Human
Resource Process Manual
(QMS-ISPL-M-HRP)
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Version
No |
V20 |
Prepared by |
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Date |
30-01-2015 |
Name |
Suman |
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Signature |
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Date |
30-01-2015 |
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Copy
No |
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Approved by |
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Issued
to |
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Name |
Sai Prasad Koneru |
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Signature |
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Date |
30-01-2015 |
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Document
Amendment Record
A-
Added, M- Modified, D- Deleted
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Sl.No |
Date |
Version No |
Page No |
Change
Mode(A/M/D) |
Brief description
of change |
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1 |
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V01 |
N/A |
A |
Initial Release |
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2 |
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V02 |
3 |
M |
Section 7.4 - Resources Added “and allocation of resources” in first paragraph Included another paragraph describing about the activities when an employee leaves an organization, how HR communicates with the logistics department |
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3 |
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V03
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2 |
A |
Section 7.1 – Issue of Offer Letter – Modified the description of the entire paragraph |
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4 |
4 |
A |
Section 7.9 – Exit of the employee – Included the following description at the end of the paragraph – “After completion of the exit interview, the interviewer records the key points of the interview and later communicates the same to the management verbally.”
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5 |
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V04 |
3 |
A |
Section 7.4 - Resources Included a paragraph the document to be maintained for documenting the education, training, skills and experience of various roles in the organization. |
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6 |
06-06-2012 |
V04 |
N/A |
D |
The Company address information is
removed from the Footer |
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7 |
30-01-2015 |
V20 |
N/A |
N/A |
Reviewed and base lined |
Table of
Contents
5 Entry criteria, Input, Activity, Output,
Exit criteria
7.2 Acceptance of offer letter
7.3 Issue of appointment letter
8 Quality system documents referred
To establish, implement and maintain all the HR activities of Inooga Solutions.
To ensure coverage of all the HR related activities of Inooga Solutions.
This process is applicable to all the HR related activities of Inooga Solutions.
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Abbreviations/Terms |
Description |
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ISPL |
Inooga Solutions Private Limited |
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QMS |
Quality Management System |
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HOD |
Head of the Department |
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CEO |
Chief Executive Officer |
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CTO |
Chief Technology Officer |
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HR |
Human Resource |
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QA |
Quality Assurance |
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Sl.No. |
Entry Criteria |
Input |
Activity |
Output |
Exit Criteria |
|
1. |
Acceptance of offer letter |
Candidates particulars |
Preparation of appointment letter |
Acceptance of appointment letter |
Completion of appointment letter |
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2. |
Joining date of employee from copy of offer letter |
Joining of new employee |
Induction Program |
Awareness of organization information and QMS |
Completion of induction program |
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3. |
Submission of resignation |
Resignation letter |
Exit interview |
Records of exit interview |
Employee’s personal folder |
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S. No. |
Responsibility |
Person / Department Responsible for |
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1. |
Preparation of offer letter |
Placement & recruitment function |
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2. |
Preparation of appointment letter |
HR & General Affairs department |
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3. |
Induction Program |
HR & General Affairs department/QA Manager/Network Engineer |
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4. |
Employee Handbook |
HR & General Affairs department |
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5. |
Induction Program Feedback |
HR & General Affairs department |
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6. |
Training |
HR & General Affairs department |
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7. |
Exit Interview |
HR & General Affairs department |
The various activities adopted by HR & General Affairs department of Inooga Solutions are mentioned below:
1. Issue of offer letter
2. Acceptance of offer letter
3. Issue of appointment letter
4. Resources
5. Induction program
6. Training
7. Feedback
8. Handover/Takeover
9. Exit of the employee
Placement and Recruitment function checks the interview rating sheet along with other details of the selected candidate and prepares the offer letter after negotiating the salary with the candidate. Upon agreement with payment related terms, offer letter will be issued by placement & recruitment function to the candidate. After receiving acceptance of offer letter, a copy of the same is filed in the new employees' personal file for records maintained by HR. Apart from that the top management can recruit the candidates directly if need arises.
After acceptance of offer letter, HR & General Affairs department files full set of recruitment papers of the interview in his personal file. In case of any change in the joining date communicated by the candidate or a resource is not joining, the HR & General Affairs department communicates the same to the placement & recruitment department through email. The placement and recruitment department makes follow up for a period of 15 days from the date of offer letter accepted and communicates the result to the HR & General Affairs department.
