AboutLeo Lingham Expertise Questions include managing work situation, managing work relations,
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Experience 18 years working managerial experience covering business planning,
strategic planning, management services, personnel administration etc
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24 years of management consulting in business planning, strategic planning, human resources development, training, business coaching,
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Expert: Leo Lingham Date: 6/23/2008 Subject: HR policy
Question 1.what should be the "policy statement" of HR policy of a given organization?
2.The "underlying principles' of of HR polcy
3.The Objective of HR policy
4. The Compliance being make in the HR policy
5.What is the concept and componenets of HUMAN RESOURCE MANAGEMENT PROCESS and HUMAN RESOURCE GOVERNANCE in HR policy?
6.
Answer SENAY,
HERE IS SOME USEFUL MATERIAL.
REGARDS
LEO LINGHAM
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The objective of Human Resources is to maximize the return on investment from the organization's human capital and minimize financial risk. It is the responsibility of human resource managers to conduct these activities in an effective, legal, fair, and consistent manner. HR MANAGEMENT serves these key functions:
Recruitment Strategy Planning
Hiring Processes(recruitment)
Selection
Training and Development
Performance Evaluation and Management
Promotions
Redundancy
Industrial and Employee Relations
Record keeping of all personal data.
Compensation, pensions, bonuses etc in liaison with Payroll
Confidential advice to internal 'customers' in relation to problems at work.
Career development
Human Resources Principles
HR Principles address human resource issues in the ORGANIZATION.
AN ISSUE HAS
-purpose
-policy
-issue definition.
-procedures.
EXAMPLE:
I. PURPOSE: To define the guiding employment principles of ORG. and procedures for addressing any inappropriate conduct related to these principles.
II. POLICY: It is the philosophy of the organization that all individuals are valued, that employment at ORG should be free from discrimination or harassment and that the workplace should provide a safe environment.
ISSUE :: EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION
A. ORG is committed to equal employment principles. We do not discriminate against any person in any matter of employment on the basis of race, color, creed, religion, national origin, sex, age, disability, marital status, sexual orientation, veteran status or on any basis prohibited by federal, state or local law. This policy applies to all personnel within the organization regarding:
1. recruiting and soliciting for employment;
2. hiring, placement, promotion, transfer and demotion;
3. employment training or selection for training;
4. rate of pay, compensation, and benefits;
5. termination.
B. Every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. We will not engage in unlawful discrimination on any basis prohibited by local, state or federal law.
C. To promote equal employment opportunity, prevent discrimination and ensure diversity, we support the principles of affirmative action. In that regard we will be vigilant in our identification of potential problems in the recruitment and employment of women, minorities and persons with disabilities. Should such be discovered we will analyze the status of these groups throughout the organization to determine the cause of the problem. We would then eliminate any policies, procedures or practices that are discriminatory and take proactive measures, including targeted recruitment, training, outreach and the expansion of mentoring programs to reach the qualified groups.
Policies are developed to help staff and management teams
run the organization. In best use situations, policies play a strategic
role in an organization. They are developed in light of the mission and
objectives of the company and they become the media by which
management’s plans, rules, intents, and business processes become
documented and communicated to all staff.
Carefully drafted and standardized policies and procedures save the
company countless hours of management time. The consistent use
and interpretation of such policies, in an evenhanded and fair
manner, reduces management's concern about legal issues
becoming legal problems.
Policy manuals and their close relative the employee handbook
should be an important part of the operation. They should be the first
thing given to a new employee (either in hard copy of an electronic
version). They should also be easily accessible in their most up-todate
version. Hence it is extremely important that an organization’s
policies be a “living document” prepared and saved in Microsoft Word
and easily exported into portable versions (like PDF) and made
available over the company network.
Consider the benefits of written policies; a set of written guidelines for
human resource decisions. Better yet, think about the benefits of the
process of developing policies. The process your company
management team undergoes when comparing the policy
alternatives, understanding their importance, and evaluating your
company's current practices will help you to develop your company's
guidelines and procedures that will make your organization a better
run entity.
Consider the benefits of better communication within your
organization. A policy manual is a means of communication with
employees; it is first a way to communicate to employees the
management rules and guidelines of the organization. Employees
want and need that type of guidance in black and white. In addition,
policies help to organize and announce management's plans for
growth, and they communicate the company's investment in its
employees by explaining employee benefits and workplace issues.
