Human Resources

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Standard Operating Procedure

Dated 29/11/2019

Contents
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Document Control.....................................................................................................3
What Is a Standard Operating Procedure?................................................................3
The Objective/Purpose...............................................................................................3
Functions ................................................................................................................. .3
I. Planning...................................................................................................................4
II. Recruitment Marketing / Promotions / Advertising .............................................. .4
III. The Interview ..................................................................................................... .6
IV. The Selection....................................................................................................... 7
V. Human Resources Induction................................................................................. 7
VI. The Joining Formalities........................................................................................ 7
VII. Resignation(s)......................................................................................................8
VIII. Termination........................................................................................................ 8
IX. Salaries.............................................................................................................. 10
X. Horizontal Transfers........................................................................................... 10
XI. Vertical Promotions........................................................................................... 10
XII. Grievances....................................................................................................... 11
XIII.Policies.............................................................................................................. 11
XIV.Escalation Path............................................................................................... 11

Document Control
Version Author Date
1.0 29/11/2019
What Is a Standard Operating Procedure?
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A set of fixed instructions or steps for carrying out routine operations and to
provide detailed guidance for initiating and completing any HR action .

The Objective / Purpose

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The objective and purpose of this document is to provide and maintain the
protocol for the on-boarding of all new hires and processing employees that have
either taken a decision to leave Choice Force on their own accord or a decision that
has resulted in Choice Force having to remove the employee from Choice Force.
This document will ensure that all departments follow these uniformed procedures in
drafting, posting requisitions, interviewing candidates, presenting offers and on-
boarding of new hires. Examples of the benefits and outcomes of this document are
listed below and aren’t exclusive;
I. Effective utilization of Human Resources
II. Desirable working relationships among all members of the organization
III. Maximum individual development

Functions
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Human Resources have a large array of tasks that need to be acquired on a
daily, weekly and monthly basis. HR always initiates and implements these functions
keeping in mind the deadlines whilst attending the existing employees. Due to this
reason some of the outcomes of each function aren’t not universal from employee to
employee but the decision making flow is uniformed to ensure that a fair decision
and resolution is always the end result. The core functions that are performed by
Human Resources Department are below:
i) Planning
ii) Promotions & Marketing/Advertising
iii) Recruitment/staffing, selection and employee relations
iv) Employee development and employee maintenance
v) Managing change and facilitating training and development
vi) Salary determination
vii) Performance appraisal review and processing
viii) Personnel data entry and records maintenance
ix) Advisory services to management and employees - Grievances

 x) Exit formalities / Full and final settlements

xi) Policy enforcement, review and updation.
 xii) Employee engagement – welfare and motivation

I. Planning
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In the Human Resource planning function, the number and type of
employees needed to accomplish the organizational goals are determined by
various operational departments. Research is important because manpower
planning requires the collection and analysis of information in order to meet
the operational need. The basic strategy is staffing and employee
development. It depends on the following factors:
a) The number of people required
b) The number of people leaving the job
c) The growth in sales of the business
d) Productivity level of the workers

II. Recruitment Marketing or Promotions or Advertising

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a) Advert placements: Print media is one of the most reliable and common
recruitment methods placed in local newspapers and magazines. The key is to
advertise in newspapers that are likely to attract the kinds of candidates sought by
the Company. For eg : The Times Of India, The Telegraph, Times of India Ascent
etc. The designs are prepared by the HR department and sent across for printing
keeping in mind the timelines for submission of the same.

b) Internal Bulletins and personal Recommendations: Usage of internal bulletins to

alert existing staff to positions vacant is also very helpful. Their reasons are usually
twofold: to pose Referral Incentives from the Company. This can be a very effective
way to isolate some of the best job candidates. Both existing staff and those they
refer already have a relationship with someone connected to the company. This can
easily save companies time and money in their recruitment efforts.

