HI ,
My management told me to create a hr process for my company. I have created the below template for the same.
I am unable to attach my document to this post , so i am copying the document below .
Please have look and give me some suggestions .
HR PROCESS
Recruitment & Selection Process :
The recruitment process begins when the company need 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 begin 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, or functions, and responsibilities of the required position.
Qualifications required (jobs specification ) : It includes the specific requirements we are looking for like educational qualifications , experience etc;.
Advertising the vacancy
To inform about our requirement to the candidates we need to advertise our requirement through various ways.
Sources for recruitment are :
Employee reference
Personnel references
Jobs portal etc:
While advertising our recruitment we need to provide the below details :
Job code : We will create job code our for each requirement .Candidate need to mention the job code while sending the resumes . Without job code we will not accept the resume for screening.
White sending the resume to
the candidate need to mention the details about the job code , applied date , reference details etc; for the official purpose.
Screening the resumes :
After receiving the resumes we need to screen the resumes based on criteria like the Job description, job specification , experience , gender etc.
The candidate need to satisfy the criteria to enter the next step.
Calling them for the interview process :
HR will call the short listed candidates for written test , as well as she/he sends an email to the applicant . The e-mail gives information about written test date , venue details , exam pattern, etc. :
If the candidate is not reachable to the phone call , then the HR sends an email to the applicant about the written test. It gives information about the same things to the candidate which explained in the above .
All short listed candidates will have to attend two / three levels of interview according to their job role. Step by step, as follows.
1st Step :
Written test :
HR conduct written for the candidates .
Details about written test :
The candidate needs to mention his/her details in the official records available at the entrance .
Before answering the paper the candidate need to read the instructions in the 1st page of written test paper
Later they need to mention their details in 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 need to get good marks at 1st and 2nd sections.
For Programmers vacancy its compulsory to get more than 12 marks in section 3 out of 20.
After 90 minutes HR will collects the answer sheet from the candidates.
After finishing the exam the candidates can go out.
After the correction if the candidate score good marks in the written test than the HR show the resume & the answer sheet to PM , after getting his approval , hr arranges the technical interview.
The interview time should be convenient to the PM to take an interview.
Finally, HR informs the interview time to the candidate through phone.
2nd Step :
Technical interview :
PM takes 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 defers each job :
- For the designers its like giving some task , ask them to finish within some stipulated time.
During the interview hr explains the terms and conditions , initial pay to the candidate.
The candidate needs to confirm his/her decision to join in 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
¯
Managing the response
¯
Short-listing
¯
Conducting written test
¯
Arrange Interviews
¯
Conduct the interview
¯
Decision making
¯
Convey the decision
¯
Appointment action
Allotting employee id :
After getting the confirmation from the candidate about joining date HR informs the joining process to the candidate .
HR informs the below things :
At what time the candidate need to come to the office.
What are all he/she need to bring, etc.
Later HR allots specific employee id to the new employee .
Employee id defers 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 to the new employee.
For HR department the id starts from A102..
For Development department A104..
For Marketing department A107..
For consultants A108..
Like the same for interns it starts from A105..
HR maintains individual time sheets for interns and regular employees .
After completing the internship the employee will become a regular employee.
NSA department arranges a new system according to the employee job requirement . ( system configuration defers each department )
Later management creates official email id to the employee for official communication.
Employee Joining Process :
HR informs the allotted employee id to the new employee and how he/she need to mark their attendance daily.
At the time of joining new employee need 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 the proof of residence.
3.Photocopy of a document (passport, PAN card ,etc) for the proof of identity.
4. Two passport size photographs.
Later HR shows where he /she need to sit , and how they need to login in 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 need to fill '' the employee information sheet'' and submit the same to HR.
Later HR sends the details regarding the working hours , leave policies , dress code , to whom he/she need to report, etc.
After receiving the certificates from the new employee HR issues 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 :
Time sheets will be available at the entrance table.
Employees need to mention their sign -in time while entering into the office , like the same they need to enter the sign -out time while they are leaving the office.
HR updates the attendance of employees daily to avoid confusion in later stage.
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 formate. This is to create transparency in the attendance system.
If the employee finds any mistake, they can get back to the HR with in 1 working day about the issue.
Finally, HR will send the attendance report to the accountant for the pay roll process.
Leave process:
When the HR receives leave application from the employee , she will consult the PM about the employee leave request .
PM checks the employee 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 communicate the leave approval status to the HR.
After the PM approval HR sends an acceptance mail to the employee .
If the employee takes more leaves than allotted leaves than the leaves are considered as leave out of pay.
Employees need to send the leave application ( for personnel leave ) before 2 weeks .
If the employee take more than 3 sick leaves consecutively then he/she need to submit 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 availability of funds.
The basic criterion for eligibility is a genuine verifiable purpose for which the employee has applied for a loan.
The employee need 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 the hr , payroll process begins.
