Geethanjali Institute of PG Studies, Nellore

HR FUNCTIONS Compiled by: M. Sandeep Kumar, Asst. Professor, Department of Management Studies sandeepmachavolu@gmail.com EVENT MANAGEMENT 1. Propose the Event to be celebrated 2. Get the event approved 3. Get the budget for the event approved 4. Manage the event 5. 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/Production 2. Formulate Safety Committee 3. Liason with Pollution Department 4. Ensure First Aid Boxes placed & filled with medicines 5. Take care of Patient while getting treatment. 6. Take initiatives for good health of Employees 7. Plan Training/awareness programme 8. Look after Fire fighting equipments TRAINING 1. Identify Training Needs 2. Prepare Training Calendar 3. Initiate programmes as per calendar RECUITMENT 1. Prepare JD of vacant position 2. Generate sources of recruitment 3. Arrange Interviews 4. Arrange Final Interviews 5. Salary Negotiations 6. Offier letter 7. Joining formalities 8. Induction Programme PERFORMANCE APPRAISAL 1. Get Objectives of all the employees 2. Initiate Performance Appraisal system 3. Get the Appraisal form signoff for concerned persons. 4. Prepare increment letters LIAISON WITH EXTERNAL ENVIRONMENT 1. Maintain good level of public relations with External people

RECREATIONAL ACTIVITIES 1. Initiate Recreational Activities. 2. Get people engaged in the activities 3. Recreational Committee may be formed. 4. Ensure budgetary constraints. COMPETITIONS 1. Initiate various competitions 2. Organize competitions 3. Award the Winners 4. Arrange get together MIS 1. 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 meetings 3. Circulate/implement minutes of the meetings DISCIPLINARY ACTIONS 1. Issue warning letters for minor misconduct. 2. Issue Chargsheet 3. Domestic Enquiry 4. Termination LEGAL COMPLIANCES 1. Prepare Check list of all leagal compliances 2. Ensure all the compliances done timely 3. Coordination with Corp. Leagal/HR 4. Timely review as per check list 5. Circulate the report/non compliance if any. CANTEEN 1. 2. 3. 4. 5. 6. 7. 8. 9. Form Canteen Committee Complain Register Menu finalization. Finalization & Regular Check of Raw material used in canteen. Cleanliness of canteen Preparation of daily report Issue of Lunch Slip for Visitor Check & verify the bills. Handle canteen issues if any

ESTATE MAINTENANCE 1. 2. 3. 4. Finalization of Service providers Coordination with Supply Chain for agreement/contract etc. Follow-up with service providers to get the job done Check & verify the bills.

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

TRANSPORT 1 Ensure timely renewal of Agreement/Contract 2 Monitor services of transporter 3 Handle issues related to Transport. 4 Check & verify bills as per contract. 5 Ensure timely payment. HORTICULTURE 1. Ensure timely renewal of contract. 2. Timely procurement of Plants/equipments 3. Timely maintenance of Signboards,Flags etc. 4. Impliment system of attendance at the gate. 5. Check & verify the bills. SHIFT HANDLING 1. 2. 3. 4. 5. 6. 7. Control of Man Power Co-ordination with busses Co-ordination with production department about their requirements Late coming Maintaining discipline and order Co-ordination with contract supervisor 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 requirement 2. Check the all require document before joining of any contract labour. 3. Obtain Uttarakhand Domicile 4. 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 Labour 6. 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 contractors

8. 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 7 th of every month. LEAVES (SFE & Staff) 1. Issue of leave Cards 2. Weekly off forms 3. OD forms 4. Tracking of leave Card from concerned members 5. Leaves are being marked both in attendance and leave registers 6. Leaves are also maintained in excel work sheet ATTENDANCE - SFE 1. Verification of attendance from gate entry & Time Attendance System 2. Marking of attendance every day 3. Preparation of PLA details in excel sheet 4. Preparation of short leave & late coming record 5. Attendance award on quarterly basis and Attendance on yearly basis 6. Monthly attendance data for salary purpose 7. 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 month 9. 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 TIME 1. Updating of overtime on daily basis 2. Verifying the contractor OT on daily basis with Contract Supervisor 3. Make sure of Over Time Format has to filled by concern department before stopping anyone on over time LOANS & ADVANCE 1. Maintaining loan register 2. Looking after the proper process of loan and advance 3. Follow up from Accounts department for cheque & cash 4. Preparation of deduction details for salary purpose 5. Maintained in excel file too ATTENDANCE AWARD / REWARD 1. Prepare detailed sheet on quarterly basis 2. Sent the information for payment to payroll 3. Prepare details on annual basis