c) Recruitment: Posting the positions with the job descriptions and the specifications
on the job portal and also searching for the suitable resumes posted on the site
corresponding to the opening in the organisation. Having a complete access to One
job portal may require a good one time investment but is fruitful because it facilitates
the just in time hiring by the organizations. This helps in automating the recruitment
process, saves time and costs on recruitment. Sometimes posting vacancies on
certain free of cost job portals are also of good help. For Eg : olx.in, Click.in,
Jobsgala.com, freshersworld.com, careerage.com etc

d) Social and new media advertising: This can be a fruitful resource, since they
connect professionals on a worldwide basis. By using popular social networking
websites, it is possible to find, collaborate with and get introductions to many
qualified professionals.

i) LinkedIn - Is a dedicated business networking site, and offers the easiest access
to resume-style information. Company page should be updated and current, because
it helps build your network by connecting with current and former co - workers.

ii) Facebook – GET SOCIAL!! If multiple current employees send out job postings
with links to your recruiting website or your company's Facebook fan page, your job
openings reach a wide audience.

iii) Google+ - HRs can search for users very easily and it is becoming a contender to
LinkedIn – especially while recruiting for technology talent. On top of that, recruiters
also find the Hangouts feature very useful for group interviews.

iv)Twitter – Twitter attracts professionals with progressive skill sets. Using Hashtags
allows your message to be instantly searchable. Hashtags offer an easy and quick
way to find engaged users with a particular interest or skill set. We could post day to
day recruitment updates on the Company Twitter page and offer a short message
which redirects users / applicants to the Company Profile.

e) Campus Drive: Through the Campus placement drives/job fairs, the employer
can screen and interact with vast pool of college student database and reach to
quality / reputed college campuses across India. As a result the company gains :
 Selection from vast student database you are able to select the right candidate
 Enhancement of Company Corporate Image
 Easy filtering process

f) Branding: Employment branding is a targeted, long-term strategy to manage the

awareness and perceptions of employees, potential employees with regards to The
Company. This can be tuned into drive recruitment, retention etc. It works by putting
forth an image surrounding management and business practices that makes the
company an attractive “good place to work”. For e.g. :
 Obtaining public recognition
 Get featured in the “Great place to work list”
 Employees proactively telling their “stories” of success in THE COMPANY.
 Getting talked about

III. The Interview

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 The candidate fills out an Interview Form and attaches the same with their
CVs. The HR receives all the applications and conducts the First Round followed by
second and third (situational). The HR maintains a record of the number of selects
which is the “Interview Selection Tracker” and the same becomes useful when we
require to produce stats on various areas like attrition and reasons of rejection etc

Round 1: The HR conducts the first round and analyses, where the candidate
matches the expected job profile. We just candidates upon their communication skills
, body language, thought flow, expressions, the fact that he/she is providing correct
information pertaining the kind of organizations that he/she has worked with, whether
he/she matches the budget or not etc.

Round 2: The candidates who pass “HR Round” are therefore forwarded to the
Second round / Technical Round. They typically involve more detailed questions
about the applicant’s qualifications, their ability to perform for The Company. This
round is conducted by the Line Manager. At the end of second round, we get to
know that how much knowledge the candidate possesses in regards to the
respective process.

Round 3: This round is either conducted by the Operations Manager (India) or in

certain cases by the Line Manager (Melbourne). The Operations Manager is
responsible for the final round of interview. He monitors the work of different
departments within The Company. He judges the candidate based upon the below:
 Planning, organizing and priority setting
 Problem solving skills
 Team orientation
 Level of interest for the job

Round 4:The Salary Negotiation Tango: This round sends the candidate back to
Human Resources post the Operations Manager’s feedback. Salaries are offered
and discussed based upon the below factors:
 Last drawn salary. We generally provide a 10–15% hike upon the last drawn.
The ratio varies depending upon the candidate quality.
Previous employment documents are validated. i.e Salary slips, Letter of
appointment, letter of release etc.

IV. The Selection

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 Once the candidates are selected and the offer is made, they are asked to
join Choice Force for the Training. The HR co – ordinates with the Admin
Department and enquires about the availability of the various time slots of Board
Rooms and Process Trainers. Post that the candidate is informed by the HR via
phone about the tentative date & time of Training.