According to the leave status of the employee , HR will decide the LOP (leave out of pay) and the amount need to deduct from the employee salary.
Before that HR need to get approval from the PM & Management to deduct the amount from the employee salary.
Finally HR informs the same to the employee about the pay deduction .
If the employee takes any loan from the company then the HR deducts the monthly repayment amount from the salary .
Before the salary credit HR deducts professional tax from the employee 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 once in a year or for 6 months it depends on management decision.
Management decides the rating for bucket system, it means according to the final rating the employees come under 5 buckets .
1 bucket – Outstanding performance
2 bucket - Very good
3 bucket – Good
4bucket – Not up to the mark
5 bucket – Very bad
Management informs the employees about the performance appraisal process before they are going to start the process. So that everyone can prepare for the same.
HR will prepare the schedules for the appraisals .Appraisal includes 3 stages ;
Self appraisal
PM appraisal
Management appraisal
HR will send the appraisal form to employees individually , they need to fill 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 take an interview according to the schedules informed by the HR .
PM need to fill the forms with his comment's & rating .
Later PM needs to send the filled forms to HR.
Finally, HR sends total employee appraisal forms to the management .
Management also takes an interview for the employees .
Finally, according to the rating the management give increments to the employees .
Employee termination process:
Various reasons for termination :
Poor performance
Uninformed absence
Poor performance :
If the employee fall below required performance standards then it will be consider as Poor performance. Before terminating the employee ( because of poor performance ) we need to send a warning letter stating that he/she need to improve his/her level of performance within 1 month .
Employee should agree for the same and sign in the letter . The employee should be aware that in case if he/she fails to reach the expectations , termination letter will be issued.
After 1 month PM should conduct a review and if still the PM is not satisfied with the employee 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 our future purpose .
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 or 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 that because of the uninformed absence the management came to a decision to terminate the services 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 need to send a resignation letter ( in writing ) to the management.
Resignation letter must include the reason for leaving also.
Employee needs to give 2 week or 1month notice period.
At the same time , the employee needs to discuss the same with CEO about their resignation. If the resignation accepted by the concerned authority , she/ he receives acceptance mail.
Absconding from the duties :
If any employee left 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 relieve from the company and to get his/her certificates.
Employee Exit Process :
After getting acceptance from the management exit process come into force.
It includes issuing relieving letter to the concerned employee.
Clearing the employee 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 take exit interview for the employee to get some inputs from the employee.
From India, Secunderabad
29My management told me to create a hr process for my company. I have created the below template for the same.
I am unable to attach my document to this post , so i am copying the document below .
Please have look and give me some suggestions .
HR PROCESS
Recruitment & Selection Process :
The recruitment process begins when the company need 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 begin 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, or functions, and responsibilities of the required position.
Qualifications required (jobs specification ) : It includes the specific requirements we are looking for like educational qualifications , experience etc;.
Advertising the vacancy
To inform about our requirement to the candidates we need to advertise our requirement through various ways.
Sources for recruitment are :
Employee reference
Personnel references
Jobs portal etc:
While advertising our recruitment we need to provide the below details :
Job code : We will create job code our for each requirement .Candidate need to mention the job code while sending the resumes . Without job code we will not accept the resume for screening.
White sending the resume to
Screening the resumes :
After receiving the resumes we need to screen the resumes based on criteria like the Job description, job specification , experience , gender etc.
The candidate need to satisfy the criteria to enter the next step.
Calling them for the interview process :
HR will call the short listed candidates for written test , as well as she/he sends an email to the applicant . The e-mail gives information about written test date , venue details , exam pattern, etc. :
If the candidate is not reachable to the phone call , then the HR sends an email to the applicant about the written test. It gives information about the same things to the candidate which explained in the above .
All short listed candidates will have to attend two / three levels of interview according to their job role. Step by step, as follows.
1st Step :
Written test :
HR conduct written for the candidates .
Details about written test :
The candidate needs to mention his/her details in the official records available at the entrance .
Before answering the paper the candidate need to read the instructions in the 1st page of written test paper
Later they need to mention their details in 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 need to get good marks at 1st and 2nd sections.
For Programmers vacancy its compulsory to get more than 12 marks in section 3 out of 20.
After 90 minutes HR will collects the answer sheet from the candidates.
After finishing the exam the candidates can go out.
After the correction if the candidate score good marks in the written test than the HR show the resume & the answer sheet to PM , after getting his approval , hr arranges the technical interview.
The interview time should be convenient to the PM to take an interview.
Finally, HR informs the interview time to the candidate through phone.
2nd Step :
Technical interview :
PM takes 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 defers each job :
- For the designers its like giving some task , ask them to finish within some stipulated time.
During the interview hr explains the terms and conditions , initial pay to the candidate.
The candidate needs to confirm his/her decision to join in 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
¯
Managing the response
¯
Short-listing
¯
Conducting written test
¯
Arrange Interviews
¯
Conduct the interview
¯
Decision making
¯
Convey the decision
¯
Appointment action
Allotting employee id :
After getting the confirmation from the candidate about joining date HR informs the joining process to the candidate .
