How to Start HR Department in an Orrganization

7/25/2019 How to Start HR Department in an Orrganization

1/19

HERE ARE SOME USEFUL GUIDELINES TO SET UP HR DEPARTMENT.

STAGE 1

Review the current practices / policies [if any].

Audit all HR activities that are performed [even the crude format].

HERE ARE THE CORE HR RAs [ ey Result Areas]

RA ! " Recruitment / #election.

RA $ " %or&force 'lannin( and )iversity.

RA * " 'erformance +ana(ement.

RA , " Reward +ana(ement.

RA - " %or&place +ana(ement and Relations.RA " A #afe and Healthy %or&place.

RA " 0uildin( Capa1ilities and Or(ani2ational 3earnin(.

RA 4 " Effective HR +ana(ement #ystems5 #upport and +onitorin(.

STAGE 2

6nderstand the or(ani2ation.

6nderstand the or(ani2ation structure.

6nderstand the or(ani2ation systems.

6nderstand the or(ani2ation politics/influential people.

6nderstand the or(ani2ation / individual roles.

6nderstand the or(ani2ation / positions.

6nderstand the individual 7o1 descriptions.

6nderstand the 7o1 / 7o1 specifications etc8

STAGE 3

)iscuss the values / 1eliefs with senior mana(ement / CEO and the need for HR

department.

)iscuss the e9pectations from HR department : short / medium / lon( term.

)iscuss with CEO5 the or(ani2ation;s corporate o17ectives / strate(ies and how HR

can contri1ute to the corporate o17ectives.

)iscuss / see& consensus on or(ani2ation structure / mana(ement process.

)iscuss the current or(ani2ation culture with senior mana(ement.

)iscuss with CEO / senior mana(ement the core activities / competences and

1usiness drivers of the or(ani2ation.


2/19

TO GET A GOOD START AND HOLD YOUR CREDIBILITY, YOU NEED THESE

INFORMATIONS TO START YOUR WORK ON HR DEPT.

GET A COPY OF CORPORATE PLAN, WHICH OUTLINES THE COMPANY'S

+=##=O>

COR'ORATE O0?ECT=T #=T6AT=O>.

ATER you (ather all the information and summari2ed5 you should sit down with your

1oss [CEO] and discuss and prioriti2e the items5 as follows"

6R@E>T / =+'ORTA>T

6R@E>T/ >OT =+'ORTA>T

>OT 6R@E>T/ =+'ORTA>T

>OT 6R@E>T / >OT =+'ORTA>T5 06T >EE)E) )O%> THE 3=>E.

STAGE 0

'lease RE6A35 as listed 1elow.

'ic& points out of it 5 as per your need5 1ased on your discussion / audit results.

ou may want to start up with

HR )E'ART+E>T O0?ECT=


3/19

=nduction pro(ram

Orientation pro(ram

Employee communications

Trainin( D development of the employees

'erformance Appraisals / mana(ement

Once you have the preliminary draft ready5 you can start with your E+'3OEE

HA>)0OO [3=#T 'ROT

OR THE CO+'A> A>) THE 'R=OR=T O>E#.

HR+ 'ROCE##E#

HR A6)=T=>@

HR 06)@ET=>@

#trate(ic HR+ 'lannin( HR #trate(ies and 'olicies.

HR and chan(e mana(ement.

Competency1ased HR

nowled(e mana(ement

?O0 )E=FAT=O>

Or(. desi(nin(

Or(. structurin(


4/19

Or(. development

?o1 / role structurin(

H6+A> RE#O6RC=>@

HR plannin(

+anpower plannin( #uccession plannin(

Talent mana(ement

'EROR+A>CE +A>A@E+E>T

'erformance appraisals

'erformance mana(in( the processes.

HR )E#

Or(ani2ation communications

Employee communications.

#taff amenities

HEA3TH A>) #AET.

OH#

H6+A> RE#O6RCE =>OR+AT=O> ##TE+.

STAGE


5/19

REOTE O %HAT O6 TH=> ARE =+'ORTA>T

OR THE CO+'A> A>) THE 'R=OR=T O>E#.