V. Human Resources Induction

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It is the first step towards gaining an employee’s commitment. We aim at
introducing the job and organization to the new recruit and him/her to M/s Mainee
Steel Works Pvt. Ltd. We make the new joiner feel comfortable and take him/her
through the vision, mission, and introduce them to the key people in the organization.
A few sub pointers are given below –
a) Introduction to Company
b) History of the Company
c) Organization Chart
d) Department and Respective Heads
e) Products of the Company
f) Big Customers
g) Employee Strength
h) Quality of work Environment
i) Employee Benefits
j) Policies – Attendance, Leave, Transport, Overtime, Zero Tolerance Policy,
Termination Policy, Retirement, Transfer, Confidentiality, Joining Policies,
Appraisals, IJPs , Dress Code Policy etc

These pointers are discussed followed by respective induction rounds taken by the
Operations Manager, The Admin Manager and The IT Head.

VI. Training and Development

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The Training is usually a 4 week long program but the duration may increase
depending upon situational or operational requirement. Usually the first 2 weeks we
keep the trainees on a stipend of 1500 /- per week and from the 3rd Week we get
employees under the payroll of the Company adhering to proper Joining Policies.

VII. The Joining Policy

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A) Documentation:

It is a mandate for all the new joiners to submit the following documents at the Time
of Joining:

 Filled up Application Blanks (which consists of the candidate’s contact details)

  Filled up Provident Fund Nomination Declaration Forms
 4 Passport Sized Photographs
 3 Copies of Address Proof
 All work experience documents( Offer letter, Release letter, Resignation
acceptance letter, Pay slips)

Only after accurate document collection and verification of the same, HR Team
issues A UNIQUE EMPLOYEE IDENTIFICATION NUMBER i.e the Employee Code
to all new joiners and feeds in the contact details of the respective candidates’ in the
Employee Database. These employee codes are emailed across to the respective
line managers There after all the documents are submitted to the Admin Department
and then they initiate the candidate’s Bank Account formalities.

B) Letter of Appointment & JD:

After all the documents are validated, a letter of appointment is handed over to the
employee along with a descriptive “Job Detail”.

VIII. Resignation(s)
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The resignations are accepted in the form of emails. An acceptance is
provided by the respective line manager on day of submission and a release letter is
provided along with the full and final settlement on the last date of working of the
employee followed by an exit interview round. Once the candidate serves a 4 week
or 2 week notice depending upon the tenure, the release letter is handed over and a
copy of the same is retained by the HR. In case of spot resignations, the candidate is
required to deposit a cheque which amounts to 50% of their basic salary to HR
Department, after the clearance of which the Release Letter is handed over.

IX. Termination
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Our termination clause is of two types – Standard and Immediate.

Standard Termination:
Non Performance:
i) If an employee is unable to meet his / her Key Performance Indicators
(KPI) , he /she will be asked to undergo a Mentorial Program (MP) for 14 days during
which his / her performance will be rated .If the employee qualifies in the MP, he/ she
will be allocated to his / her respective team. Failing to qualify in the will put the
employee into a Retraining Program (RP) for another 14 days. After completion of
the RP, the decision of termination will be taken on the basis of his / her ratings in
MP and RP.
ii) Employee will be paid till last working date.

 iii) Termination letter will be handed over to him/her and a duplicate copy of
the same is retained by the HR.
Uninformed Absenteeism:
 i) If an employee is absent for 7 continuous days without any information, an
official email would be sent to the employee’s email id asking him / her to report to
office by the 10th calendar day. If the employee fails to report to office by the end of
10 calendar days since the start of absenteeism, a letter will be posted to his
permanent address stating that if he/she fails to report to office by the date
mentioned in the letter, his services shall be terminated. Employee will be terminated
on the 15th calendar day of consecutive absenteeism.
ii) Employee will be paid till last working date.
iii) Termination Letter is posted to his/her permanent address. The
acknowledgement receipts are retained by HR.
Unprofessional Attitude / Misconduct:
i) If it is observed by the Department Manager that the employee lacks
professionalism or work ethics, he/she will be asked to undergo a Mentorial
Program (MP) for 14 days. After the completion of MP, he/she will be under the
observation for another 14 days post which the decision of the Termination will be
taken.
ii) Employee will be paid till last working date.
iii) Termination letter is posted to his/her permanent address and the
acknowledgement receipt is retained by HR Department.

