HR PROCESS
Recruitment & Selection Process:
The recruitment process begins when the company needs someone new in the department or company, either because an existing staff member has left or because there is new work to be done.
Recruitment Process Follows as:
Identifying the Vacancy:
The recruitment process begins when the human resource department receives a request mail from the PM about the requirement.
Preparing Job Specification & Job Description for the Requirement:
Duties to be Performed (Job Description): - In this category, we need to prepare a list of general tasks, functions, and responsibilities of the required position.
Qualifications Required (Job Specification): It includes the specific requirements we are looking for, like educational qualifications, experience, etc.
Advertising the Vacancy
To inform candidates about our requirement, we need to advertise through various ways.
Sources for Recruitment Are:
- Employee reference
- Personnel references
- Job portals, etc.
While advertising our recruitment, we need to provide the following details:
Job Code: We will create a job code for each requirement. Candidates need to mention the job code while sending their resumes. Without the job code, we will not accept the resume for screening.
While sending the resume to [Login to view], the candidate needs to mention the details about the job code, applied date, reference details, etc., for official purposes.
Screening the Resumes:
After receiving the resumes, we need to screen them based on criteria like job description, job specification, experience, gender, etc. The candidate needs to satisfy the criteria to enter the next step.
Calling Them for the Interview Process:
HR will call the shortlisted candidates for a written test, as well as send an email to the applicant. The email provides information about the written test date, venue details, exam pattern, etc.
If the candidate is not reachable by phone, HR sends an email to the applicant about the written test. It provides the same information as explained above. All shortlisted candidates will have to attend two or three levels of interviews according to their job role, step by step, as follows.
1st Step:
Written Test:
HR conducts a written test for the candidates.
Details about the Written Test:
The candidate needs to mention his/her details in the official records available at the entrance. Before answering the paper, the candidate needs to read the instructions on the first page of the written test paper. Later, they need to mention their details on a separate white paper. The duration for the written test is 90 minutes. A weight of 1/3 will be deducted for every wrong answer.
Question Paper Includes 3 Sections:
- Reasoning
- Aptitude
- Arithmetic
The candidate needs to get the minimum marks, which will be determined by the management. It depends on the job category. If the candidate is applying for a Business Analyst job, he/she needs to get good marks in the 1st and 2nd sections. For Programmer vacancies, it's compulsory to get more than 12 marks in section 3 out of 20. After 90 minutes, HR will collect the answer sheets from the candidates.
After finishing the exam, the candidates can leave. After correction, if the candidate scores good marks in the written test, then HR shows the resume and the answer sheet to the PM. After getting approval, HR arranges the technical interview.
The interview time should be convenient for the PM to conduct the interview. Finally, HR informs the interview time to the candidate via phone.
2nd Step:
Technical Interview:
The PM conducts the interview for the candidates. We can determine the candidates' job knowledge from this round. The duration for this round will be around 40 to 90 minutes.
Technical Round Differs for Each Job:
- For designers, it's like giving a task and asking them to finish it within a stipulated time.
During the interview, HR explains the terms and conditions and initial pay to the candidate. The candidate needs to confirm his/her decision to join the company during the interview or within 2 working days.
The final step in the recruiting and selection process is to extend an offer of employment to the selected candidate.
Overall Recruitment and Selection Process:
- Identify the vacancy
- Prepare Job Description and Person Specification
- Advertise / Consultants / Referrals
- Manage the response
- Short-listing
- Conduct written test
- Arrange Interviews
- Conduct the interview
- Decision making
- Convey the decision
- Appointment action
Allotting Employee ID:
After getting confirmation from the candidate about the joining date, HR informs the joining process to the candidate.
HR Informs the Following:
- At what time the candidate needs to come to the office.
- What he/she needs to bring, etc.
Later, HR allots a specific employee ID to the new employee. Employee IDs differ for each department. We need to allot the next unused number for the new employees. We never use the existing ID or used ID of the previous employee who left the company from the same department for the new employee.
- For the HR department, the ID starts from A102.
- For the Development department, A104.
- For the Marketing department, A107.
- For consultants, A108.
- Similarly, for interns, it starts from A105.
HR maintains individual timesheets for interns and regular employees. After completing the internship, the employee will become a regular employee. The NSA department arranges a new system according to the employee's job requirement (system configuration differs for each department). Later, management creates an official email ID for the employee for official communication.