On the date of
joining of the candidate, the appointment letter is issued by the HR &
General Affairs department, and acceptance of the same is obtained from the
candidate. Placement and recruitment department is then informed about the new
employees joining through email for their further process.
The following copies
are checked from the candidate:
Ø Duplicate copy of
offer letter (if not submitted)
Ø Photocopy of
educational certificates
Ø Photographs
o 2 Passport size
o 2 Stamp size
Ø Clearance (Relieving
letter or letter of resignation) from the previous employer
Ø Copy of letter of
offer and last salary statement from previous employer
Ø Photocopy of
passport (if any)
Ø Details of permanent
residential address
On the date of joining of the new employee, an email is sent to all the employees by the HR & General Affairs department with the information of the new employees’ designation and the relevant department he/she joins in.
The HR & General Affairs department communicates with the logistics department for creation of email account and allocation of the resources for the new employees through email. The Management/HOD is informed about the new employees for further process.
Whenever an employee leaves the organization, the HR & General Affairs department sends an email to the logistics department for deletion of the email account and de-allocation of resources.
When an employee is hired on a contract basis, then a contract agreement is signed by the selected candidates, hence other documents and process (viz., Offer letter, Appointment letter, Induction program etc) are waived off.
The HR & General Affairs department maintains a Competency Requirements (QMS-ISPL-F-CRE) document wherein the minimum qualification, experience, skills and training required for the various roles existing in the organization, and ensures that these criteria are taken care of for the new employees.
Every employee joining Inooga Solutions is given an induction program within 30 days of his/her joining. This program makes the employee aware of the relevant information about the organization, the people, the processes/ procedures, various policies, standards and the QMS being followed by the organization.
The training programs are carried out in Inooga Solutions to upgrade the skills and knowledge of employees on a regular basis, so as to ensure that highly competent and motivated employees are available for software development. Various technical and non technical training programs are conducted to all the employees as mentioned in the training process manual.
Feedback is taken from the participants for every program as below:
Ø In case of general induction program, the feedback form used is (QMS-ISPL-F-GIF).
Ø For all other training programs, the feedback form used is (QMS-ISPL-F-TFB).
Evaluation of feedback forms would be done according to the process mentioned in the training process manual.
Resources may be moved between projects/departments or may leave the organization. In those events the handover/takeover of the responsibilities are to be done in a systematic manner to minimize the possibility of communication gap and delay in work schedules. The handover/takeover is supervised by the HOD of the resource handing over responsibility.
The outgoing resource prepares a list of items being handed over, using the handover/takeover form and gives it to the incoming resource. The incoming resource verifies the list and ensures receipt of all the items/information listed there in. He/She also verifies the functionality of the items received and resolves problems/concerns, if any, with the outgoing resource. The outgoing resource assists the incoming resource in the process. Upon satisfactory resolution of all issues and concerns, both the resources sign the form and submit it to their manager who approves the same. The handover/takeover is completed on approval of the handover/takeover form by the manager. In case, there is no incoming resource/replacement for the outgoing resource, then the handover/takeover form is filled by the outgoing resource and duly gets the signatures of the concerned department heads and handovers the form to the HR & General Affairs department.
After the submission of resignation letter by an employee and upon acceptance of the resignation by the management, an exit interview is conducted by HR & General Affairs department and the same is filed in the employee’s personal folder.
After completion of the exit interview, the interviewer records the key points of the interview and later communicates the same to the management verbally.
The Employee
handbook is maintained by the HR & General Affairs department and is
revised in accordance to the organizations activities, policies. It is placed
in the Microsoft Outlook – All Public Folders for the easy accessibility for
all employees. It makes the employees aware of organization history, vision,
culture etc. Besides this it also
provides the information about the organization policies, leave structure, and
rules and regulations etc., of Inooga Solutions.
HR & General Affairs department makes the policies and relevant forms according to the organization activities and rules and regulations. Following are the policies followed by Inooga Solutions:
Ø LTA Policy
Ø Confirmation Policy
Ø Appraisal Policy
Ø Travel Policy
Ø Exit Policy
Nil.
|
Sl.
No |
Required Record |
Custodian |
Retention Period |
Record ID |
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1. |
General induction feedback form |
HR & General Affairs department |
1 year |
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2. |
Handover/takeover form |
HR & General Affairs department |
1 year |
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3. |
Exit interview form |
HR & General Affairs department |
1 year |
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4. |
Training evaluation form |
HR & General Affairs department |
1 year |
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5. |
Competency Requirements |
HR & General Affairs department |
1 year |