Hi .Alpanaji, 2.2.17. ..
Thanks for your query in CiteHR- Reg. HR Policies- Congrats; u got a chance to setup HRD. 100s of Works/Steps are there to setup HRD . No one solution can solve several existing HR problems/ issues/Systems u may have/U face.
It depends upon the type of Co.,Mfg., Estt., MígmntísVision, no. of Depts.,employees & varies from Co. to Co.
==== Abbreviations used to reduce space.
I am an Ex AGM-HR&Adm.with 35+ yrs.exp.in HR,IR,LEGAL, & Admn., Works of 7 Mfg. Cos.- Steel Plants, Power, Chemical , Electronics Plants & Mines ( 2000 + CL). Due to sudden CLOSURE of our STEEL PLANT , I developed /Started H.R.Consultancy and I am providing Consultancy for past 5 yrs.for H.R. Management ( Recruitment to Separation - Soft Copy- for all HR Jobs for easy Adoption).
I hope; some of the below Systems, Rules will be helpful for your P&A works.
HRM to make Leave Rules keeping Co.ís interest, Complying Factories, S&CE.Act as the case may be, Emplís interest & similar Cos. in the area as it may affect Cos.reputation, employees morale & retention.
I CAN provide ALL Rules+ Forms for
all types of LEAVES- SHORT & LONG LEAVE,
W-Off, Extra Work, Co-Off Rules, Appn.& Regr
M.B. Rules, Appn. & Pay Forms,
P.L. Rules, Appn.to Encash & Pay - Forms
Most emplís try to save Leave (& he must save since that is what he get - as Encashment when he leave job).
When the emplyí suddenly go due to urgency & return after 3-4 days, How to adjust/save his W-O?
Today, HRM is blamed for Not making Rules; though all Rules exist to take care of Co. & workers interest.
1. LEAVE CARD/ RECORD (L.C) FORM:
Some Cos. still use Leave Appn.-(LA)Loose Forms to take Leave every time: As LA is loose, difficulty to Check, Account, Store, keep track; to make Monthly Salary besides Saving PAPER & Printing Cost/WASTE where hundreds of emplís work.
On Checking 500 entries of Bio-metric Attendance in Big Cos., 20 LA was missing. As LA is loose, Seniors donít get time to check each loose LA & so, Co.pay wages as Certified by Staff though empls. took leave. Hence,
You can PRINT & Use LEAVE CARD (LC)-RECORD & Stop LA:. LC is handy, Seniors can always Check, Find No.of times, days Leave taken; to Calculate Monthly CL, SL,PL/EL to make Salary. LC/RECORD is Statutory. It cannot be manipulated like Loose LA.
1 Card for 1 Employee for 1 year.
You can introduce LC in Jan.2017. After one year, keep old LC- in Per.File as Record to verify in future. Easy for P&A to work out Entitlment, Balance- Leave Management. It is cheap & easy to maintain. Empl. will know how often he is taking Leave & HOD can caution, Mis-use/approve on need basis. Custody-P&A. Each HOD to keep LC to facilitate his Empl.to take Leave. HR to call LC when Reqd., to update Leave Regr , Month-end, Decmbr. - Statutory.
2.HOLIDAY LIST-2017 Ė OPTIONAL HOLIDAYS:
For Continuous Working Cos.,(Mines, Plants) -for uninterrupted Works, 2 Optional Holidays can be given with National & Festival Holidays to ensure Min.MP to man Essential Services like Prodn., O&M, A/c.s, HR etc., as most emplís donít observe all Festivals at 1 time & so, when 1 set of emplís take Holiday, other set can work & vise-versa. Thus, HODs can plan min.MP for Shift duty/ maintain Essential Services by adjusting MP to suit his needs & avoid OT or stop work due to Holidays (without increasing Declared Holidays-10-12).
PERSONAL INFN. CHANGES NOTICE -P.I.C.N.-FORM
Most HR/P&A Dept. have Per.Files on all emplís.Still,
many emplís current Infn. is missing when HOD wants it; i.e.