Employee Joining Process:
HR informs the allotted employee ID to the new employee and how he/she needs to mark their attendance daily.
At the time of joining, the new employee needs to submit the following documents as informed earlier:
1. Certificates and mark sheets in support of their educational qualifications.
2. Photocopy of a document (passport, ration card, etc.) for proof of residence.
3. Photocopy of a document (passport, PAN card, etc.) for proof of identity.
4. Two passport-size photographs.
Later, HR shows where he/she needs to sit and how they need to log in to the allotted system, etc. HR informs the official email ID to the new employee for official communication. Afterward, he/she can change the password. While joining, the new employee needs to fill out the "employee information sheet" and submit the same to HR.
Later, HR sends the details regarding the working hours, leave policies, dress code, and to whom he/she needs to report, etc. After receiving the certificates from the new employee, HR issues an appointment letter and certificate recipient letter to the employee by the end of the day.
Appointment Letter Includes the Terms and Conditions:
- How long the employee has to work (Mandatory working period)
- About the employment agreement between employee and employer
- Working hours
- Resignation notice period
- Holidays, etc.
Attendance Process:
Timesheets will be available at the entrance table. Employees need to mention their sign-in time while entering the office, and similarly, they need to enter the sign-out time while leaving the office. HR updates the attendance of employees daily to avoid confusion later.
By the next month 1st or 2nd (excluding Sundays and non-working days), HR will send the attendance sheet to each employee individually in PDF format. This is to create transparency in the attendance system. If the employee finds any mistake, they can get back to HR within 1 working day about the issue. Finally, HR will send the attendance report to the accountant for the payroll process.
Leave Process:
When HR receives a leave application from the employee, she will consult the PM about the employee's leave request.
PM checks the employee's work status. According to the reason for leave, PM approves the leave request. The leave sanction will depend on the sole discretion of the management/PM. PM communicates the leave approval status to HR.
After PM approval, HR sends an acceptance mail to the employee. If the employee takes more leaves than allotted, the leaves are considered as leave out of pay.
Employees need to send the leave application (for personal leave) 2 weeks in advance. If the employee takes more than 3 sick leaves consecutively, then he/she needs to submit a medical certificate to support the reason.
Employee Loan Process:
All employees who have completed one year of service in the organization are eligible for an interest-free loan, subject to the availability of funds. The basic criterion for eligibility is a genuine, verifiable purpose for which the employee has applied for a loan. The employee needs to send a request mail to the management about the loan.
Request for a loan amount will be subject to approval from the management. The sanction will depend on the sole discretion of the management. The loan will be repayable within 12 months (management will decide this). The deduction of installments from salary will start from the month subsequent to which the loan has been sanctioned. If an employee leaves the organization before the repayment of the full loan amount, the employee is liable to pay the balance of the loan amount before being relieved.
Payroll Process:
After receiving the attendance report from HR, the payroll process begins. According to the leave status of the employee, HR will decide the LOP (leave out of pay) and the amount to be deducted from the employee's salary. Before that, HR needs to get approval from the PM & Management to deduct the amount from the employee's salary. Finally, HR informs the employee about the pay deduction. If the employee takes any loan from the company, then HR deducts the monthly repayment amount from the salary. Before the salary credit, HR deducts professional tax from the employee's salary according to the professional tax slab. Finally, HR/accountant prepares the salary statement and credits the salary to the employee accounts.
Performance Appraisal Process:
The performance appraisal is conducted once a year or every 6 months, depending on management's decision. Management decides the rating for the bucket system, meaning according to the final rating, the employees come under 5 buckets.
1. Outstanding performance
2. Very good
3. Good
4. Not up to the mark
5. Very bad
Management informs the employees about the performance appraisal process before starting it, so everyone can prepare accordingly.
HR will prepare the schedules for the appraisals. The appraisal includes 3 stages:
- Self-appraisal
- PM appraisal
- Management appraisal
HR will send the appraisal form to employees individually. They need to fill out the self-appraisal form and resend the filled form to HR within 48 hours. HR sends the filled appraisal forms to PM for the next round. PM will conduct an interview according to the schedules informed by HR. PM needs to fill the forms with his comments & rating. Later, PM needs to send the filled forms to HR. Finally, HR sends the total employee appraisal forms to the management. Management also conducts an interview for the employees. Finally, according to the rating, the management gives increments to the employees.