Immediate Termination:
1. One’s services with the Company are liable to be terminated without any
notice in the event of:
I. Any incorrect information furnished
II. Suppression of any material information
III. Any misconduct or fraud committed
IV. For causing any wrongful loss to the Choice Force.
2. Absence for a continuous period of 15 days without prior approval of your
superior,(including overstay on leave / training) would result in your losing your lien
on the service and the same shall automatically come to an end without any notice
or intimation.
Henceforth we issue them a Termination Letter and retain the duplicate copy back.

iv) Salaries
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 When it comes to Salary Reports, the below mentioned are taken care of by
the HR Team:
- Employee Database
- Employee Referral Report
- Training Stipend Report
- Warning Letter Report

a) Employee Database: It comprises of all the necessary details of a candidate. All

the details in the same needs to be inserted and maintained and updated on a daily
basis. This report needs to reach the Audit & Accounts Team on a bi – monthly
basis.

b) Employee Referral Report: This report needs to be maintained on a monthly basis

and has to be sent to Accounts/Audit Team on the 30th or 31st of every month.

c) Training Stipend Report: This report needs to be maintained as and when

Trainings occur and has to reach Accounts/Audit Team By 30th or 31st of every
month.

d) Warning Letter Report : This report needs to be maintained as and when Warning
Letters are issued to employees and the data is collated and sent across to Accounts
Team by the 30th or 31st of the month.

v) Horizontal Transfers
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The HR Team gets requests via emails pertaining to Horizontal Transfers
which is a transfer of an employee from one department to another. Post that certain
changes have to be done in the Employee Database in the candidate’s details and a
letter has to be issued to them stating that “This is just a inter department transfer
and that, it does not affect his/her employment status or any benefits from The
Company.

vi) Vertical Promotions

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Promotion is a vertical movement of an employee within the organization. In
other words promotion refers to the upward movement of an employee from one job
to another higher one with increase in salary, status and responsibilities. The
eligibility criteria for the applicants are:
i) He/she should be a confirmed employee
ii) He/she should not be in a mentorial program
iii) He/she should not have signed a final warning letter

The vertical Promotion policy consists of the below:

  The candidates appear for an “IJP” interview conducted by the HR, Operations
Manager and the Process Manager.
 The candidates are rated by each of the panellists mentioned above.
 The selected candidate is issued a “Promotion Letter” with a probation period of 3
months.

vii) Grievances
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A grievance is a dissatisfaction, which may or may not arise on a day to day
basis and needs to be handled within a certain TAT (Turn around Time). The
common grievances received are:
- Related to salary
- Related to work atmosphere

Grievance Solutions (Salaries): We have a “Pay Query Form” in place which is filled
up by the employee and the details mentioned in the form are validated by the
Operations Manager , Admin Manager and the HR Manager. Thereafter the form is
submitted to the Accounts Team and they have a TAT (Turn around Time) of 7
business days.

Grievance solution (work atmosphere): If an employee has a concern or problem that

they haven’t been able to resolve informally, they may make a formal grievance
complaint to HR. HR focuses on the below pointers while addressing the grievance:
 Be a good listener
 Ask questions
 Do not argue
 Make sure we understand
 Treat employees with respect
 Let the employee know , when to expect a response from us
 Make a decision after consulting Business Head & Operations Head
 Explain the decision
 Thank the employee

viii) Policies
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The HR maintains, enforces, reviews, and updates the policies. Also we
communicate to all the employees in case of any changes made in the policies.