Geethanjali Institute of PG Studies, Nellore

HR FUNCTIONS

Compiled by: M. Sandeep Kumar, Asst. Professor, Department of Management Studies

sandeepmachavolu@gmail.com

EVENT MANAGEMENT1. Propose the Event to be celebrated2. Get the event approved3. Get the budget for the event approved4. Manage the event5. Get the expenses/Bills routed, passed.6. Ensure payment of the Service providers

ENVIRONMENT, HEALTH AND SAFETY (EHS)1. Minimise accidents through corrective actions with coordination with Maint/Production2. Formulate Safety Committee3. Liason with Pollution Department4. Ensure First Aid Boxes placed & filled with medicines5. Take care of Patient while getting treatment. 6. Take initiatives for good health of Employees7. Plan Training/awareness programme 8. Look after Fire fighting equipments

TRAINING 1. Identify Training Needs2. Prepare Training Calendar 3. Initiate programmes as per calendar

RECUITMENT1. Prepare JD of vacant position2. Generate sources of recruitment3. Arrange Interviews4. Arrange Final Interviews5. Salary Negotiations6. Offier letter7. Joining formalities8. Induction Programme

PERFORMANCE APPRAISAL1. Get Objectives of all the employees2. Initiate Performance Appraisal system3. Get the Appraisal form signoff for concerned persons.4. Prepare increment letters

LIAISON WITH EXTERNAL ENVIRONMENT1. Maintain good level of public relations with External people

RECREATIONAL ACTIVITIES1. Initiate Recreational Activities.

2. Get people engaged in the activities3. Recreational Committee may be formed.4. Ensure budgetary constraints.

COMPETITIONS1. Initiate various competitions2. Organize competitions3. Award the Winners4. Arrange get together

MIS1. Formulate all formats related to HR/Admn functions. 2. Generate MIS timely (weekly, monthly, fortnightly)

COMMITTEES

TQM:1. Form Committees (Canteen, Transport, Sports, Safety etc.)2. Arrange Committees meetings3. Circulate/implement minutes of the meetings

DISCIPLINARY ACTIONS1. Issue warning letters for minor misconduct.2. Issue Chargsheet3. Domestic Enquiry4. Termination

LEGAL COMPLIANCES1. Prepare Check list of all leagal compliances2. Ensure all the compliances done timely3. Coordination with Corp. Leagal/HR4. Timely review as per check list5. Circulate the report/non compliance if any.

CANTEEN1. Form Canteen Committee2. Complain Register3. Menu finalization.4. Finalization & Regular Check of Raw material used in canteen.5. Cleanliness of canteen6. Preparation of daily report 7. Issue of Lunch Slip for Visitor8. Check & verify the bills.9. Handle canteen issues if any

ESTATE MAINTENANCE

1. Finalization of Service providers2. Coordination with Supply Chain for agreement/contract etc.3. Follow-up with service providers to get the job done

4. Check & verify the bills.

PEST CONTROL

1. Ensure Contract/renewal of contract..2. Monitor his services.3. Generate proper formats related to his job.4. Check & verify the bills.

TRANSPORT1 Ensure timely renewal of Agreement/Contract2 Monitor services of transporter3 Handle issues related to Transport.4 Check & verify bills as per contract.5 Ensure timely payment.

HORTICULTURE1. Ensure timely renewal of contract.2. Timely procurement of Plants/equipments3. Timely maintenance of Signboards,Flags etc.4. Impliment system of attendance at the gate.5. Check & verify the bills.

SHIFT HANDLING

1. Control of Man Power2. Co-ordination with busses3. Co-ordination with production department about their requirements4. Late coming5. Maintaining discipline and order6. Co-ordination with contract supervisor7. Prepare the Daily Manpower Report on Shift wise and get the counter sign of concern

deptt. Supervisor

CONTRACT LABOUR 1. Provide the Contract labour as per requirement2. Check the all require document before joining of any contract labour.3. Obtain Uttarakhand Domicile4. Obtain Employment Registration No.5. Form -13 has to be counter signed by Mr. Chaman Dhiman at the time of joining &

leaving of any Contract Labour6. Provide training on GMP & basic at the time of joining with coordinate of QA & Prod or

concern department.7. Follow up for proper documentation from contractors8. Preparing break schedule of contract employees. After five months everyone should

get break.9. Contractor has to disburse the wages in presence of HR Person on or before 7th of every

month.

LEAVES (SFE & Staff) 1. Issue of leave Cards2. Weekly off forms

3. OD forms4. Tracking of leave Card from concerned members5. Leaves are being marked both in attendance and leave registers6. Leaves are also maintained in excel work sheet

ATTENDANCE - SFE1. Verification of attendance from gate entry & Time Attendance System 2. Marking of attendance every day3. Preparation of PLA details in excel sheet4. Preparation of short leave & late coming record5. Attendance award on quarterly basis and Attendance on yearly basis6. Monthly attendance data for salary purpose7. Absenteeism letters (if anyone is not attending duties in continuously 3 days with prior

information, the absenteeism letter has to issued on 4th day. 8. Prepare the Attendance Sheet for PAYROLL latest by 18th of every month9. Distribution of Pay slips & cash payment to new joining in case he has not opened

account.10. Updating names every month in Attendance Register

OVER TIME1. Updating of overtime on daily basis2. Verifying the contractor OT on daily basis with Contract Supervisor3. Make sure of Over Time Format has to filled by concern department before

stopping anyone on over time

LOANS & ADVANCE1. Maintaining loan register2. Looking after the proper process of loan and advance3. Follow up from Accounts department for cheque & cash4. Preparation of deduction details for salary purpose5. Maintained in excel file too

ATTENDANCE AWARD / REWARD1. Prepare detailed sheet on quarterly basis2. Sent the information for payment to payroll3. Prepare details on annual basis

UNIFORMS1. Keeping track of availability of uniforms2. Keeping track with dry cleaners3. Distribution of uniforms 4. Coordinate with Vendor for Name Plate5. Arrangement of tailor for repairing of damaged uniforms6. Maintain the Inventory of Disposable caps7. Keeping track on Uniform Expense and prepare a monthly report.

