This has reference to your query regarding different leaves to be considered for employees. Please provide your email ID so I can send them to you.
I am an Ex AGM-HR & Admin with 35+ years of experience in HR, IR, Legal, and Administration, working with 7 manufacturing companies including Steel Plants, Power, Chemical, Electronics Plants, and Mines (2000+ employees). Due to the sudden closure of our steel plant, I developed and started an HR consultancy and have been providing consultancy for the past 5 years for HR management (from recruitment to separation - soft copy for all HR jobs for easy adoption).
As we are in January, adopting some of the systems and rules below will be helpful for your P&A works.
Leave Card/Record (L.C) Form:
Some companies still use loose forms for leave applications (LA) every time leave is taken. As these are loose, it is difficult to check, account, store, and keep track, which affects monthly salary calculations and results in paper and printing cost wastage where hundreds of employees work.
Upon checking 500 entries of biometric attendance in large companies, 20 leave applications were missing. As LA is loose, seniors don’t have time to check each application, and so, companies pay wages as certified by staff even though employees took leave. Hence, you can print and use a Leave Card (LC) record and stop using loose applications. The LC is handy; seniors can always check and find the number of times and days leave was taken to calculate monthly CL, SL, PL/EL to make salary. LC/Record is statutory and cannot be manipulated like loose applications.
One card for one employee for one year. You can introduce LC in January 2017. After one year, keep the old LC in the personal file as a record for future verification. It is easy for P&A to work out entitlement and balance leave management. It is cheap and easy to maintain. Employees will know how often they are taking leave, and HODs can caution against misuse or approve on a need basis. Custody is with P&A. Each HOD should keep the LC to facilitate employees to take leave. HR should call for the LC when required to update the leave register, month-end, December - statutory.
Holiday List 2017 – Optional Holidays:
For continuous working companies (mines, plants) - for uninterrupted works, 2 optional holidays can be given with national and festival holidays to ensure minimum manpower to manage essential services like production, O&M, accounts, HR, etc., as most employees don’t observe all festivals at one time. When one set of employees takes a holiday, another set can work and vice-versa. Thus, HODs can plan minimum manpower for shift duty and maintain essential services by adjusting manpower to suit needs and avoid overtime or stop work due to holidays (without increasing declared holidays 10-12).
Personal Information Changes Notice - P.I.C.N. Form:
Most HR/P&A departments have personal files on all employees. Still, many employees' current information is missing when HOD wants it; i.e.,
1. Present address to send notice to X,
2. Mobile number would have changed to contact X,
3. Nominees details to notify in case of an accident, etc.
4. Nominees details to send payment of deceased X,
5. To know marital/dependents details,
6. To verify latest additional qualifications, etc.
As the above information has changed after giving the initial bio-data on joining, they can be collected by December 2016 using the above form to update MIS, manpower details for personal file, PF, ESI, and other statutory returns, ISO records for promotion, salary increment in January 2017, etc.
Man Power Indent/Requisition – M.P.I./R. Form:
Recruitment work starts when the user department sends MPI/R.F. to HRD/P&A. This single sheet form has many columns for HOD to indent several posts - like name/number of posts to be filled, job description, qualifications, experience, grade, etc. (of the person to be recruited). After approval by the competent authority, send to HR department. HRD to compare manpower application with manpower planning and succession planning statements to check internal candidates + CL, etc. If no suitable match, take MD’s approval to recruit. Follow recruitment procedures. Notify employment exchanges under CNV Act, employee referrals, database. If no candidate, issue paper/TV ad/contact recruiting agents to sponsor suitable candidates.
Absent Notification Form - A.N.F.:
Absenteeism is becoming a serious problem in some companies. HRM is blamed for laxity. It can be controlled by using the above form. HRM to take action against erring employees or when a HOD sends A.N.F. to him. Proper disciplinary procedure to be followed for AOS lest; court may nullify it as void.
Sample circular + form for adoption are given below: (1 50 RP&F available).
Why Standing Orders (S.O.) -- I.D. Act?:
A certified S.O. under the Industrial Employment (S.O) Act empowers the company to take disciplinary action against its employees for violating terms and conditions in S.O. However, the company cannot punish employees for acts not included in S.O - Supreme Court.
Termination without inquiry/natural justice, etc., is illegal, and the court can reinstate such employees. Hence, important acts/conducts involving discipline of employees must be included in the “misconduct list” in S.O. and procedures of natural justice must be observed to make the company’s action legal.
