New to HR: How Do You Keep Track of Employee Records in a Growing IT Company?

Respected Seniors and my dear fellow members,

I have newly joined a medium-sized IT company where the HR department is still in its formation stage. I have recently become a part of this community and find it extremely helpful, especially for beginners like myself. I would like to request all of you to kindly share with me a format for maintaining employee records such as their joining date, current salary, appraisals, etc.

Thank you in anticipation.

Indrani Chakraborty

Hi Indrani,

MIS report is known as Management Information System regarding the Manpower status of a particular month, place, and overall. It helps the Management in decision making, like what are the reasons for resignation, in which area attrition is high, and so many things to help in decision making. With the help of MIS, you may prepare a lot of reports like annual attrition, region-wise attrition, region-wise manpower, graphical representation of regions' manpower status, and so on.

You may prepare the same at your end. As it will help you to prepare other such formats too.

I am describing the contents with sheet-wise.

First Sheet -

Details of employee

a. E.Code b. Name of employee

c. Date of birth d. Designation e. CTC

f. Address for communication

g. Permanent address h. Contact number

i. Blood group j. Maximum qualification

k. Extra qualification l. Total Experience

Second Sheet -

Salary structure

In this sheet write down the complete salary structure and make a column for what is the salary after any revision.

Third Sheet -

New Joinees

In this sheet write down the name of New joiners of that month with details like CTC, Designation, DOB, etc.

Fourth Sheet -

Resigned employees

In this sheet write the names of employees who resigned during that particular month with details like name, designation, date of joining, date of resignation, last working day.

Fifth Sheet -

Attrition rate

Based on this MIS report, you may find out the attrition report, Qualification analysis reports, team management reports, and so on. You can prepare a number of reports.

Regards,

Amit Seth

Hi Amit,

Thank you so much for the information. Actually, I was trying to accommodate all the information in the same Excel sheet, and it was getting cumbersome. But your idea of maintaining it in different sheets suits my needs.

Thanks and Regards,
Indrani Chakraborty

Hi Indu,

I am sending a format for you.

Manoj

Hi Indrani,

My suggestion is that you maintain your employee records on Excel. Include A to Z details of employees on one sheet. This way, as per the requirements, you can hide or manipulate the information for printing, creating, or forwarding purposes.

Include all details in a row, such as Name, Designation, Department, Grade, Date of Joining, Salary Bifurcation, Other Allowances, CTC, PF No (if applicable), ESI No, Contact Numbers, Emergency Contact Person, Blood Group, Local Address and Number, Permanent Address and Number, and continue adding relevant fields as needed for your employee database. For example, if you need CTC, it's there. If you only want to print Gross Salary, you can do so by hiding the rest of the columns. You are likely familiar with how to create Janampatri for employees.

For MIS, refer to your Approved Manpower Budget and create a main sheet showing department-wise/Division-wise approved manpower, available manpower, any variances, grade-wise information, etc.

On the second sheet, display total joinings and cases of employees who have left along with reasons for their departures. You can also attach the exit interview copies for the concerned head's review. Another important sheet in the MIS should contain the dates of submission of all statutory requirements to the respective Government offices. In your MIS, remember to have a column for training programs or similar activities conducted.

I will soon send you some useful formats that I used while working in India.

Hi Manoj,

Thank you so much for your help. This format will actually help me to maintain the personal records of the employees as hard copies.

Thanks and Regards,
Indrani Chakraborty

Hi Mr. Bibhutosh,

Thank you so much for your suggestions. I have gained a basic idea from your email on how to maintain the records. However, the format I require is very simple as the HR department is still in its formation stage and the manpower strength is also minimal. Nevertheless, I would greatly appreciate it if you could either post the formats on the site or send them directly to my personal email address, which is indrani.chakrabortty@gmail.com.

Thanks and Regards,
Indrani Chakraborty

I want to keep records of departed employees from my organization. What is the best and easiest method to maintain these records so that HR personnel can quickly access the details of a specific former employee?

Thanks and regards,
Rashmi (India)