As a company’s policies are developed they become a framework for
consistency and fairness. Polices define management's standards for
making decisions on various personnel and organizational issues.
Clearly defined procedures and standards, spawned from polices that
are well thought out, express the company's intent to make consistent
and evenhanded decisions.
Not enough can be said about the value that comes from policy
creation. It is true that policy can help an organization run at its most
efficient and effective level. That alone may bring value through cost
savings and additional revenue. However, if done correctly, policies
can bring more value by accurately reflecting the company's
philosophy of business and employee relations as they demonstrate
your creativity in solving policy issues, the competitive position of the
company in providing a variety of employee benefits, and respect and
appreciation for human resource management. This type of message
can go a long way towards promoting staff loyalty and everyone
knows that staff longevity is a valuable asset.
There is also a legal aspect of policies. They are a means to protect
the legal interests of a company. The company's policies and
procedures in many ways define the rights and obligations of the
employee and the company. The policy manual is an expression of
the rules governing the employment relationship. Today, more than
ever, a company must protect its rights within that relationship by
adopting policies that are fair to both sides, clearly stated, and legally
permissible.
With regards to the legal aspects of policy creation there is one
important caution. If your company's employees are represented by a
labor union, any collective bargaining agreement (CBA) between you
and the union will, in effect, serve as a policy manual with respect to
employee issues covered by the CBA.
In this case, you may utilize a policy manual that covers non-union
employees. A CBA may also limit your ability to modify your policy
manual at will, requiring instead negotiation of matters covered by the
CBA.
=============================================
A policy is a predetermined course of action established as a guide
toward accepted objectives and strategies of the organization.
Consider this excerpt from a policy development book:
A vision is formulated, business processes are analyzed, and policy
and procedure systems to support the vision are born. As policies
and procedures are written, approved, published, and implemented,
the company’s vision is articulated. 2
From a well written mission statement objectives can be set and from
objectives, policies can be created. Just as a mission or vision for
your organization is a prerequisite to policy development, so too are
strategic objectives. Objectives are like goals; they direct the staff’s
attention to important factors in running the organization and help
define unique ways to enhance performance of individuals and the
organization as a whole. Therefore, objectives should reflect the
critical success factors of the company. Those factors could include
dimensions such as employees, customers, quality, financial
performance, operation, products, and marketing. The table below
may help you think about the objectives of your company along
similar dimensions:
====================================
SAMPLE HR OBJECTIVES
Develop a highly skilled workforce
- Minimize employee turnover
- Annual evaluations
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Employment Policies
These are the policies that guide hiring practices, orientation of new
employees, compliance with employment laws, and confidentiality.
Employment Status & Records
These are the policies that define such issues as employment
classifications, access to personnel files and guidance on how
background checks and performance reviews are to be performed.
Employee Benefits
These are policies that explain employee benefits such as insurance,
vacations, holidays, leave, and employee reimbursements.
Payroll
These are policies that are related to salary and wage administration
including deductions, pay advances, and time keeping.
Workplace Guidelines
These policies are quite varied and their purpose range from defining
certain work arrangements such as flex time and telecommuting to
offering guidelines on the use of company assets and record
retention.
Employee Conduct
These policies are guidelines that control employer behavior and
conduct on the job. The mainstay of this section is a code of conduct
but also important are policies regarding substance abuse, smoking,
harassment, and workplace violence.
E-Policies
These policies guide staff in the use of the organization’s information
technology. Policies defining acceptable and prohibited activities and
use of e-mail and the Internet make up a majority of these policies.
==============================================
CHARACTERISTICS OF SOUND HRM POLICY
While developing sound personnel policies management should pay attention to the following things:
1. Related to Objectives: Policies must be capable of relating objectives functions, physical factors and company personnel.
2. Easy to Understand: Policies should be stated in define, positive, clear and understandable language.
3. Precise: Policies should be sufficiently comprehensive and prescribe limits and yardsticks for future action.
4. Stable as well as Flexible: Personnel policies should be stable enough assure people that there will not be drastic overnight changes. They should be flexible enough to keep the organization in tune with the times.
5. Based on Facts: Personnel policies should be built on the basis of facts and sound judgment and not in personal feelings or opportunistic decision.
6. Appropriate Number: There should be as many personnel policies as necessary to cover conditions that can be anticipated, but not so many policies as to become confusing or meaningless.