LOCKERS1. Allocating & providing lockers to employees

2. Maintenance of lockers3. Checking of all lockers once in a month in presence of HR person

FIRST AID1. Keeping track of First Aid equipments2. Maintain the Inventory of First Aid Medicine

STATIONERY1. Distribution of stationery2. Maintain the records of stationery issued department wise on monthly basis3. Track on stationery requirements 4. Coordination with Purchase function for PR & PO

PHOTOCOIPER & FAX1. Coordination for Maintenance of Photocopier & FAX2. Maintain the Inventory of Refill3. Track on expenses4. Coordination with vendor (in case of AMC)

DAILY HR REPORT1. Preparation of daily HR report 2. Cross checking with OT register 3. Cross checking with contractor attendance sheets4. Submit weekly report on every Monday5. Compilation of Daily HR Report at the end of every month

OFFER / APPOINTMENT / CONFIRMTION1. Preparation of Offer letter2. Pre – employment medical check up3. Appointment letter after joining4. Keeping a track on Confirmation of SFE and issue them Confirmation / probation

extension letter

JOINING FORMALITIES /I. CARD / MAINTENANCE OF PERSONAL RECORDS OF SFE1. Coordination joining formalities for new Shop Floor Employees2. Form -2 has to be sent to Central HR duly approved by Mr. Dinesh Dhir at the same day

of joining.3. Coordinating for I. Card/Name Plates 4. Updating Employee information/records & maintenance of personal records / files for

SFEs

INSURANCE (MEDICALIAM) & MEDICAL OHC1. Update the List of Mediclaim at the time of new joining / marriage of employee / new

baby born and sent the information to Central HR at the same time2. Prepare a report of addition and deletion at the end of every month.3. Coordination with Central HR for early settlement of claims4. Keeping track with hospital staff5. Deputation of Attendant in Hospital in case family person not available.6. Maintaining records of employees sent for treatment7. Treatment expenses are being monitored

ESI

1. New account opening (Form-1)2. Coordinate with Payroll for monthly contribution sheet3. Follow up with Accounts for Cheque4. Submission of ESI Challan5. Maintain the register related to ESI (Form -6 & Form-7)6. Submission of Return (half yearly & yearly)

PF1. Maintain the PF Challan Records2. Coordinate with central HR for Copy of Challan

STATUTORY COMPLIANCE REGISTERS / RETURNS

1. Maintain all the register on monthly basis2. All registers has to be signed by Mr. Dhir3. Prepare the data for all statutory returns

HOUSE KEEPING1. Deputation of HK persons area wise2. Looking after cleanliness of out side & inside area of plant3. Coordinate with HK Supervisor for Manpower4. Counter sign the HK Checklist at the end of the each shift5. Keeping a track on house keeping materials and prepare a report of monthly basis6. Prepare JOB RESPONSBILITY sheet of each area7. Toilet Check List

TRANSPORTATION1. Keeping the time track of Shift Buses & Staff Bus 2. Arrangement of Transportation for Sunday (in case we running plant on Sunday)3. Control on Company Vehicle to provide to employees for official work through vehicle

requstation slip 4. Arrangement of new driver in case anyone go on leave5. Keep track on Taxi bills and prepare a summery on monthly basis.6. Maintenance of Company Vehicles (Scorpio & Aveo)7. Keeping track on Petrol / Diesel expenses and prepare a monthly report of expenses

GUEST HOUSE / CHUMMERY1. Track on Check in and Check out of employees2. Maintaining records of employees staying in Guest House & Chummery3. Track on expenses incurring on monthly4. Clear the bills on or before 5th of every month5. Maintenance of Guest House & Chummery

SECURITY1. Checking the records maintain by security personnel2. Keeping track of implementation of Instructions given by HR 3. Cross Checking whether are they issuing the Visitor pass/visitor slip to visitor4. Cross check the deputation of Security 5. Keeping track of their attendance

TELEPHONE BILLS & REIMBURESEMENT1. Timely depositing of Telephone Bills 2. Keeping a track of telephone expenses

3. Prepare a report of monthly expenses phone no. / department wise4. Reimbursement of staff phone bills (associate manager & above)5. Proper filing of documents

COURIER1. Maintain a register for outgoing & receiving courier at Gate2. Audit the register once a week3. Track on expenses incurring on monthly and also prepare a monthly summery

department wise4. Coordinate with Vendor for service and for trace the courier

HOTEL / TRAIN BOOKING1. Make the Hotel & Train Booking and confirm the same to concern employee2. Maintain good relationship with Hotels3. Follow up with Account for their payment