HR SYSTEMS

HR strate(ic plannin( system

Human resource plannin( system

+anpower plannin( system

?o1 profilin( system

Recruitment Dselection system

'erformance appraisal system

'erformance mana(ement system

'eople development systems

Career plannin( and development system

#uccession plannin( system

?o1 enrichment system

Compensation plannin( and pac&a(in( system

TH=# is 7ust a common list.

AFTER STAGE 1,2,3,/,0,, MAKE A REPORT

%hat is the current situation

%hat &ind of HR )E'ART+E>T is reGuired.

%hat you thin& are your priorities

%hat is your action plan

%hat is time schedule.

MAKE A TEMPORARY HR DEPARTMENT

O>E HR +A>A@ER [O6R#E3]

O>E TRA=>=>@ +A>A@ER

O>E #A3AR A)+=>=#TRAT=O> +A>A@ER

O>E RECR6=T+E>T /#E3ECT=O> +A>A@ER

)=#C6## TH=# %=TH THE #E>=OR +A>A@E+E>T5 #EE THE=R A''RO@#

/#6''ORT

TO =+'3E+E>T O6R '3A>.

To win confidence/trust5 you need to show credi1ility/functional &nowled(e level.

=nitially5 please do not rush with too many thin(s. Ta&e one thin( at a time and do a

thorou(h 7o1. Everythin( must 1e done ri(ht at the first time.

'RE'AR=>@ A HR +A>6A3 =# =+'ORTA>T. >OT A33 THAT =# 3=#TE) HERE +A 0E

>ECE##AR AT =R#T.


6/19

)=#C6##=>@ %=TH #E>=OR +A>A@E+E>T A>) =)E>T= THE 'R=OR=T O>E# A>) %OR

O> THE+.

HR MANAGEMENT MANUAL

Human Resources 'olicies5 'rocedures and orms

T#-e %4 C%e"

A)+=>=#TRAT=O>

ADM.151 'ersonnel Records Activities

!. Employee =nformation

$. HR 'ersonnel Records

*. Contents of 'ersonnel iles

,. Employee;s 'ersonnel Records Review

-. +ana(ement Review of 'ersonnel iles

. Company Release Of Employee =nformation

. Record Retention and 3on(Term #tora(e

4. Record )estruction

Forms

E9! 'ersonnel Records Access 3o(

E9$ HR Records Retention 'eriods

ADM.152 orm )evelopment Activities

!. orm )evelopment and ormat

$. Authori2ation and 'rintin(

*. orm >um1erin( and 'lacement

,. orms =nde9 and +anual

Forms

E9! orm 'rintin( ReGuest

ADM.153 )ocument Control Activities

!. )ocument )istri1ution

$. )ocument Revision

*. )ocument

,. Temporary Chan(es

Forms

E9! ReGuest or )ocument Chan(e IR)CJ

ADM. 15/ +ail D E9press #ervices Activities

!. @eneral +ail 6sa(e

$. Addressin( +ail


7/19

*. E9press +ail

,. Overni(ht 'ac&a(es

-. Additional =nformation Resources

Forms

E9! Out(oin( +ail Re(ister

ADM. 150 Telephone Answerin( Activities

!. Answerin( TechniGues and EtiGuette

$. Answerin( and )irectin( Calls

*. Ta&in( +essa(es

,. Telephone 6ser;s @uide

Forms

E9! =mportant +essa(e

ADM.15 'roperty D Access Control Activities

!. 0ac&(round Chec&s$. 'hysical Access Controls

*. ey Controls

,. 'roprietary =nformation Controls

-. Collection Of Access Controls

.