7. Just, Fair and Equitable: Personnel policies should be just, fair and equitable to internal as well as external groups. For example, a policy of recruitment from within may limit opportunities to bright candidates from outside: and a policy of ‘recruitment from outside only’ would limit promotional avenue to promising internal candidates. To ensure justice, it is necessary to
Pursue both the policies scrupulously and apply them carefully.
8. Reasonable: Personnel policies must be reasonable and capable of being accomplished. To gain acceptance and commitment from employees, the policy should be conditioned by the suggestions and reactions of those who are affected by the policy.
9. Review: Periodic review of personnel policies is essential to keep in tune with changing times, and to avoid organizational complacency or managerial stagnation. For instance, if the current thinking is in favor of workers’ participation in management , the personnel policy should be suitably adjusted to accommodate the latest fad, accepted by many in the organization
Personnel policies to be sound should also have broad coverage in addition to satisfying the above conditions. Hence, it would be appropriate to discuss the coverage of personnel policies here.
ADM.1 Personnel Records
Activities
1.0 Employee Information
2.0 HR Personnel Records
3.0 Contents of Personnel Files
4.0 Employee's Personnel Records Review
5.0 Management Review of Personnel Files
6.0 Company Release Of Employee Information
7.0 Record Retention and Long-Term Storage
8.0 Record Destruction
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ADM.2 Property & Access Control
Activities
1.0 Background Checks
2.0 Physical Access Controls
3.0 Key Controls
4.0 Proprietary Information Controls
5.0 Collection Of Access Controls
6.0 Visitors & Guests
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ADM. 3 Separation/TERMINATION/
Activities
1.0 Resignations
2.0 Involuntary Terminations And Layoffs
3.0 Terminations For Cause
4.0 Termination Meeting
5.0 Additional Information Resources
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ADM. 4 Workplace Rules & Guidelines
Activities
1.0 Alcohol And Drugs
2.0 Breaks And Lunch Time
3.0 Company Property
4.0 Grievances And Complaints
5.0 Inclement Weather
6.0 Parking
7.0 Personal Telephone Calls
8.0 Smoking
9.0 Solicitations
10.0 Suggestions
11.0 Visitors
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ADM. 5 Human Resources Reports
Activities
1.0 Preparation Guidelines
2.0 Occupational Health & Safety Reports
3.0 Equal Opportunity Reports
4.0 Training Plan
5.0 Hiring Status Report
6.0 Compensation Summary
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ADM. 6 Dress Code
Activities
1.0 Dress Code
1.1 Business Attire
1.2 Business Casual Attire
1.3 Casual Attire
1.4 Uniformed Attire
1.5 Safety Attire
1.6 Formal Attire
1.7 Inappropriate Attire
1.8 Business Situations
1.9 Recreation & Parties
2.0 Dinners & Receptions
3.0 Personal Hygiene
4.0 Disciplinary Action
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HIRING PROCEDURES
HRG.7 Employee Hiring
Activities
1.0 Needs Analysis
2.0 Personnel Requisition
3.0 Job Posting & Screening
4.0 Interviewing
5.0 Pre-Employment Screening & Testing
6.0 Background Investigation
7.0 Hiring And Employee Offers
8.0 Motor Vehicle And Equipment Operation
9.0 Applicant Files
10.0 Additional Information Resources
----------------------------------------------------------------------------------------------
8. Job Descriptions
Activities
1.0 Job Description Preparation
2.0 Format And Content
2.1 Job Title
2.2 Effective Date
2.3 Department
2.4 Summary Of Functions
2.5 Essential Duties And Responsibilities
2.6 Organizational Relationships
2.7 Qualifications
2.8 Physical Demands
2.9 Work Environment
3.0 Job Description Approval & Distribution
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9. Employment Applications
Activities
1.0 Application For Employment
2.0 Application Information
2.1 Personal Information
2.2 Employment Interest
2.3 Education & Training
2.4 Employment History
2.5 Military Service Record
2.6 References
3.0 Compliance Information
----------------------------------------------------------------------------------------------
10. Interviewing Applicants
Activities
12. Payroll
Activities
1.0 Payroll Records
2.0 Timesheets
3.0 Payroll Deductions
3.1 Worker's Compensation Insurance
3.2 Social Security & Medicare
3.3 State Income Tax
3.4 Earnings Tax
3.5 Tax Withholding Payments
4.0 Payroll Adjustments
4.1 Advances
4.2 Garnishments
5.0 Paychecks
5.1 Direct Deposit
5.2 Lost Paychecks
5.3 Final Paychecks