Do’s, don’ts, duties of employees - 100 points, misconducts for which employees are liable for disciplinary action - 80 points, company application/bio-data form - 40 points, important terms and conditions in appointment order - for skilled - 20, supervisors and above - 35. (Please check terms and conditions in your company application, appointment order, S.O., etc.) - Effect of non-inclusion.
Steps to Set Up HR Department:
Regarding steps to set up an HR department, there is no one solution/answer fitting to several HR & A works/functions at one time. One needs to study/audit existing systems, procedures, rules, policies, etc., to deal with HR works as one doctor cannot cure all diseases, and we have to go to ortho, optho, gyno, etc., for different ailments. Kindly go through the points below. I hope it will be useful for your works.
After serving for 35 years (as PO, PM, AM, Advocate, HR Manager, Sr. HR Manager & AGM – HR & A) in HR, IR, Legal, & Administration departments of Steel Plant, Power Plant, Chemical Plant, Electronics & Mining Companies (with 2000 employees + CL), I am providing consultancy on all aspects of human resources management from recruitment to separation (in soft copy, for easy adoption in new companies).
In my previous manufacturing companies, I had this opportunity. First, I studied/audited existing:
1. Systems, rules, documents - maintained/followed in the company – Viz.,
Attendance registers, leave card/records, statutory returns/reports, licenses-factories act, PF, ESI, bonus, gratuity, etc., manpower statistical reports, MIS, personal files, etc.
2. Compared with a list of documents to be maintained as per factories/shops & commercial establishments acts, etc.,
Registers, records, reports, MIS, documents, statutory returns/reports, licenses, manpower statistical, reports, MIS, files, rules, policies, procedures, processes, systems, formats, etc., and
3. Recommended the list of gaps/inadequacies/steps to set up HR department for adoption/implementation as under:-
Follow below steps, rules, systems, procedures & formats to set up HR department.
Important Formats, Documents for HR & Admin Operation Purpose:
As I was to take care of both HR & Admin works,
First, designed & introduced basic formats for each job like advance to draw cash for company 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) & compensatory off availed, punching (biometric-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 & equipment, motor vehicles, etc., CL registration, registers, records, etc., implemented bonus, gratuity, superannuation scheme for senior 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, ID card, employee code number, EPF & gratuity nomination form, bank account opening for all employees & provided uniform & PPE after safety & induction training.
Check-List Form for Personal Files:
Introduced and new personal files opened for each employee with company application/bio-data, interview/selection approval sheet of competent authority for appointment, offer letter, induction schedule on joining, appointment order-acknowledgment copy, all certificates copies of DOB, qualifications, past experience, salary slip, PA form, address proof, medical & blood group reports, photos, ID card, employee code number, EPF & gratuity nomination form, etc.
For Fresh Recruitment:
New manpower 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 Manpower - MIS, HRIS:
Master list, addition & separation, manpower planning, succession planning, HRIS, MIS, etc., categorizing/grading & pay-scale (band) for all levels of employees, job description, security checks, safety & health – OHC., as per ISO/management’s requirement were introduced and implemented.
Absent Notification Form:
To monitor/control absence, advisory memo, show cause notice, enquiry, publication on company notice board, newspaper. If employee fails to respond, terminate as per AOS under certified standing orders of the company. PA form to assess trainees, confirmation, promotion, salary increment, annual increment, transfer, training & development, all terminations, retrenchment, VRS, superannuation, extension of service, resignation procedures, notice period, exit interview, clearance certificate/no due certificate, final settlement, service certificate.
Constituting Various Committees:
Constituted safety, canteen, housekeeping, house allotment, works and grievance redressal, transport, event organizing committees, etc., involving concerned HODs to create awareness, to ensure smooth functioning of all department works, harmonious relations & to attend to complaints of employees including sexual & other types of harassment & discrimination.
Training & Developments with 50 Slides:
Conducted training & development programs with 50 slides on discipline, attitude, housekeeping, health tips on Ayurveda, yoga, Panchakarma for stress, BP, sugar problems, etc.
I hope you will find the above useful. Will share more on hearing from you.
Thanking you & awaiting to hear from you.
With Kind Regards,
C. Neyim Khan, HR Consultant & Advocate, Ex-AGM (HR & A), Hospet/Bangalore, Karnataka, S. India.
Mobile No. [Phone Number Removed For Privacy Reasons] Email: [Email Removed For Privacy Reasons]
Qualification: BA, LLB, PGDPM, MBA-HR-Xaviers), Ex-Member, NIPM, Calcutta, Ex-Trainee-Member, Indian Institute of Management, Bangalore.
Languages Known: Kannada, Tamil, Telugu, Malayalam + English & Hindi