8/19

4. #mo&in(

K. #olicitations

!. #u((estions

!!. eeds Analysis

$. 'ersonnel ReGuisition

*. ?o1 'ostin( D #creenin(

,. =nterviewin(

-. 'reEmployment #creenin( D Testin(

. 0ac&(round =nvesti(ation

. Hirin( And Employee Offers

4. +otor


9/19

!. Additional =nformation Resources

Forms

E9! 'ersonnel ReGuisition

E9$ Offer 3etter

E9* 'ersonnel Chan(e >oticeE9, >ew Employee Hirin( Chec&list

E9- Employment Eli(i1ility


10/19

*. Telephone =nterviews

,. E+ail =nterviews

-. =n'erson =nterviews

Forms

E9! Employment =nterview BuestionsE9$ =nterview orm

HRG150 0ac&(round =nvesti(ations Activities

!. 0ac&(round And Hirin(

$. =nvesti(ative Consumer Reportin(

*. Employee Reference Chec&s

,. +otor


11/19

COM152 'aid D 6npaid 3eave Activities

!. 'aid Time Off

$. 6npaid Time Off

*. A1sence ReGuest And >otification

,. Holidays-. otice 'rocedures


12/19

*.! =nitial >otice

*.$ Annual >otices

,. Additional =nformation Resources

COM15 Consolidated 0ud(et Reconciliation Activities

!. 'lan Administration$. Bualifyin( Events

*. >otice 'rocedure

,. 0enefits 'rotection

. Enforcement

. Additional =nformation Resources

Development Procedures

DE8151 )evelopment +ana(ement Activities

!. )evelopment 'lannin(

$. Trainin( Effectiveness*. Trainin( Records

,. Trainin( Courses

-. 'erformance Evaluations


Forms

E9! Trainin( 'lan

DE8152 Trainin( Reim1ursement Activities

!. Eli(i1ility

$. Approved 'ro(rams*. Reim1ursement

orms

E9 ! ReGuest or Trainin(

DE8153 Computer 6ser D #taff Trainin( Activities

!. +=# Trainin( And Certification

$. +=#/3A> 6ser Trainin(

*. E+ail Trainin(

,. #oftware Applications

DE815/ =nternet D E+ail Accepta1le 6se Activities

!. Accepta1le 6se

$. =nappropriate 6se

*. =nternet And E+ail EtiGuette

,. #ecurity

-. 6ser Compliance


13/19


Forms

E9! Computer And =nternet 6sa(e 'olicy

DE8150 'erformance Appraisals Activities!. 'erformance Appraisal @uidelines

$. Appraisal 'reparation

*. Appraisal )iscussion

,. #alary Ad7ustments

-. Appraisal Conclusion


Forms

E9! #elf Appraisal orm

E9$ 'erformance Appraisal orm

DE815 Employee )iscipline Activities

!. =ntroduction To +isconduct

$. Responses To +isconduct

$.!