Employee Termination Process:
Various Reasons for Termination:
- Poor performance
- Uninformed absence
Poor Performance:
If the employee falls below required performance standards, it will be considered poor performance. Before terminating the employee (because of poor performance), we need to send a warning letter stating that he/she needs to improve his/her level of performance within 1 month. The employee should agree to the same and sign the letter. The employee should be aware that if he/she fails to meet expectations, a termination letter will be issued.
After 1 month, PM should conduct a review, and if still unsatisfied with the employee's performance, a second warning letter will be issued, and a span of 1 month will be given to the employee to prove himself/herself. At the end of the 1 month, if nothing seems to change, then a termination letter can be issued stating that despite two levels of warning, we have not seen any change in your level of performance.
We need to keep a termination letter copy with us for future purposes. Before giving the certificates/cheque, we need to get a letter from the employee that they received their certificates/cheque from the company.
Uninformed Absence:
In case any employee remains absent from work for more than 5 consecutive days without informing management, HR, or PM, then the management reserves the right to terminate the services of the employee immediately. For that, we need to send an email to the employee stating that because of the uninformed absence, the management has decided to terminate the services of the candidate. We need to get the acceptance letter from the employee for the same.
Resignation Process:
When the employee wants to resign from the company, he/she needs to send a resignation letter (in writing) to the management. The resignation letter must include the reason for leaving. The employee needs to give a 2-week or 1-month notice period. At the same time, the employee needs to discuss the same with the CEO about their resignation. If the resignation is accepted by the concerned authority, he/she receives an acceptance mail.
Absconding from the Duties:
If any employee leaves the company abruptly/without any notice, then the management can take legal action against the employee with the help of their appointment letter and surety bond. They need to pay the penalty to be relieved from the company and to get his/her certificates.
Employee Exit Process:
After getting acceptance from the management, the exit process comes into force. It includes issuing a relieving letter to the concerned employee. Clearing the employee's salary or loans, if any. Collecting the office valuables (if any) from the employee like ID card, books, office keys, laptop, etc. Finally, the PM conducts an exit interview for the employee to get some inputs from the employee.
Regards
Recruitment & Selection Process:
The recruitment process begins when the company needs someone new in the department or company, either because an existing staff member has left or because there is new work to be done.
Recruitment Process Follows as:
Identifying the Vacancy:
The recruitment process begins when the human resource department receives a request mail from the PM about the requirement.
Preparing Job Specification & Job Description for the Requirement:
Duties to be Performed (Job Description): - In this category, we need to prepare a list of general tasks, functions, and responsibilities of the required position.
Qualifications Required (Job Specification): It includes the specific requirements we are looking for, like educational qualifications, experience, etc.
Advertising the Vacancy
To inform candidates about our requirement, we need to advertise through various ways.
Sources for Recruitment Are:
- Employee reference
- Personnel references
- Job portals, etc.
While advertising our recruitment, we need to provide the following details:
Job Code: We will create a job code for each requirement. Candidates need to mention the job code while sending their resumes. Without the job code, we will not accept the resume for screening.
While sending the resume to [Login to view], the candidate needs to mention the details about the job code, applied date, reference details, etc., for official purposes.
Screening the Resumes:
After receiving the resumes, we need to screen them based on criteria like job description, job specification, experience, gender, etc. The candidate needs to satisfy the criteria to enter the next step.
Calling Them for the Interview Process:
HR will call the shortlisted candidates for a written test, as well as send an email to the applicant. The email provides information about the written test date, venue details, exam pattern, etc.
If the candidate is not reachable by phone, HR sends an email to the applicant about the written test. It provides the same information as explained above. All shortlisted candidates will have to attend two or three levels of interviews according to their job role, step by step, as follows.
1st Step:
Written Test:
HR conducts a written test for the candidates.
Details about the Written Test:
The candidate needs to mention his/her details in the official records available at the entrance. Before answering the paper, the candidate needs to read the instructions on the first page of the written test paper. Later, they need to mention their details on a separate white paper. The duration for the written test is 90 minutes. A weight of 1/3 will be deducted for every wrong answer.
