Rkn61
Hr Manager
INNOVATIVEHRSOLUTION
Identifying Innovative Area Of Talent In
Leolingham2000
Management Consultant
Sbmishra1979
Deputy Manager Hr
Lalit Dubey
Traning & Development
+4 Others

Dear Seniors, plz help me i am newly join hr department ,i am a first person the hr department ,how to starts hr works first ,which type of files maintain ,plz plz help me.
Company details,
Employees-85 nos
manufacuring cnc sheet metal ,ups ports.
3 shifts is thier
Thanks, Susheeladayanand
17th March 2014 From India, Bangalore
#Anonymous
Good.,
please inform about yourself.,
If you are a professional Degree in HR and having experience creating hr department is not a problem.
Categorized the basic functions like time office works, welfare works, personnel works, and hr works. yours strength is 85 so a single persons can able to handle initial setup.
your first step is get details about the man power and categorized into contract, skilled, unskilled, apprentices, probation, conformed, staffs etc., consult with your management for statutory benefits and legal complaisance to them.
monitor and decide the shit times, maintain attendance, overtime registers.
monitor the welfare activities that are in practice.
Go through the labour laws and maintain the registers and record as per laws.
these are the basic for hr functions.
regards
thangaveluchinnathambi
18th March 2014 From India, Chennai
Dear Mr.Susheel,
You are a lucky person, as you got a challenging job - setting up of HR department.
First, try to concentrate on employees data base. Prepare and maintain individual personal file
for each employee. Also ask your management to instal an employee data base software
(Emptrack- is a good software.). Remember, just as a hospital maintain medical records of patients
which shows their medical history, an HR rep should maintain personal records of each employee
which should show their personal and career history.
With best wishes
R K Nair
18th March 2014 From India, Aizawl
dear Susheel
Initially, i should congratulate you about your position, being a HR personnel is a challenge especially being new to introduce a department since it needs you to be so keen in preparing the human resources manual which will be your guiding tool for your management. then you can prepare guidance and procedures for your staffs for daily use, consider to get your country's labor laws for organizations/institutes etc. prepare the general forms for annual leave, sick leave, maternity/paternity leave, holiday leave etc. Also you can then harmonize your employees files and keep each record for them, herewith i attach a sample of a human resource manual for your review in preparing your style in management.
kind regards.
pytah
21st March 2014 From Tanzania

Attached Files
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File Type: doc PREAMBLE - SEMA - APR 2013.doc (655.0 KB, 324 views)

Great! That's a big opportunity for you but remember it's also a big responsibility. You can start by maintaining the records of all employees. Then you can identify what should be updated and done first.
By the way, I also need you all your help. I was assigned to generate and issue new employee numbers. Our company is a group of companies so it has different divisions. I already had an idea regarding the employee number, however, there is this situation wherein the employee number indicates the division of the employee but what if the employee was transfer to other division, are we going to issue another employee number or remain the same?
For example:
Employee A in XYZ Division
Current emp id : XYZ-08-02-2013-001
Transferred to ABC Division on January 5, 2014.
Looking forward for your suggestions. Thank you!
21st March 2014 From Philippines
Dear Susheel,
Congrats on your new job and which is the world's most fantastic and challenging too....just keep one thing in mind 'anything you construct the SKELETON' is the main part'. Do it skeleton first as R K Nair said in his post...b'coz b4 u get in2 work u sud know the person u r talking to...ins and outs of a person so only you can predict what the person is going to say or act to your sayings....in no way you can show your attitude on them, b'coz the department u r in is to handle people with problems only...unless u know the person then it will become a mess....once the skeleton is done then you can add on flesh to that and it will be much easier to you...hand does certain jobs and legs ....like all the parts of the body similarly you will find the different department within yourself and would be fascinating to do....hope you got my point...al d best...
Cheers
21st March 2014 From India, Bhubaneswar
Dear Mr. Shusheel,
Congr8s to get an opportunity to starting a challenging job, above information & suggestion are enough to prepare a basic planing now you should summarize all suggestions & make a goal accordingly.
As a new environment is around you first think how you will involve & interact employees with you .
Best of luck,,,,,
Lalit

24th March 2014 From India, Bhopal
It should be Another Emp no , Else you will not be able to categorize. Best way will be to Terminate the existing Emp and and reissue a new Emp Id of diff division ( mention in the termination as Transfer ) :)