14/19

Forms

E9! #afety #u((estion #heet

E9$ %or&place #afety #elf=nspection Chec&list

E9* %or&place #afety Action 'lan

E9, %or&place #afety Rules

E9- =nde9 of Ha2ardous Chemicals)oc +aterial #afety )ata #heet

)oc =n7uries and =llness 3o(

)oc #ummary of =n7uries and =llness

)oc =n7uries and =llness =ncident Report

)oc =nstructions for O#HA orms

CMP152 'eople %ith )isa1ilities Activities

!. 0ac&(round

$. %ho =s CoveredN

*. Employment =ssues,. 'u1lic Accommodations

-. Enforcement Of The Act


CMP153 Annual And +edical 3eave Activities

!. Reasons or Ta&in( 3eave

$. Advance >otice And +edical Certification

*. ?o1 0enefits And 'rotection

,. 6nlawful Acts

-. Enforcement. Employer >otices


Forms

E9 ! Certification Of Healthcare 'rovider

E9 $ Employer Response To Employee ReGuest

CMP15/ )ru( ree %or&place Activities

!. @eneral

$. 'rohi1itions*. Authori2ed 6se Of 'rescription +edicine

,. )ru( Awareness 'ro(ram

-. )isciplinary Actions


CMP150 Health =nsurance 'orta1ility And Accounta1ility Activities


15/19

!. +ana(ement

!.! 'rivacy #tandards

$. +edical Records +aintenance

*. +edical Records Access

,. Additional =nformation Resources

Forms

E9! H='AA Authori2ation orm

CMP15 Harassment D )iscrimination Activities

!. 6naccepta1le 0ehavior

$. Complaint

*. Corrective +easures

,. Enforcement

-. Additional =nformation Resources

9% De")&!p!%" T#

WRITING JOB DESCRIPTIONS

=>TRO)6CT=O>

'6R'O#E

#CO'E

WRITTEN COMMUNICATION

>ondiscriminatory lan(ua(e

Active voiceAction ver1s 'lain En(lish

FORMAT AND CONTENT

Effective )ate

)epartment

#ummary Of unctions

Essential )uties And Responsi1ilities

@roupin( #everal Tas&s =nto A #in(le Responsi1ility

Responsi1ility #tatements

)ele(ated Responsi1ilities

Or(ani2ational RelationshipsReportin( Relationships

The Or(ani2ationMs Environment

Bualifications

+andatory ReGuirements

ey #election Criteria

'hysical )emands

%or& Environment


16/19

?o1 'erformance

?o1 )escriptions

Reasona1le Accommodation

Accessi1ility

E*p-%ee H#d%%

SECTION 1 INTRODUCTION

!. The Company 'hilosophy

!.! The Company +ission

!.$ EGual Employment Opportunity 'olicy and Affirmative Action 'lan

!.* EmploymentAt%ill

!., #e9ual Harassment

!.- #afety

!.-.! #afety Rules

!.-.$ Ha2ardous %astes

!.-.* Reportin( =n7uries and Accidents!. )ru( ree %or&place

!..! 'rohi1itions

!..$ )ru( Awareness 'ro(ram

!..* )isciplinary Actions

SECTION 2 EMPLOYMENT

$. 'ersonnel Administration

$.! HR 'ersonnel Records

$.!.! Contents of 'ersonnel iles

$.!.$ Employee =nformation

$.!.* Employee;s ReGuest for Review of 'ersonnel Records$.!., +ana(ement Review of 'ersonnel iles

$.$ #ervice

$.$.! Employee Cate(ories

$.$.$ ?o1 'ostin( 'rocedures

$.$.* Employment of Relatives

$.$., Employment of +inors

$.$.- 'romotions

$.$. Transfer of Employees

$.$. #eparation of Employment

$.$.4 %or& force Reductions

$.$.K 'ro1ationary 'eriod$.$.! E9tra =ncome

$.* 'rocess =mprovement

$.*.! Employee+ana(ement orums

$.*.$ Employee #u((estion 'ro(ram

SECTION 3 COMPENSATION : BENEFITS

*. 0enefit Eli(i1ility


17/19

*.! 'ayroll =nformation

*.!.! Time Records

*.!.$ 'ay 'eriods

*.!.* #alary Compensation for 'artial 'ay 'eriod

*.!., 'ay Rate #chedule : Hourly 'aid Employees

*.!.- 'ayroll )eductions*.!. Overtime

*.!. 'ayroll Errors

*.!.4 @arnishment of Employee %a(es

*.!.K Authori2ed Chec& 'ic&up

*.!.! 'ay at Time of #eparation

*.$ Attendance D 3eave

*.$.! +edical 3eave 'olicy

*.$.$ #ic& 3eave Credit 3imit

*.$.* #ic& 3eave 'olicy : 6sa(e

*.$., +edical5 )ental and Optical Appointments

*.$.- E9haustion of Accumulated #ic& 3eave*.$. 'all1earer5 uneral5 Emer(ency 3eave

*.$. Civic 3eave or ?ury )uty

*.$.4


18/19

,.$.* 'ersonal Conduct

,.$., Confidentiality

,.$.- 0ri1es5 ic&1ac&s and =lle(al 'ayments

,.$. 'atents and Copyri(hts

,.* +isconduct

,.*.! #erious +isconduct,.*.$


19/19

HR MANUAL

HR MANUAL is the total (uidelines for the mana(ers in the or(ani2ation on

the su17ect of H6+A> RE#O6RCE.

The real wor& of mana(in( people [human resource] is the responsi1ility of the line

mana(ers. The HR department acts as a coordinator / advisory 1ody to the linemana(ers5 in addition to5 its own administrative wor&.

E*p-%ee (#d%%is a ma7or element of the HR manual. =t is part of the HR

+A>6A3.

The copy of HR MANUAL [ includin( the employee hand1oo&] is (iven to the

*##;e&" only.

The copy of the EMPLOYEE (#d%%is (iven to the employees.

The TOTAL HR MANUAL development is a never endin( assi(nment. =t needs

updatin( every si9 months.

At the initial sta(e5 it could ta&e up to si9 months at least to complete the

manual/ hand1oo& for a full time person5 even if you employ an outside e9pert.

O)e %$ (#O% O6 ARE REA) OR THE HAR) %OR

#ource" internet

Documents

How to Start HR Department in an Orrganization