Question Paper Includes 3 Sections:
- Reasoning
- Aptitude
- Arithmetic
The candidate needs to get the minimum marks, which will be determined by the management. It depends on the job category. If the candidate is applying for a Business Analyst job, he/she needs to get good marks in the 1st and 2nd sections. For Programmer vacancies, it's compulsory to get more than 12 marks in section 3 out of 20. After 90 minutes, HR will collect the answer sheets from the candidates.
After finishing the exam, the candidates can leave. After correction, if the candidate scores good marks in the written test, then HR shows the resume and the answer sheet to the PM. After getting approval, HR arranges the technical interview.
The interview time should be convenient for the PM to conduct the interview. Finally, HR informs the interview time to the candidate via phone.
2nd Step:
Technical Interview:
The PM conducts the interview for the candidates. We can determine the candidates' job knowledge from this round. The duration for this round will be around 40 to 90 minutes.
Technical Round Differs for Each Job:
- For designers, it's like giving a task and asking them to finish it within a stipulated time.
During the interview, HR explains the terms and conditions and initial pay to the candidate. The candidate needs to confirm his/her decision to join the company during the interview or within 2 working days.
The final step in the recruiting and selection process is to extend an offer of employment to the selected candidate.
Overall Recruitment and Selection Process:
- Identify the vacancy
- Prepare Job Description and Person Specification
- Advertise / Consultants / Referrals
- Manage the response
- Short-listing
- Conduct written test
- Arrange Interviews
- Conduct the interview
- Decision making
- Convey the decision
- Appointment action
Allotting Employee ID:
After getting confirmation from the candidate about the joining date, HR informs the joining process to the candidate.
HR Informs the Following:
- At what time the candidate needs to come to the office.
- What he/she needs to bring, etc.
Later, HR allots a specific employee ID to the new employee. Employee IDs differ for each department. We need to allot the next unused number for the new employees. We never use the existing ID or used ID of the previous employee who left the company from the same department for the new employee.
- For the HR department, the ID starts from A102.
- For the Development department, A104.
- For the Marketing department, A107.
- For consultants, A108.
- Similarly, for interns, it starts from A105.
HR maintains individual timesheets for interns and regular employees. After completing the internship, the employee will become a regular employee. The NSA department arranges a new system according to the employee's job requirement (system configuration differs for each department). Later, management creates an official email ID for the employee for official communication.
Employee Joining Process:
HR informs the allotted employee ID to the new employee and how he/she needs to mark their attendance daily.
At the time of joining, the new employee needs to submit the following documents as informed earlier:
1. Certificates and mark sheets in support of their educational qualifications.
2. Photocopy of a document (passport, ration card, etc.) for proof of residence.
3. Photocopy of a document (passport, PAN card, etc.) for proof of identity.
4. Two passport-size photographs.
Later, HR shows where he/she needs to sit and how they need to log in to the allotted system, etc. HR informs the official email ID to the new employee for official communication. Afterward, he/she can change the password. While joining, the new employee needs to fill out the "employee information sheet" and submit the same to HR.
Later, HR sends the details regarding the working hours, leave policies, dress code, and to whom he/she needs to report, etc. After receiving the certificates from the new employee, HR issues an appointment letter and certificate recipient letter to the employee by the end of the day.
Appointment Letter Includes the Terms and Conditions:
- How long the employee has to work (Mandatory working period)
- About the employment agreement between employee and employer
- Working hours
- Resignation notice period
- Holidays, etc.
Attendance Process:
Timesheets will be available at the entrance table. Employees need to mention their sign-in time while entering the office, and similarly, they need to enter the sign-out time while leaving the office. HR updates the attendance of employees daily to avoid confusion later.
By the next month 1st or 2nd (excluding Sundays and non-working days), HR will send the attendance sheet to each employee individually in PDF format. This is to create transparency in the attendance system. If the employee finds any mistake, they can get back to HR within 1 working day about the issue. Finally, HR will send the attendance report to the accountant for the payroll process.
Leave Process:
When HR receives a leave application from the employee, she will consult the PM about the employee's leave request.
PM checks the employee's work status. According to the reason for leave, PM approves the leave request. The leave sanction will depend on the sole discretion of the management/PM. PM communicates the leave approval status to HR.
After PM approval, HR sends an acceptance mail to the employee. If the employee takes more leaves than allotted, the leaves are considered as leave out of pay.
Employees need to send the leave application (for personal leave) 2 weeks in advance. If the employee takes more than 3 sick leaves consecutively, then he/she needs to submit a medical certificate to support the reason.
