work fast.
Hence, by adopting the leave card system, HRD can avoid many blames. If you have not yet introduced the leave card, to start with, you may make it as under:
1. One side of the leave card to apply for leave
2. Backside, you can print leave rules so that in one card, you can get both the works done and you will have an effective and useful system in place for leave management.
- One card for one employee for one year.
After one year, keep the leave card in the personal file as a record to verify throughout their service, unlike the loose leave application which cannot be traced after the sanction of leave as it is not/cannot be kept in the personal file. Employees will know how often they are taking leave and plan their leave. HOD can caution, misuse/approve on a need basis.
As the CL, SL, PL of every employee will be mentioned in every leave card, employees, especially in production, operations and maintenance, essential services, etc., approaching the HR department frequently to know leave balance can be avoided. Also, HODs' time is not wasted to contact HRD to know leave balance to sanction leave to their employees.
The existing system of applying for leave online, punching, face reader biometric, etc., will continue. Only the leave application will be replaced with the leave card for several benefits for the company's P&A function.
Manpower Indent/Requisition - M.P.I./R. Form
Recruitment work starts when the user department (i.e., department which requires/indents employees for a job) sends MPIF/R.F. + JD to the HR department. MPI is the first process of recruitment. But when some technical HODs require candidates with specific qualifications, experience of different types of machines like CNG, steel plant, power, chemical, electronics, software/hardware, precision type, etc., the indenting form should be designed suitably. My single sheet form is designed to indent such posts. It has many columns for HOD to fill like specific experience, qualification, type/nature of job, etc. Reason for recruitment - resignation, excess work, new machine, etc. HOD after filling and approval by unit head, send to HR department, HRD to compare MP application with MP planning and succession planning statements to check internal candidates. If no suitable match, take MD's approval and start the recruitment process.
Existing company application/bio-data form not providing important details of all employees, family, dependents, nominee, person to contact in emergency to update/furnish details in statutory returns to F.I., L.I., P.F.I., ESI, IT, PT, Bank, HRIS, etc.
Hence, many HR managers face problems to give personal details to GM/MD, government officers, etc., as the following current information is missing:
1. No present address to send notice to X
2. Mobile number changed and unable to contact X
3. No nominee's details or details of person to contact in emergency to notify accident, etc.
4. No nominee's details to send payment of deceased X
5. No details of marriage/family, children, dependents
6. No details of Aadhar, PAN card for PF, ESI, I.Tax, etc.
7. No details of latest additional qualification, etc., to review career growth, special increment, etc.
8. No bank account number, IFC code, etc., to send F.S./payment
As the above information has changed after joining/giving the first bio-data 5-8 years ago, please print a new application/bio-data form, make all employees fill and submit with supporting documents to update statutory returns, PF, ESI, HRIS, personal files, etc.
(My new bio-data form will help you to collect all such information, 60 points. Some companies adopted them as their company application had less than 20 points. Please check the number of points in your company's application form).
(As per new PF and ESI notifications (PF Form-11 to replace earlier Form 2 and Form 13), companies have to collect and provide all employees' personal details plus their family, dependents, nominee plus Aadhar, PAN card, bank account details, etc., and to keep in personal files to show to officials to get benefits to employees in critical times. Report says; out of 10+ crores PF members, 1+ crores members' name, DOB, initial, father, nominee names vary due to which many employees/officers suffer to get PF loan, transfer, settlement, pension, etc. Also, there is a problem to get ESI benefit, making HR manager's work a most challenging job.
Absence of recruitment-interview procedures - manpower indent, interview conducting, selection, application for appointment, etc., causes problems between HR manager, HODs & GM, MD regarding selection, fixing designation, grade, salary, etc.
My single format for interview evaluation, selection, application for appointment, will solve all problems of recruitment, selection, appointment, fixing designation, grade, salary, etc.
Induction process; the first impression, confidence building, sharing tool; between new recruitees, company, HODs & reporting officers do not exist.
Joining, welcoming, introducing formalities; providing basic information, facilities, etc., to the new recruitee are essential to create a sense of belonging/retaining, career growth, etc.
Absence of proper forms, rules to pay, regulate advance, loan, expenses, OD, TA, co-off, PL encashment, MB, etc., affects administration of P&A works.
A uniform policy, forms will reduce writing works and save precious time of officers, employees and facilitate fast working of P&A and accounts department.
Absence of updated form for PA, JD, discipline to assess employees' performance to give designation, promotion, increment; can lead to grievances, attrition, dissatisfaction, problems to HR managers to administer P&A works.
Absence of asset damage/breakage/injury reporting system, forms: assets registering of costly items like laptop, mobile, instruments, tools, movement systems, employment injury; can result in loss to company, delay to claim insurance/settle payment, etc.
Resignation acceptance, no due/clearance certificate, relieving & final settlement - no proper form/system after HOD sends resignation letter to HR.
No feedback to the person, HOD, etc., from HRD regarding resignation acceptance, no due/clearance certificate, exit interview, F.S., etc., to regularize separation.
Absent notification form - A.N.F.
Absenteeism is common in some of the labor-intensive companies and it can become an issue if not dealt with promptly. HRD is blamed for laxity.
Question: When X in production department absents, whether HR or production department to initiate action?
HR to take action against erring employee only when concerned HOD sends A.N.F. to him. Proper disciplinary procedures, rules to be followed for AOS lest; court will nullify termination as void. The above form helps to report and initiate action for absenteeism. A circular and ANF form to be sent to all HODs to monitor, report absenteeism and to initiate disciplinary action.
Why standing orders (S.O.) - I.D. Act - Issues
A certified standing orders under Industrial Employment (S.O) Act empowers the company to take disciplinary action against its erring employees for violating terms and conditions in S.O. BUT; the company cannot punish employees for acts not included in S.O. - SUPREME COURT. Company suspends, terminates employees leading to litigation, grievance; damaging company reputation; besides wasting company's time and money. Termination without enquiry/natural justice, etc., is illegal and court can reinstate such employees. S.O. Act obliges companies with 50+ employees to adopt S.O. to regulate employment conditions, master-servant relation - to be certified by DLC and displayed for information and compliance by company and all employees.
Important dos, don'ts, duties of employees, misconducts for which employees are liable for disciplinary action - 80 points. Important terms and conditions in appointment order - for skilled employees - 30, supervisors and above - 40. Please include important acts/conducts in S.O. and A.O., and follow procedures of natural justice to make company's action legal.
Every HR manager must have all important HR acts, systems, rules, forms to administer HR works efficiently, effectively, and professionally; as HR manager is answerable to F.I., L.I., PFI, Pension, ESI, Gratuity, PT, other government officers, auditors, HODs, GM/MD, employees, etc., and he has to solve all employees' problems; keep records in personal files for future reference during the life of employee and company itself.
I can provide all updated, ready-to-use HR systems, rules, forms with videos, ppt, etc., and assist you to introduce and implement them.
Thanking you and awaiting to hear from you.
With Kind Regards,
C.N. Khan, HR & Management Consultant (Ex-AGM-HR&A).
[Phone Number Removed For Privacy-Reasons] - [Email Removed For Privacy Reasons]
SANDUR / HOSPET, BENGALURU
Ex-Member, NIPM, Calcutta, Ex-Tr.Member, I.I.M., Bengaluru.
Languages known: Kannada, Tamil, Telugu + Hindi & English
From India, Mumbai
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Employee attendance tracker1.xls
Employee Monthly Attendance.zip