24th March 2014 From India, Bangalore
Hi
Congratulations for a great assignment...
Ideally you can start from
Designing Organisation Structure---> Creation of Departments ----> Assigning Role -----> Job Description of Each Role ------> KRA/KPI of each role.
Ideally this would be the initial procedure to start HR in any new organisation.
please feel free to get in touch in case if you are looking for any further understanding.
Thanks & Regards,
Nilesh Sachdev

25th March 2014 From India, Mumbai
Dear All, Pls share me if any Process Chart for getting the Factory License from the starting point of initial construction.
26th March 2014 From India, Raipur
1. Pre-Recruitment Process

a. Receipt of requirement of manpower from various department heads.

b. Scutinise them and take approval from concerned authorities if the post is new.

c. Prepare a recruitment budget and CTC for the employee and take approval.

d. Select the appropriate Recruitment process.

2. Recruitment Process

a. Prepare Advertisements etc for the recruitment.

b. Scrutinise and shortlist the applications received.

c. Send interview call letters/mails as required.

d. Conduct Interviews through panels.

e. Preparation of offer letters as required.

3. Joining Formalities:

a. Administrating Joining formalities.

b. Pre Employment Reference checks.

c. Preparation of Appointment Advice and intimating the same to other departments.

d. Preparing and entering new hire paperwork.

e. Co ordinating to get Employee ID Cards.

f. Handing over the New hire to the concerned HOD/Manager.

g. Preparation of Job Profiles co ordination with HOD/Managers for new posts.

4. Employee Personal File Maintenance:

a. Opening new file and Closing the Resigned employee’s File.

b. Make sure all Employee files are maintained safely with care.

c. Make sure all personal records are available in the files.

d. Periodic Personal File Auditing.

5. Employee Data Base:

a. Keeping Track of Knowledge Management Software.

b. Maintenance of HRIS.

6. Confirmation Formalities:

a. Intimating the concerned HOD/Manager about the due dates for confirmation.

b. Conducting Confirmation Appraisals.

c. Co ordinating for Skill Gap Analysis.

d. Co ordinating to set Quality Objectives for each job profile.

e. Ensuring updation of the existing Job Profiles.

f. Processing the Confirmation.

7. ISO Compliance:

a. Ensuring all the updation of the ISO documentation and HR Formats.

b. Learning and enforcing Standard Operating Procedures (SOP).

c. Facing the Internal and External Audits, accountable to enforce the correctional actions.

8. Statutory Compliance:

a. Handling PF and ESI formalities and co ordinating with other departments.

b. Handling Apprentice Training, Submitting Periodic Returns to Board.

c. Submitting other returns to the labour Department as per Shops and establishment Act.

9. Training And Development:

a. Conducting Induction Training for new hires.

b. Training Need Analysis based on Skill Gap Analysis, Appraisal Feedback and suggestions.

c. Co ordinating External and Internal Training Programs.

d. Maintaining Training Records.

e. Analysis of Training Feedback.

10. Performance Appraisal:

a. Prepared the new Appraisal Form.

b. Educated employees about self-appraisal.

c. Provided inputs to HOD’s for Appraisals.

d. Prepared Appraisal Letters.

11. Employee Relation:

a. Having formal and Informal counselling with employees.

b. Prepared Event Calendar of monthly recreation to motivate employees.

c. Handling Corporate Medical Insurance.

d. Processing required letters on employee’s request.

12. Report Generation:

a. Generating and analyzing Employee Attrition Reports, Training Evaluation, and Manpower Status.

b. Weekly and monthly recruitment reports

c. Report generation of Pre appraisal, Appraisal and Post Appraisals.

d. Salary Details Reports to Accounts Department.

e. Reports as per the HOD’s request.

13. Exit Formalities:

a. Administering Exit paper work including all Statutory requirements.

b. Conducting Exit Interviews.

c. Preparing Exit Interview Summary.

d. Giving post employment reference for relieved employees.

e. Processing File to Accounts Department for final settlement.