HR informs the below things :
At what time the candidate need to come to the office.
What are all he/she need to bring, etc.
Later HR allots specific employee id to the new employee .
Employee id defers 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 to the new employee.
For HR department the id starts from A102..
For Development department A104..
For Marketing department A107..
For consultants A108..
Like the same for interns it starts from A105..
HR maintains individual time sheets for interns and regular employees .
After completing the internship the employee will become a regular employee.
NSA department arranges a new system according to the employee job requirement . ( system configuration defers each department )
Later management creates official email id to the employee for official communication.
Employee Joining Process :
HR informs the allotted employee id to the new employee and how he/she need to mark their attendance daily.
At the time of joining new employee need 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 the proof of residence.
3.Photocopy of a document (passport, PAN card ,etc) for the proof of identity.
4. Two passport size photographs.
Later HR shows where he /she need to sit , and how they need to login in 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 need to fill '' the employee information sheet'' and submit the same to HR.
Later HR sends the details regarding the working hours , leave policies , dress code , to whom he/she need to report, etc.
After receiving the certificates from the new employee HR issues 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 :
Time sheets will be available at the entrance table.
Employees need to mention their sign -in time while entering into the office , like the same they need to enter the sign -out time while they are leaving the office.
HR updates the attendance of employees daily to avoid confusion in later stage.
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 formate. This is to create transparency in the attendance system.
If the employee finds any mistake, they can get back to the HR with in 1 working day about the issue.
Finally, HR will send the attendance report to the accountant for the pay roll process.
Leave process:
When the HR receives leave application from the employee , she will consult the PM about the employee leave request .
PM checks the employee 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 communicate the leave approval status to the HR.
After the PM approval HR sends an acceptance mail to the employee .
If the employee takes more leaves than allotted leaves than the leaves are considered as leave out of pay.
Employees need to send the leave application ( for personnel leave ) before 2 weeks .
If the employee take more than 3 sick leaves consecutively then he/she need to submit 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 availability of funds.
The basic criterion for eligibility is a genuine verifiable purpose for which the employee has applied for a loan.
The employee need 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 the hr , payroll process begins.
According to the leave status of the employee , HR will decide the LOP (leave out of pay) and the amount need to deduct from the employee salary.
Before that HR need to get approval from the PM & Management to deduct the amount from the employee salary.
Finally HR informs the same to the employee about the pay deduction .
If the employee takes any loan from the company then the HR deducts the monthly repayment amount from the salary .
Before the salary credit HR deducts professional tax from the employee 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 once in a year or for 6 months it depends on management decision.
Management decides the rating for bucket system, it means according to the final rating the employees come under 5 buckets .
1 bucket – Outstanding performance
2 bucket - Very good
3 bucket – Good
4bucket – Not up to the mark
5 bucket – Very bad
Management informs the employees about the performance appraisal process before they are going to start the process. So that everyone can prepare for the same.
HR will prepare the schedules for the appraisals .Appraisal includes 3 stages ;
Self appraisal
PM appraisal
Management appraisal
HR will send the appraisal form to employees individually , they need to fill 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 take an interview according to the schedules informed by the HR .
PM need to fill the forms with his comment's & rating .
Later PM needs to send the filled forms to HR.
Finally, HR sends total employee appraisal forms to the management .
Management also takes an interview for the employees .
Finally, according to the rating the management give increments to the employees .
Employee termination process:
Various reasons for termination :
Poor performance
Uninformed absence
Poor performance :
If the employee fall below required performance standards then it will be consider as Poor performance. Before terminating the employee ( because of poor performance ) we need to send a warning letter stating that he/she need to improve his/her level of performance within 1 month .
Employee should agree for the same and sign in the letter . The employee should be aware that in case if he/she fails to reach the expectations , termination letter will be issued.
After 1 month PM should conduct a review and if still the PM is not satisfied with the employee 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 our future purpose .
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 or 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 that because of the uninformed absence the management came to a decision to terminate the services 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 need to send a resignation letter ( in writing ) to the management.
Resignation letter must include the reason for leaving also.
Employee needs to give 2 week or 1month notice period.
At the same time , the employee needs to discuss the same with CEO about their resignation. If the resignation accepted by the concerned authority , she/ he receives acceptance mail.
Absconding from the duties :
If any employee left 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 relieve from the company and to get his/her certificates.
Employee Exit Process :
After getting acceptance from the management exit process come into force.
It includes issuing relieving letter to the concerned employee.
Clearing the employee 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 take exit interview for the employee to get some inputs from the employee.
From India, Secunderabad
Hi Vani, Its Good Job:), i think you have covered everything. If required you can add Employee Background verification process. Good Luck!! Regards, Nataraj
From India, Bangalore
From India, Bangalore
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