1. Present Address to send Notice to X,
2. Mobile No. would have changed to contact X
3. Nominees detls. to Notify accident etc.
4. Nominees detls. to send payment of deceased X
5. To know Marital / dependents detls,
6. To verify latest Addnl. Qlfcn. etc.,
As the above infn. have changed after giving Ist BIO-DATA -on joining, they can be collected by Dec.2016 using above Form to update MIS, MP dtls. For Per.File, PF, ESI & other Stat.Returns,ISO Recordsfor Promotion, S.I./A.I. in Jan.2017 etc.
4. MAN POWER INDENT / REQUISITION ĖM.P.I./ R. Form :
Recruitment work starts when User Dept. sends MPI/R.F. to HRD/P&A. This Single Sheet Form has many Columns for HOD to Indent several posts- like Name/No.of Post tobe filled, J.D., Qlfcn, Exp.,Grade etc. (of the Person to be recruited). After Appl.by Competent Authority, send to HR Dept. HRD to compare MP Appl. with MP Planning & Succession Planning Statements to Check Internal Candidates+CL etc. If no suitable match, take MDís appl. to recruit. Follow Recruitment Procedures. Notify to Employment Exchanges under CNVAct, Employees referrals, Data Base. If no candidate, Issue Paper/TV Ad./ Contact Recruiting Agents to Sponsor suitable Candidates.
5. ABSENT NOTIFICATION FORM - A.N.F.
Absenteeism is becoming a serious problem in some Cos. HRM is blamed for laxity. It can be controlled by using above Form. HRM to take Action against erring employee or when a HOD sends A.N.F. to him. Proper Disc.Procedure tobe followed for AOS lest; Court may nullify it as void.
SAMPLE CIRCULAR + FORM for Adoption, are given below: (1 50 RP&F available).
6. WHY STANDING ORDERS (S.O.) -- I.D.Act. ???
A Certified S.O. under Indus.Employment(S.O) Act; empowers the Co. to take Disc.Action against its Emplís for violating T&C in S.O. BUT; the Co. cannot punish Emplís for Acts not included in S.O - SUPREME COURT.
TERMINATION WITHOUT ENQUIRY/NATURAL JUSTICE etc. IS ILLEGAL & Court can re-instate such Emplís.
Hence, Imp.Acts/Conducts involving Discipline of emplís; MUST be included in ďMIS-CONDUCT LISTĒ in S.O. & PROCEDURES of NATURAL JUSTICE MUST be OBSERVED to make Coís. action LEGAL.
Doís, Donítís, Duties of emplís -100 Points,
Mis-conducts forwhich emplís LIABLE FOR DISCI.ACTION-80 points, Co.Appn/BioData Form-40Points, Imp.t&c.in Appt.Order.-for Sk-20, Suprvsrs &above-35. (Pl.check t&c in ur Co.Appn., A.O, S.O.etc.)- Effect of Non- inclusion.
STEPS TO SET UP H.R. DEPT.
In my previous Mfg.Cos. , I had this opportunity to setup HR systems from the start. First; I studiedAudited existing:
1. Systems, Rules, Documents - maintained / followed in the Company Ė Viz.,
Attendance Registers, Leave Card /Records, Statutory Returns/Reports, Licenses-Factories Act, PF, ESI, Bonus, Gratuity etc., MP Statistical Reports, MIS, Personal Files etc.,
2. Compared with List of- Documents -TO BE Maintained as per Factories/S&CEstts Acts etc., Registers, Records, Reports, MIS, Documents, Statutory Returns/Reports, Licenses, MP Statistical, Reports, MIS, Files, Rules, Policies, Procedures, Processes, Systems, Formats etc., and
3. Recommended the List of GAP / inadequacies / Steps to Set up HR Dept., for Adoption / Implementation as under:-.
YOU MAY FOLLOW BELOW STEPS, RULES, SYSTEMS, PROCEDURES & FORMATS TO SET UP H.R. Dept.