6.0 Vacation Pay
7.0 Additional Information Resources
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13. Paid & Unpaid Leave
Activities
1.0 Paid Time Off
2.0 Unpaid Time Off
3.0 Absence Request And Notification
4.0 Holidays
5.0 Vacation Eligibility
5.1 Vacation Schedules
5.2 Vacation Over Holidays
6.0 Additional Information Resources
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14. Insurance Benefits
Activities
1.0 Life Insurance
2.0 Long Term Disability Insurance
3.0 Social Security
4.0 Workers' Compensation
5.0 Wage Continuation
6.0 Unemployment Compensation
7.0 Health Insurance
8.0 Additional Information Resources
----------------------------------------------------------------------------------------
15. Healthcare Benefits
Activities
1.0 Cost And Premiums
2.0 Eligibility
3.0 Enrollment
4.0 Coverage
5.0 Filing A Claim
6.0 Termination And Conversion Of Coverage
7.0 Additional Information Resources
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16. Employee Retirement Income Security
Activities
1.0 Plan Administration
1.1 Investment Policy Statement
1.2 Fidelity Bond
1.3 Fiduciary Liability Insurance
1.4 Employer Matching
1.5 In-Service Loans And Withdrawals
2.0 Employee Participation
3.0 Notice Procedures
3.1 Initial Notice
3.2 Annual Notices
4.0 Additional Information Resources
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17. Consolidated Budget Reconciliation
Activities
1.0 Plan Administration
2.0 Qualifying Events
3.0 Notice Procedure
4.0 Benefits Protection
6.0 Enforcement
7.0 Additional Information Resources
---------------------------------------------------------------------------------
Development Procedures
18. Development Management
Activities
1.0 Development Planning
2.0 Training Effectiveness
3.0 Training Records
4.0 Training Courses
5.0 Performance Evaluations
6.0 Additional Information Resources
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19. Training Reimbursement
Activities
1.0 Eligibility
2.0 Approved Programs
3.0 Reimbursement
-----------------------------------------------------------------------------
20. Computer User & Staff Training
Activities
1.0 MIS Training And Certification
2.0 MIS/LAN User Training
3.0 E-Mail Training
4.0 Software Applications
---------------------------------------------------------------------------
21. Internet & E-Mail Acceptable Use
Activities
1.0 Acceptable Use
2.0 Inappropriate Use
3.0 Internet And E-Mail Etiquette
4.0 Security
5.0 User Compliance
6.0 Additional Information Resources
---------------------------------------------------------------------------
22. Performance Appraisals
Activities
24. Workplace Safety
Activities
1.0 Worksite Analysis
2.0 Hazard Prevention And Control
2.1 Safe Work Procedures
2.2 Protective Equipment
2.3 Fire Prevention
3.0 Hazard Communication Program
4.0 Medical Emergencies
5.0 Workplace Safety Training
6.0 Reporting And Record Keeping
7.0 Additional Information Resources
--------------------------------------------------------------------------------------
25. People With Disabilities
Activities
1.0 Background
2.0 Who Is Covered?
3.0 Employment Issues
4.0 Public Accommodations
5.0 Enforcement Of The Act
6.0 Additional Information Resources
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26. Annual And Medical Leave
Activities
1.0 Reasons For Taking Leave
2.0 Advance Notice And Medical Certification
3.0 Job Benefits And Protection
4.0 Unlawful Acts
5.0 Enforcement
6.0 Employer Notices
7.0 Additional Information Resources
----------------------------------------------------------------------------------------
27. Drug Free Workplace
Activities
1.0 General
2.0 Prohibitions
3.0 Authorized Use Of Prescription Medicine
4.0 Drug Awareness Program
5.0 Disciplinary Actions
6.0 Additional Information Resources
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28. Health Insurance Portability And Accountability
Activities
1.0 Management
1.1 Privacy Standards
2.0 Medical Records Maintenance
3.0 Medical Records Access
4.0 Additional Information Resources
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29.Harassment & Discrimination
Activities
WRITTEN COMMUNICATION
Non-discriminatory language
Active voice
Action verbs Plain English
FORMAT AND CONTENT
Effective Date
Department
Summary Of Functions
Essential Duties And Responsibilities
Grouping Several Tasks Into A Single Responsibility
Responsibility Statements
Delegated Responsibilities
Organizational Relationships
Reporting Relationships
The Organization’s Environment
Qualifications
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation
Accessibility
