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SOP For Maintenance of Organization Structure (Placement Chart) - GG India

1) The document outlines the standard operating procedure for maintaining Organization Structure and Placement Charts within GG India. It describes the process for handling changes due to transfers, restructuring, and promotions. 2) The process involves generating a Transfer Request Form for the change, approving the form, validating and updating positions in the Unnati system, taking action in SAP, revalidating in SAP, updating reports and generating/dispatching letters. 3) Key parties involved include the RSM/SM/DH, HR team, Unnati team, and EST team. The goal is to efficiently manage organizational changes and ensure accurate updates across all systems and documentation.

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Pradeep Kumar
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950 views3 pages

SOP For Maintenance of Organization Structure (Placement Chart) - GG India

1) The document outlines the standard operating procedure for maintaining Organization Structure and Placement Charts within GG India. It describes the process for handling changes due to transfers, restructuring, and promotions. 2) The process involves generating a Transfer Request Form for the change, approving the form, validating and updating positions in the Unnati system, taking action in SAP, revalidating in SAP, updating reports and generating/dispatching letters. 3) Key parties involved include the RSM/SM/DH, HR team, Unnati team, and EST team. The goal is to efficiently manage organizational changes and ensure accurate updates across all systems and documentation.

Uploaded by

Pradeep Kumar
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd

SOP for maintenance of Organization Structure (Placement Chart) –GG India

Process Flow Diagram –


Reasons for changes in Placement Chart 1

Transfer Restructuring Promotion

TRF Generation TRF Generation


- by RSM/SM/DH -by HR 2

No TRF Approval -by SM/DH 3


th
By 25 on the month

TRF Validation
4
-by HR

OK

Advice to Unnati

Position
Maintenance -by
Unnati Team
5
Position No. advised
to EST -by Unnati
Team

No
Action in SAP and
Confirmation to HR 6
-by EST

Re Validation
in SAP -by HR
7
Team
OK

Necessary Updation
+
8
Letter Generation
and Dispatch -by HR

Letter handed over to


the concern -by the Line 9
Manager (L+1)
Process Description –
01 – Reasons for changes in Placement Chart:
There are three actions due to which there is a change in Placement Chart (apart from Joining and
Separation)
A. Transfer – Changes in the position of the employee due to change in HQ, Division or Nature
of Position i.e. Extra Manning to Regular and vis-à-vis
B. Restructuring – Changes in the reporting or distribution of manpower within the HQ or
Division
C. Promotions – Changes in the role of the employee
TRF needs to be generated in case of all the above mentioned by the specified authority for initiating the
change process.

02 – Transfer Request Form Generation:


In case of-
A. Transfer and Restructuring:
• PSR, SBO and ASM: Regional Sales Manager
• RSM: Sales Manager/ Division Head (in case SM not applicable)

B. Promotion: HR Team

03 – Transfer Request Form Approval:


In case of a Transfer / Restructuring post generation of TRF by the above specified concern, it should be sent
to the Sales Manager/ Division Head (as applicable) for his/her final approval.

For all the Promotion cases TRF will be generated by HR Team.

Note: 25th is the last day for receiving Transfer Request Form for transfers to be effective from 1st of next
month

04 – Transfer Request Form: Validation:


Post receipt of TRF from Sales Manager/ Division Head, HR Team will do the final validation. In case of any
mistake, TRF will be returned back to the concern RSM/SM/DH (as applicable) for correction and re
processing.

Post validation if found correct, HR Team will initiate the change process by advising Unnati Team for
position maintenance

05 – Position Maintenance:
Position maintenance will be done by the Unnati Team wherein they will ensure the necessary updation i.e.
update the Position Description, Reporting etc. if required.

Post position maintenance Unnati Team will provide the Position No. to EST for further course of action.

06 – Action in SAP:
Based on the advice received EST will execute the Action and confirm back to HR Team.

07 – Re Validation in SAP:
On receipt of confirmation from EST; HR Team will re validate the SAP Action. In case of any error it will be
highlighted to the concern Team: Unnati / EST as applicable.

08 – Necessary Updation and Letter Generation / Dispatch:


On successful validation of action in SAP, all the related reports will be updated i.e. Placement Chart, Master
Database - Empower etc.

Letters will be generated by the HR Team post which it will be dispatched to the concern line manager (L+1).

09 – Letter Handed Over:


Letter will be handed over to the concern employee by his/her line manager. Line Manager should ensure
that the letter is handed over in advance, as this will enable the employee to plan their transition and
movement to the new HQ.

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