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Major Functions of HR A dramatically simple approach for running better HR

What is HR?

Human Resource is the function within an organization that focuses on the recruitment of, management of, and providing direction for the people who work in an organization. Human Resources is the governance of an organization’s Employees. Human Resources is sometimes referred as Human Resources

Management.

A company’s human resources department is responsible for creating, implementing and/or overseeing policies governing

employee behaviour and the behaviour of the company toward its employees.

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Responsibility of HRThe HR Roles and Responsibilities in the modern organization are extremely wide and in many organization top level management relies on the accurate job of HR employees. Apart from this some of responsibility are as below.

Employee Management

Employee Leave Administration

Attendance

Employee management is to looking after the day-to-day activities performed by the employees to help in achieving organiza-tional goals

Leave Administration encompasses the processes employees use to request time away from work and supervisors use to grant or deny leave based on organization policies.

Keeping track of the attendance of employees based on various events like shift, late, overtime, permission, holiday working and on duty.

Employee Management

Employee Leave AdministrationWhat is HR? Attendance

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What is HR? Attendance

Employee On-BoardingWhen an employee joins an organization, the company welcomes the new employee and provides orientation on company, culture of company, job, benefits and various sub-processes regarding the work. Generally the whole process is termed as on-boarding.

HR roles in Employee On-Boarding

§ Generate and issue an Appointment Letter.

§ Verification of employee information§ Reference Check.§ Creation of email ID, access credentials,

and ID Cards.§ Provide the new Joinee, the names and

phone numbers of whom to call in the event of questions or emergencies.

§ Do an Induction program for the employee.




Types of Official Letters

Official letters refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature.




EmployeeConfirmation

HR needs to remind Manager about:

§ Confirmation due date of an employee.

§ Record the remarks/information on the Confirmation feedback.

§ Record the Confirmation status of an employee along with salary changes, if any.

§ Print and issue a confirmation letter

Employee Communication

Employees need to be informed of various activities and updates of the company. HR should ensure that this information is made known to the employees

HR needs to ensure that employees have a good work environment. They need to ensure that any employee issues should be addressed by them or the relevant person.




Employee Information

HR or Admin departments are responsible for collecting, verifying, storing, updating and maintaining different employee information.

This information is required for internal processing, MIS as well as statutory compliance and various audits by government agencies.

HR needs to maintain a list of current and past employees. Transfer, promotions, increments, etc. and the same needs to be updated.

All physical and scanned documents of employees are to be stored and maintained.

Various categories of employee information that can be managed

§ Basic Info§ Qualification§ Joining Details§ Bank Details§ Address§ Resignation Details§ Career History§ Assets




Document Management

Employee information can be collected, recorded and maintained in a number of storage ways and update information in forms or file copies of documents.

For specific information, company may require necessary proof for validation of information.

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Asset Management

The assets provided by the organization to an employee, are recorded and maintained.

Assets like Laptops, Mobile phones, Pen drives, vehicles and SIM Cards can be managed under various asset groups like IT, Facilities, Admin, Marketing etc respectively.

Organization Tree

An organization tree is a representation of relationships between an organization’s departments, functions and people.

It can also indicate the flow of data, responsibility and reporting from bottom-up or top-down.




Employee Engagement

Employee engagement is a workplace approach resulting in the right conditions for all members of an organisation to give of their best each day, committed to their organisation’s goals and values, motivated to contribute to organisational success, with an enhanced sense of their own well-being.

Employee ExitEmployee Exit refers to the process of separation of an employee from the service of an organization.

This can be on account of voluntary resignation, termination, end of contract, retirement, death or absconding. As part of the exit, the company performs a no-due clearance and processes the final settlement.




What is Leave ?The term Leave refers to absence or a vacation from work. Technically, it is a term used to describe a period of time that one has to be away from primary job while maintaining the status of employee. This term is in contrast to normal periods away from the workplace such as vacations, holidays and sabbaticals.

Different types of leave

In general, Organizations have the following types of leave apart from general holidays:

§ Earned leave (EL, also called as privilege leave PL)

§ Sick leave (SL)§ Casual leave (CL)§ Leave without pay (LWP)§ Maternity leave (ML)§ Paternity leave§ Compensatory Off




Leave PolicyEvery organization needs a leave policy that is tailored to its need and culture.

There are also statutory rules from the government that need to be taken into consideration.

A good leave policy is simple, easy to administer, fair to all employees and compliant with the statutory requirements.

Employees need to be made aware of the Leave Policy. HR has to ensure that the same should be accessible to them when they want to check for availing of any leave.

A leave policy has the following components:

§ Different leave types which an employee can avail

§ Various rules for each of the leave types

§ Weekend policy§ Holidays list




Leave RulesOnce you have identified the types of leave an employee can take, you need to define various rules for each leave type.§ Grant/entitlement quantum of leave to be granted, how often and when.

§ Availing rules how often an employee can avail a leave, limits, restrictions, etc.

§ Eligibility who is entitled to this type of leave.

§ Approvals who can approve and approval limits. § Year end activity

carrying forward of leaves up to a maximum limit, lapses, etc.

§ Encashment

§ For Sick Leave, Maternity Leave, etc. additional documentation to be maintained. HR needs to ensure that all documents are available.




Leave Without Pay

Leave without pay (LWOP) is a temporary non-pay status and absence from duty that, in most cases, is granted at the employee's request.

For those days, the employee's salary is not paid or is under Loss of Pay.

In some organizations it also called LOP or Loss of Pay.

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Leave requests, both paid and unpaid, should be granted or can be denied as per company's policy, including any requirements related to eligibility for leave, and other company policies.

Decisions to grant or deny leave must be based on same criteria forall, and be based on the same determinations as decisions to grant leave for any other reason.

Employee Management



Granting LeaveLeave Period End Activity

Most companies follow either calendar year or financial year for leave accounting.

Once the leave year is completed all transactions for that year are to be completed

Based on the company policy, employee may request for encasing their leaves. HR needs to facilitate this.

New transactions are disallowed later for the closed year.

Accounts team will need the balances of leave for each employee every month.




Attendance Concept

Shifts

Typically day divided into set of time periods during which different groups of employee perform their duties

Shift Roster

Shift roster is a list of employees, and associated information e.g. location, working times, responsibilities for a given time period e.g. week, month or sports season.

Muster Roll

All organizations, typically maintain a register with a list of all employees. Office clerk or front office person records each of employees' attendance status or else integrated system automatically update it. It could be Full Day Present, Half Day Present, Absent, Leave, Week Off, and Holiday.




Attendance Policy

To regulate the attendance process and to ensure that production and other operational activities are running smoothly, companies set up attendance policy.

OR

Shift timings, week off, definition of hours required for considering full day/half day presence of employees, over time rules, etc., together are termed as Attendance Policy.

Following are the responsibilities of HR manager regarding attendance:

§ Ensure that all employees are fully aware of the organization’s policies and procedures for dealing with the absence

§ Be the first point of contact when an employee phones in sick

§ Maintain appropriately detailed, accurate, and up-to-date absence records for their staff

§ Identify any patterns or trends of absences which cause concern

§ Conduct return-to-work interviews § Implement disciplinary procedures

where necessary




Attendance Regularization

This is a process to regularize employee attendance (i.e. request for change in Attendance Status). This is typically used when an employee has a mismatched swipe/punch or has forgotten to swipe/punch for the day.

In this process, the employee applies for Attendance Regularization and concerned Manager needs to approve the same.

Once approved, the status of the employee for the day will be marked as Present during the attendance processing work-flow.

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