JOINING REPORT & EMPLOYEE INFORMATION SHEET

 

JOINING REPORT

&

EMPLOYEE INFORMATION SHEET

Name                                     :               ___________________________________________

Designation                          :               ___________________________________________

PAN Card No                      :               ___________________________________________

Address                                 :               ___________________________________________

                                                                                ___________________________________________

                                                                                ___________________________________________

                                                                               

                                                                                ___________________________________________

Date of Joining                   :               ___________________________________________

Signature of Employee     :               ___________________________________________

HR DEPARTMENT                                                                                      

PERSONAL DATA FORM

Employee Code: ________________

NAME   ________________________________________________________

FATHER’S NAME _____________________________________________________________________

DATE OF BIRTH _____________________________________________________________________

POSTAL ADDRESS ____________________________________________________________________                                                   

____________________________________________________________________________________

PERMANENT ADDRESS _____________________________________________________________

____________________________________________________________________________________

CONTACT No. # (yours) __________________________________

CONTACT No. #(Father) __________________________________

 

 

FAMILY DETAILS

NAME	AGE / SEX	RELATION	OCCUPATION

 

EDUCATION QUALIFICATION (Start with School Leaving Certificate or Equivalent)

QUALIFICATION	UNIVERSITY / INSTITUTE	YEAR OF PASSING	% MARKS	MAJOR SUBJECT

EXPERIENCE (Start with Last job)

COMPANY NAME	YEAR OF WORKING	SKILL SET/ DOMAIN WORKED	PROJECTS WORKED ON	DESIGNATION

 

REFERENCE: NAME & ADDRESS OF ATLEAST 2 REFERENCES NOT RELATED TO YOU

1. _______________________________________________________________________________

2. _______________________________________________________________________________

 

ADDITIONAL INFORMATION

Ø  Have You:

(I)                  Physical Disabilities  __________________________________________________             

       

(II)               Marital Indebtness   ___________________________________________________

(III)             Been involved in Court Proceeding _______________________________________

       (Give detail on a separate sheet of paper if answer is yes)

Ø  HAVE YOU EVER BEEN INTERVIEWED BEFORE IN LTech India IF yes, Give Details

Date: _______________                                                  Position: ______________________           

Location: ____________                                                 Outcome: _____________________

Ø  Languages Known: ______________________________________________________________

 

Ø  Your Hobbies: __________________________________________________________________

Ø  Your Interests: __________________________________________________________________

Ø  Your Goal / Aim in Life: __________________________________________________________

Ø  Three Principles / Ideals which have guided you in Life:

1.

2.

3.

Ø  List down three of:

Your Strengths 1. 2. 3.

Your Weaknesses 1. 2. 3.

Ø  Are you willing to travel:

In India: _____________________                             In Abroad: _________________________

State Restrictions/Problems if any: ________________________________________________

Ø  Places/Countries of your choice where you’d like to travel: _____________________________

___________________________________________________________________________

Ø  Passport No. _________________                __           Valid Up to: _______________________________

Ø  Are you related to any of our employees? If Yes his/her Name: __________________________

Ø  Membership of any Professional Institution/Association: _______________________________

_______________________________________________________________________________

Ø  Publication if any (list with specimen copy): ___________________________________________

Ø  Any Specialized Training/Training Program attended: ___________________________________

Ø  Would like to attend any specific Training: ____________________________________________

_______________________________________________________________________________

Ø  Any Other Information/Suggestion: __________________________________________________

_______________________________________________________________________________

EMERGENCY DETAILS

Ø  Blood Group: ________________                

Ø  Allergic To: _________________________

Ø  Blood Pressure: _________________          

Ø  Sugar: _______________________________

Ø  Eye Sight:                              Left: ________                                   Right: ______________________

Ø  Any Major Illness:

________________________________________________________________________________________

Ø  Contact Person in case of Emergency: _____________________________________________

Ø  Address: ______________________________________________________________________

_______________________________________________________________________________

Ø  Phone No.: ________________________

 

ATTACHMENTS

 

Please attach:

1. Photocopies of all relevant certificates / degree mark sheets etc.

2. Proof of Birth

3. Photocopy of Passport

4. PAN No.

No	Documents	Submitted	Will submit on
1
2
3
4
5
6
7

 

 

DECLARATION

I DECLARE THAT THE INFORMATION GIVEN, HEREIN ABOVE, IS TRUE & CORRECT TO THE BEST OF MY KNOWLEDGE & BELIEF & NOTHING MATERIAL HAS BEEN CONCEALED. I UNDERSTAND THAT THE ABOVE INFORMATION IN FOUND FALSE OR INCORRECT, AT ANY TIME DURING THE COURSE OF MY EMPLOYMENT, MY SERVICES WILL BE TERMINATED FORTHWITH WITHOUT ANY NOTICE OR COMPENSATION.

