© british telecommunications plc 1 btsml voluntary leaver scheme and selection process and...
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© British Telecommunications plc1
BTSML Voluntary Leaver scheme and Selection Process and Guidelines
Tony CarrollHR Manager BT MSL
© British Telecommunications plc2
MSL Voluntary Leavers scheme
• A voluntary paid leaver scheme will be offered to the impacted audiences, where this is commercially viable. Within the KCom contract BTMSL are restricted from offering a voluntary leaver solution due to the potential of commercial risks/ costs around pension enhancements. Voluntary leaver payments will be offered specifically in Virgin Media in order to achieve efficiencies within the impacted communities.
• Whilst we will ‘direct’ the Leaver scheme at the impacted groups within VM, we will also facilitate a mechanism to express an interest in leaving (with the package) outside of the impacted group (except KCom), in order that we may be able to capitalise on any backfills.
© British Telecommunications plc3
Terms
The voluntary paid leaver terms, where applicable, are as follows:
• One month’s salary for each completed year of service up to a
maximum of 12 years• People with between 1 and 5 years’ service will receive a minimum
payment of 6 months’ pay• Access to BT MSL outplacement services to provide assistance with
job searching, or an equivalent sum of money to pay for retraining for a new role (on receipt of an invoice or proof of payment and up to £1000)
• Scheme opens 31st January and closes Monday 20th February with a leaving date of 31st March 2012
© British Telecommunications plc4
Selection Process Agenda
Roles and Responsibilities
Key Selection Principles
Criteria and Selection Process
Appeals
Selection programme
Timeline of activities
Line Manager Resources
© British Telecommunications plc5
Roles and Responsibilities
• Senior Manager• Selection Manager• Line Manager• HR Manager
© British Telecommunications plc6
Senior Manager
• The Senior Manager within the appropriate function will have ultimate responsibility within their areas/ functions to ensure that the selection activity is undertaken in an appropriate, fair and objective manner.
• The respective Senior Manager, HRBPs or another independent senior manager will be responsible for addressing any Appeals raised as a result of the selection decisions being taken.
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Selection Manager
• Normally second line managers Selection Managers are individuals identified by the Senior manager of the unit, who will be responsible for running the selection activity
• The intent wherever possible, would be that the Selection Manager is not the immediate second line manager. This should enable increased objectivity within the process.
• The role of Selection Manager is vital to ensure that fairness and objectivity are maintained within the process and in all decisions around selection.
© British Telecommunications plc8
Selection Manager
• The Selection Manager will liaise with Line Managers to ensure that all scorings are completed for individuals and that all marks are challenged robustly.
• The Selection Manager will hold any one to one meetings, where a decision cannot be reached on the paper selection.
• Selection Managers will review and ‘ratify’ all selection work with HR Business Partners and reach decisions around individuals.
• Selection Managers in each area/ function will need to work closely with their relevant Senior managers to keep the overall selection process on track according to timelines.
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Line Manager
Line managers are responsible for effective engagement with impacted individuals, notifying them about the rationale for selection, how the process works and what it might mean for them. Line managers are responsible for providing robust, documented evidence necessary for completing the selection process. They will need:
• Relevant APR score.
• The most recent quarter’s levelled markings against each of the BT individual capabilities.
• Documented evidence of the individual’s skills and capabilities for the role, taken from 1:1 notes and APR discussions.
• Documented evidence of any action taken in the previous 12 months under BT’s attendance procedures
• Documented evidence of any action taken in the previous 12 months under BT’s disciplinary procedure
© British Telecommunications plc10
Line Manager
Once the line manager has informed the individual of the process and collated the evidence they will need to work with the Selection Manager to capture this detail on the Selection Matrix.
The line manager is also responsible for notifying individuals of the outcome of the selection process in a face to face, 1:1 meeting, once decisions have been fully ratified through the process
© British Telecommunications plc11
HR Manager
HR Managers will review the results of the selection process with the Selection Manager to ensure that all processes and procedures have been adhered to.
They will ensure that all HR and ER queries are answered and circulated in a timely manner. They will be involved in and responsible for ensuring CWU and employees are communicated with in a timely manner at all stages of the selection process. Any non standard areas should be raised with the CWU ahead of commencing the selection process.
HR Manager are responsible for ensuring that all relevant job and skills criteria are uploaded onto the Selection Matrix, before selection activity takes place.
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Key Selection Principles
• All selection activity will occur in a fair and transparent manner in line with the following guiding principles:
• The selection process provides a fair and objective method for realising required business efficiencies by selecting people into remaining roles where we are making role reductions and thereby identifying any individuals who will be made surplus and at risk of redundancy
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Key Selection Principles
Selection will be made against the following criteria only:-
1. Standard of Work Performance (using your last levelled APR score as a measure)
2. Match against the essential skills and knowledge for the role (taken from JD)
3. BT capability assessment (using the last levelled set of capability ratings)
4. Attendance record over the previous 12 months
5. Disciplinary record over the previous 12 months
Account will also be taken of individual preferences, for example, where a voluntary leaver scheme is offered.
© British Telecommunications plc14
Key Selection Principles
• All impacted employees will have a 1:1/ face to face meeting to discuss their situation.
• Best practice will be to hold an initial 1:1/ face to face meeting with individuals to discuss the selection process and review individual evidence. As a minimum, individuals will be informed of the selection activity at the outset (including rationale, process, impact and timeline) and have a 1:1/ face to face meeting to be notified of the outcome of the selection exercise.