UNIFORMS 1. Keeping track of availability of uniforms 2. Keeping track with dry cleaners 3. Distribution of uniforms 4. Coordinate with Vendor for Name Plate 5. Arrangement of tailor for repairing of damaged uniforms 6. Maintain the Inventory of Disposable caps 7. Keeping track on Uniform Expense and prepare a monthly report. LOCKERS 1. Allocating & providing lockers to employees 2. Maintenance of lockers 3. Checking of all lockers once in a month in presence of HR person FIRST AID 1. Keeping track of First Aid equipments 2. Maintain the Inventory of First Aid Medicine STATIONERY 1. Distribution of stationery 2. Maintain the records of stationery issued department wise on monthly basis 3. Track on stationery requirements 4. Coordination with Purchase function for PR & PO PHOTOCOIPER & FAX 1. Coordination for Maintenance of Photocopier & FAX 2. Maintain the Inventory of Refill 3. Track on expenses 4. Coordination with vendor (in case of AMC) DAILY HR REPORT 1. Preparation of daily HR report 2. Cross checking with OT register 3. Cross checking with contractor attendance sheets 4. Submit weekly report on every Monday 5. Compilation of Daily HR Report at the end of every month OFFER / APPOINTMENT / CONFIRMTION 1. Preparation of Offer letter 2. Pre employment medical check up 3. Appointment letter after joining 4. Keeping a track on Confirmation of SFE and issue them Confirmation / probation extension letter JOINING FORMALITIES /I. CARD / MAINTENANCE OF PERSONAL RECORDS OF SFE 1. Coordination joining formalities for new Shop Floor Employees 2. 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

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Updating Employee information/records & maintenance of personal records / files for SFEs

INSURANCE (MEDICALIAM) & MEDICAL OHC 1. 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 time 2. Prepare a report of addition and deletion at the end of every month. 3. Coordination with Central HR for early settlement of claims 4. Keeping track with hospital staff 5. Deputation of Attendant in Hospital in case family person not available. 6. Maintaining records of employees sent for treatment 7. Treatment expenses are being monitored ESI 1. 2. 3. 4. 5. 6. PF 1. 2. Maintain the PF Challan Records Coordinate with central HR for Copy of Challan New account opening (Form-1) Coordinate with Payroll for monthly contribution sheet Follow up with Accounts for Cheque Submission of ESI Challan Maintain the register related to ESI (Form -6 & Form-7) Submission of Return (half yearly & yearly)

STATUTORY COMPLIANCE REGISTERS / RETURNS 1. 2. 3. Maintain all the register on monthly basis All registers has to be signed by Mr. Dhir Prepare the data for all statutory returns

HOUSE KEEPING 1. Deputation of HK persons area wise 2. Looking after cleanliness of out side & inside area of plant 3. Coordinate with HK Supervisor for Manpower 4. Counter sign the HK Checklist at the end of the each shift 5. Keeping a track on house keeping materials and prepare a report of monthly basis 6. Prepare JOB RESPONSBILITY sheet of each area 7. Toilet Check List TRANSPORTATION 1. 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 leave 5. Keep track on Taxi bills and prepare a summery on monthly basis. 6. Maintenance of Company Vehicles (Scorpio & Aveo)

Keeping track on Petrol / Diesel expenses and prepare a monthly report of expenses GUEST HOUSE / CHUMMERY 1. Track on Check in and Check out of employees 2. Maintaining records of employees staying in Guest House & Chummery 3. Track on expenses incurring on monthly 4. Clear the bills on or before 5th of every month 5. Maintenance of Guest House & Chummery SECURITY 1. 2. 3. 4. 5. Checking the records maintain by security personnel Keeping track of implementation of Instructions given by HR Cross Checking whether are they issuing the Visitor pass/visitor slip to visitor Cross check the deputation of Security Keeping track of their attendance

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TELEPHONE BILLS & REIMBURESEMENT 1. Timely depositing of Telephone Bills 2. Keeping a track of telephone expenses 3. Prepare a report of monthly expenses phone no. / department wise 4. Reimbursement of staff phone bills (associate manager & above) 5. Proper filing of documents COURIER 1. Maintain a register for outgoing & receiving courier at Gate 2. Audit the register once a week 3. Track on expenses incurring on monthly and also prepare a monthly summery department wise 4. Coordinate with Vendor for service and for trace the courier HOTEL / TRAIN BOOKING 1. Make the Hotel & Train Booking and confirm the same to concern employee 2. Maintain good relationship with Hotels 3. Follow up with Account for their payment