Employee Loan Process:
All employees who have completed one year of service in the organization are eligible for an interest-free loan, subject to the availability of funds. The basic criterion for eligibility is a genuine, verifiable purpose for which the employee has applied for a loan. The employee needs to send a request mail to the management about the loan.
Request for a loan amount will be subject to approval from the management. The sanction will depend on the sole discretion of the management. The loan will be repayable within 12 months (management will decide this). The deduction of installments from salary will start from the month subsequent to which the loan has been sanctioned. If an employee leaves the organization before the repayment of the full loan amount, the employee is liable to pay the balance of the loan amount before being relieved.
Payroll Process:
After receiving the attendance report from HR, the payroll process begins. According to the leave status of the employee, HR will decide the LOP (leave out of pay) and the amount to be deducted from the employee's salary. Before that, HR needs to get approval from the PM & Management to deduct the amount from the employee's salary. Finally, HR informs the employee about the pay deduction. If the employee takes any loan from the company, then HR deducts the monthly repayment amount from the salary. Before the salary credit, HR deducts professional tax from the employee's salary according to the professional tax slab. Finally, HR/accountant prepares the salary statement and credits the salary to the employee accounts.
Performance Appraisal Process:
The performance appraisal is conducted once a year or every 6 months, depending on management's decision. Management decides the rating for the bucket system, meaning according to the final rating, the employees come under 5 buckets.
1. Outstanding performance
2. Very good
3. Good
4. Not up to the mark
5. Very bad
Management informs the employees about the performance appraisal process before starting it, so everyone can prepare accordingly.
HR will prepare the schedules for the appraisals. The appraisal includes 3 stages:
- Self-appraisal
- PM appraisal
- Management appraisal
HR will send the appraisal form to employees individually. They need to fill out the self-appraisal form and resend the filled form to HR within 48 hours. HR sends the filled appraisal forms to PM for the next round. PM will conduct an interview according to the schedules informed by HR. PM needs to fill the forms with his comments & rating. Later, PM needs to send the filled forms to HR. Finally, HR sends the total employee appraisal forms to the management. Management also conducts an interview for the employees. Finally, according to the rating, the management gives increments to the employees.
Employee Termination Process:
Various Reasons for Termination:
- Poor performance
- Uninformed absence
Poor Performance:
If the employee falls below required performance standards, it will be considered poor performance. Before terminating the employee (because of poor performance), we need to send a warning letter stating that he/she needs to improve his/her level of performance within 1 month. The employee should agree to the same and sign the letter. The employee should be aware that if he/she fails to meet expectations, a termination letter will be issued.
After 1 month, PM should conduct a review, and if still unsatisfied with the employee's performance, a second warning letter will be issued, and a span of 1 month will be given to the employee to prove himself/herself. At the end of the 1 month, if nothing seems to change, then a termination letter can be issued stating that despite two levels of warning, we have not seen any change in your level of performance.
We need to keep a termination letter copy with us for future purposes. Before giving the certificates/cheque, we need to get a letter from the employee that they received their certificates/cheque from the company.
Uninformed Absence:
In case any employee remains absent from work for more than 5 consecutive days without informing management, HR, or PM, then the management reserves the right to terminate the services of the employee immediately. For that, we need to send an email to the employee stating that because of the uninformed absence, the management has decided to terminate the services of the candidate. We need to get the acceptance letter from the employee for the same.
Resignation Process:
When the employee wants to resign from the company, he/she needs to send a resignation letter (in writing) to the management. The resignation letter must include the reason for leaving. The employee needs to give a 2-week or 1-month notice period. At the same time, the employee needs to discuss the same with the CEO about their resignation. If the resignation is accepted by the concerned authority, he/she receives an acceptance mail.
Absconding from the Duties:
If any employee leaves the company abruptly/without any notice, then the management can take legal action against the employee with the help of their appointment letter and surety bond. They need to pay the penalty to be relieved from the company and to get his/her certificates.
Employee Exit Process:
After getting acceptance from the management, the exit process comes into force. It includes issuing a relieving letter to the concerned employee. Clearing the employee's salary or loans, if any. Collecting the office valuables (if any) from the employee like ID card, books, office keys, laptop, etc. Finally, the PM conducts an exit interview for the employee to get some inputs from the employee.
Regards