• Any exceptional situations where a face to face is not practically possible (potentially relating to geographical accessibility), should be discussed with the Selection Manager in order to agree a way forward.
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Key Selection Principles
• The size of the audience and the level of reduction/ impact will determine the decision around frequency of meetings with individuals. The approach to be taken must be discussed and agreed fully between the HRBP and Senior Management Team.
• The selection process will be run in a timely and transparent way to ensure individuals are fully informed and remain engaged through the process.
• All processes will be operated in line with BT (Equal Opportunities) policies. Please refer to the Equality & Diversity policy on the following URL for details:
• http://humanresources.intra.bt.com/fairness/eadiversity/10381.
• It is important that selection decisions are made fairly, avoiding any form of direct, or indirect, discrimination.
© British Telecommunications plc16
Appeals
• The Line Manager should endeavour to resolve any disagreement on selection and scorings within the one-to-one notification meetings.
• An individual can request a review of their selection data if they feel that an unjust conclusion has been reached or that they believe they have been treated unfairly.
• Individuals can do this after they have received their final selection decision. Individuals should contact the Selection Manager, who should then advise the individual on the process
© British Telecommunications plc17
Appeal Process
• Should the individual disagree with the scoring after the selection exercise, and after the full notification meeting with their Line Manager, they should make this clear to the nominated (and independent) Appeals Manager by email within 2 working days of the notification meeting. Similar to any selection based process, individuals should refer in this email to any detail and evidence of why they are disputing the decision.
• The Appeals Manager will then endeavour to resolve this appeal within 5 days with reference to the Line Manager, the detail captured throughout the process, the evidence and relative scorings. They will also seek advice from the relevant Selection Manager and HRBP.
© British Telecommunications plc18
Appeal Process
• There is no requirement to hold a face to face meeting with the appellant. The individual should therefore be encouraged to detail clearly in the email the full grounds for the appeal, should these be specific.
• The Appeals Manager is responsible for replying by email to answer the open question within 5 working days of the appeal being received.
• Any scorings, or changes to scorings, should be supported with adequate evidence.
© British Telecommunications plc19
Selection Programme – Next StepsSTAGE 1: PRE SELECTION ACTIVITY Identify skills, location and numbers for efficiency plan
STAGE 2: BRIEFINGS Education for First Line Managers and Selection Managers
STAGE 3: COMMUNICATIONS Individuals notified of the process and possible impact
STAGE 4: SELECTION Data collation of evidence and completion of the selection data collection
STAGE 5: SELECTION SUBMISSION Data provided to Selection Managers
STAGE 6: SELECTION REVIEW Selection Manager reviews and makes initial selection decisions
STAGE 7: SELECTION RATIFICATION Panel to include HR & Selection Manager to ratify initial selection decisions
STAGE 8: COMMUNICATIONS Final selection decisions to the First Line Managers
STAGE 9: NOTIFICATION Individuals notified of final selection decision. Face-to-face meeting with FLM
STAGE 10: APPEALS PROCESS
STAGE 11: DECISION Individuals move into a role OR Compulsory Redundancy
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Timeline and activities Activity When Audience Method OwnerSelection
commencement brief to be sent to Senior Managers
25th JanAll Field Call SLT
Selection commencement
communication to ALL impacted
managers and team members
26th Jan Impacted
teams Call/Briefing SLT/FLMs
Selection Guidance Knowledge calls 27th Jan
Selection/LM Call/Slides/Guidance material
Tony Carroll
Line Managers conduct 1-1 s to outline rationale,
selection process and confirm Voluntary
Leaver scheme
30th Jan – 17h Feb Impacted
team members
F2F meeting FLMs
Line Managers to populate the selection matrix with APR and
skill ratings and return to Selection Manager
17th Feb n/a Email spreadsheet FLMs
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Timeline and activities cont'dActivity When Audience Method Owner
Selection Managers to apply selection criteria
to make initial decisions.
20th Feb n/a Email spreadsheet Andy Wood
Initial selections ratified 21th – 22th Feb
call Andy Wood/Tony Carroll
Ratified list of deselected individuals collated by Selection
Manager and confirmed to Senior
Manager
22h Feb n/a e-mail Andy Wood
Send final selection list to 1st LMs and reiterate
agreed notification process
23h FebLMs Email Andy Wood
LM holds F2F to confirm outcome of
selection process subject to any appeals arising and confirm
next steps. LM confirms completion
with Selection Manager.
27th – 28st Feb Selected
individuals F2F.. Non
selected F2F ideally but phone call
will be sufficient
Meeting FLMs
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Timeline and activities cont'd
Activity When Audience Method OwnerDeselected individual submits appeal against
decision
29th Feb – 1st Mar
Senior Manager
Email /Letter Deselected Employee
Appeal Investigation and confirm decision
2nd Mar – 8th Mar
Deselcted people
Review documentation and email decision to
individual
Senior Manager
Outcome of selection process is confirmed in writing to all impacted people and shared with
the CWU 9th Mar - 12th Mar
All impacted -people and
CWU
F2F meeting and email
HR/ER/Senior Manager
Make impacted people aware of alternative
employment opportunities and next steps or move to CR
12th – 31st Mar
Deselected people and
CWU
F2F meeting and email
HR/Selection Manager/Line Manager
© British Telecommunications plc23
Managers Pack
• Selection Guidelines• 1-1 Meeting template• Selection Matrix spreadsheet• Guidance tips on conducting the meeting
All of the above will be issued in readiness for commencement of 1-1s next week and further information issued as we go through the process
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