ACTIVITIES OF HR DEPT

STRATEGIC

ORGANISATION DEVELOPMENT

• Organization Mission / Vision, Business Goals, Strategy

• Organization Life Cycle Stage

• Organization Competency Identification (Key Competencies Required)

ό Competency Dictionary - Definitions

ό Proficiency Levels Defined

ό Existing Organization Competency Assessment

ό Existing Proficiency Levels

ό Competency Prioritization

ό GAP Analysis

o Competency Map (Employee Ratings, Observed / Desired / Gaps)

ό Employee Prioritization for Competency Development

ό Competency Development Program

• Competency Mapping Industry/Competitor Analysis

PERFORMANCE MANAGEMENT

STRATEGIC

ό Performance Management & Review Mechanism

ό Key Result Areas

• Key Performance Indicators (Highest / Ideal Performance Expected)

• ό Key Deliverables (Role Definition)

ό Competence Required

ό Position Descriptions Mapping across Organization

ό Performance Agreement

ό Goals / Objectives

ό Key Deliverables (Role Definition)

PROFESSIONAL & ADMINISTRATIVE

• Performance & Potential Evaluation

• ό Goals / Objectives (Previous Year)

ό Key Deliverables Assessment (3m,6m,9m,Yrly.)

ό Developmental Deliverables Assessment (3m,6m,9m,Yrly.)

ό Shortfalls in Deliverables Achievements

ό Significant Achievements

ό Strengths & Weaknesses

ό Competency Ratings (Managerial/Behavioral/Functional)

ό Trainings Received / Required Analysis

ό Performance Scores (Deliverables & Competencies Ratings)

ό Final Performance Ratings

ό Miscellaneous Discussions

ό Recommendations

• Rewards & Recognitions - What is to be Rewarded/Awarded ?

ό Overall Performance

ό Critical Performance

ό Spot Performance

ό Personality Growth

ό Loyalty Recognition

ό 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

ό Candidate Specification

ό Experience Specification (Mandatory/Preferred)

ό Key Performance Indicators (Highest / Ideal Performance Expected)

ό Key Deliverables (Role Definition)

ό Competence Required

PROFESSIONAL & ADMINISTRATIVE

• Sources of Manpower (External)

ό Placement Consultants

ό Job sites

ό Advertisements

ό Campus Recruitment

ό Employee Referrals

ό Head Hunting

ό Networking

ό 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)

ό Competency Development Programme.

• Behavioural & Functional

ό Skill Development Programme

ό 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

• Oganisation’s philosophy & values

• Work Culture

• Best HR practices / Policy

• Grievance Management Process

PROFESSIONAL & ADMINISTRATIVE

• Employee Communication – formal & informal

ό Notice Boards

ό Intranet

ό Emails

ό Circulars

ό Inter Dept meetings

ό Dept Meetings

ό Staff Meetings

ό Suggestion Scheme

ό 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)

ό Company Presentations

ό Key Personnel Meetings

ό 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

=============

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.
26th March 2014 From India, Mumbai
You start work from set up personal file of all staffs and then make departmental wise manpower report, Make a list of all staff with department wise,
26th March 2014 From India, Gwalior
Dear Susheel,
Congratulations for your new assignment, I know its very tough to setup any department and Hr department has a vast role and responsibility, but at the same time it is not impossible take it as a challenge.I faced the same problem when i joined my first HR Job but, time passes and now everything is in my control .
First you prepare your organization Organogram. Than you collect employees information from different departments. Once you collect employees information regarding there work , than you can make JD for employees than it is easy to make Employee Handbook. Do step by step exercise.
Regards
SWETA SATYAM
HR
27th March 2014 From India, Mumbai
Indeed, It is a very challenging job that you have got. First of all, prepare the files of employees, includes, their date of joining, contractual and permanent employees, terms and conditions they are hired on, joining dates, their work and career history, if they are not available develop a details form to get the details, employee numbers, they keep the company card etc. Know your employees first, try to fill the basic area first, also the attendance management system is very important.
The basic and major areas would be:
The work stations,
Job Description
Person Specifications
Hierarchy of the company
Designations
Hiring Firing
Performance Appraisals
Leave management
Employee record keeping
Let them know the importance of having an HR dept in the company by taking relevant responsibilities.
27th March 2014 From Pakistan, Karachi
Also Work on developing an HR manual that includes selection and recruitment process Probation, Inductions etc
27th March 2014 From Pakistan, Karachi
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