Imp. FORMATS, Documents for H.R.&Admin.
As I was to take care of both HR & Adm.works,
Ist. Designed & Introduced Basic Formats for each Jobs like Advance to draw Cash for Coís works, TA & Expenses Bill, Out-Pass, OOD & Visitors Pass, Gate Pass, Leave Card & Register, Indent for Vehicles, Food, Room, Ticket Booking etc., Collected and Maintained all Statutory Registers like Attendance, Wages, Leave, Adult Workers, Register of Extra Work Done (OT) & Co-Off Availed, Punching (Bio- metric- Face Reader) to regulate In & Out Time and Certify Attendance for Salary, Leave Card, Record, Deduction & Remittances of PF, ESI ,WC Policy, other Insurance Policies for Employees-Medi-claim, Machines & Equipments, Motor Vehicles etc., C.L. Regn, Regrs. Records etc., Implemented Bonus, Gratuity, Superannuation Scheme for Sr.Executives. etc.,
APPOINTMENT, OPENING OF PERSONAL FILES:
Made NEW Company Application / Bio-Data Form to collect full details of all employees already working and collected filled Forms from 200 employees. ISSUED INDUCTION KIT with New Appointment Order, Standing Orders & Leave Rules, I.D.Card, Emp.Code No., EPF & Gratuity Nomination Form, Bank A/c. Opening for all employees & Provided Uniform & PPE after Safety & Induction Training.
CHECK-LIST FORM for PERSONAL FILES
was Introduced and New Personal Files opened for each employee with Company Application/BioData, Interview/Selection Approval Sheet of Competent Authority for Apptt., Offer Letter, Induction Schedule on Joining, Apptt. Order-Ack.Copy, all Certificates Copies of DOB, Qualifications, Past Experience, Salary Slip, P.A.Form, Address Proof, Medical & Blood Group Reports, Photos, I.D.Card, Emp.Code No., EPF & Gratuity Nomination Form etc.,
FOR FRESH RECRUITMENT,
New Man Power Requisition/Indent Form, Candidates Details for Interview / Selection (Comparative List Form), Interview Assessment Form for Selection, CHECK-LIST FORM for INTERVIEW, CHECK-LIST FORM for APPOINTMENT & APPROVAL introduced.
REPORTS OF MAN POWER -MIS, HRIS
Master List, Addition & Separation, Man-Power Planning, Succession Planning, HRIS, MIS etc, CATEGORISING / GRADING & PAY-SCALE (Band) for all Levels of employees, Job Description, Security Checks, Safety & Health Ė OHC., as per ISO / Managementís requirement were Introduced and implemented
CONSTITUTING VARIOUS COMMITTEES;
Constitute Safety, Canteen, House-Keeping, House Allotment, Works and Grievance Redressal, Transport, Event Organising Committees etc. involving concerned HODs to create awareness, to ensure smooth functioning of all Dept.works, Harmonious Relations & to attend to Complaints of employees including Sexual & other types of Harassment & Discrimination.
TRAINING & DEVELOPMENTS .
F. CONDUCT T&D Programs with Imp. vedios on Discipline, Attitude, House-keeping, HEALTH TIPS on AYURVEDA, YOGA, PUNCHAKARMA for STRESS, BP, SUGAR Problems etc.,
I hope; you will find the above useful . Will share more on hearing from U.
HR Consultant & Advocate, Ex- AGM (HR&A),
HOSPET/ BANGALURU, Karnataka, S.India.
Mobile No. 9535470460 ==email@example.com ===
= Qualification: BA,LLB, PGDPM, MBA-HR-Xaviers),
Ex-Member, NIPM, Calcutta, Ex- Trainee-Member, Indian Institute of Management, B;lore.
Languages Known:- Kannada, Tamil, Telugu, Malayalam + English & Hindi 2nd February 2017 From India, Mumbai