DATE: _______________________                                        ___________________________

PLACE: _______________________                                        SIGNATURE OF APPLICANT                                                        

Human Resource Processes Formats

1.    ACCEPTENCE OF RESIGNATION LETTER FORMAT

2.    ACCEPTENCE OF RESIGNATION LETTER FORMAT

3.    AGREEMENT BETWEEN EMPLOYEE & COMPANY

4.    AUTHORIZATION LETTER

5.    BEST APPRAISAL FORM

6.    BUSINESS AND HUMAN RESOURCES STRATEGY PLANNING

7.    BUSINESS AND HUMAN RESOURCES STRATEGY PLANNING

8.    CERTIFICATE OF INTERNSHIP

9.    CONFIRMATION LETTER

10.CONSULTANT BILLING & HIRING FORMATS

11.DEPUTATION LETTER

12.EMPLOYEE NDA 3 FORMATS

13.EMPLOYEES MASTER SHEET

14.EXIT INTERVIEW FORM

15.EXPENSE CLAIM FORMS

16.EXPERIENCE CERTIFICATE

17.FEBRUARY 2011 NEWSLETTER

18.GREVIANCE SETTLEMENT POLICY AND FORMAT

19.HR KEY RESPONSIBILTY AREA

20.JANUARY NEWSLETTER

21.JOINING REPORT EMPLOYEE

22.LETTER OF OFFER FOR EMPLOYMENT

23.LOCAL CONVEYANCE REIMBURSEMENT FORM

24.MONTHLY ATTENDANCE FORMAT 2012

25.NO OBJECTION CERTIFICATION

26.PERFORMANCE APPRAISAL PROCEDURES & TEMPLATES

27.POOR PERFORMANCE WARNING LETTER

28.RELIEVING LETTER FORMAT

29.REVISED SALARY INCREMENT LETTER

30.SALARY CERTIFICATE FORMAT

31.SALARY SLIP FORMATS

32.SALARY STUB FORMAT

33.SERVICE BOND FOR TRAINING ABROAD

34.TERMINATION LETTER

35.VISA STAMPING LETTER

36.WARNING FOR LATE COMING & ATTENDANCE

37.WELCOME MAIL TO STAFF & NEW JOINEE

38.BACKGROUND VERIFICATION FORM

39.PROJECT MANAGER - JOB PROFILE

40.SENIOR SOFTWARE ENG./TECH/TEAM LEAD - JOB

41.ADMIN MANAGER - JOB PROFILE

42.CONFIGURATION MANAGER – JOB RESPONSIBILITIES

Recruitment / Selection

•Finding the profiles through Job Portals, Networking and References

•Screening the Relevant Resume

•Approving Resume by Technical Head

•Mailing and calling the candidate

•Scheduling the Interview

•Taking HR Interview

•Issuing offer Letter & Appointment Letter

•Coordinating Date of Joining

•Maintaining Joining Report and taking all the necessary documents

•Creating their Official E- mail Id

Induction

•Company Introduction

•Introducing Upcoming venture of the company

•Candidate Introduction

•Office Policy

•HR culture of the company

•Organization Structure

•Candidate Expectation sitting for the organization

•Introduction to the staff

•Technical Head: Project Information

General Administration

•Attendance Record

•Giving Monthly Payroll record to Accountant

•To handle Employee disciplinary issues

•Developing and implementing action plans to keep high motivation level among employees

(a)Maintaining Proper Communication between employees

•Manage effectively and timely resolution of issues

•Resolving Employees Queries on a daily basis

•Taking monthly feedbacks from employees

•Making Monthly MIS

Exit Interview and maintaining proper knowledge mechanism

Maintaining Monthly Payroll System

Maintaining EPF account of the employees

Proper Coordination with the Accountant of the company

Policy Formulation

HR Processes Matrix

HR Department		HR PROCESSES MATRIX
S.No.	HR PROCESSES	Sub Processes	Procedures	Why(?)
		Job Analysis,Description & Specification	Analyse Current Job Description	To Get current status of present staff utilization at all level & identify incompetent or unutilized workforce
		Set Standard Job Description	Define Standards Job Description	To set Targets/KRA/Performance Appraisal/Job enlargement/compensation structure.
(I)	Job Description & Specification	Comparison	Compare Current with Standard	To find descrepancies
		Take corrective Actions & Assign Standard Job Des.	Assign standard Job Description to existing employees & new joinees at the time of induction.	To Get more Productive results from the employees,they will be directed to work & performing from very first day
		Received Manpower Requirement from diff deptt.	Disscuss the Manpower Requirement with HR Deptt.and send request in to the specified format	To hire the right employee at the right place at the right time.
		Position Advertisement/hire consultant	Better to hire consultant for office staff positions & Naukri data search to fill requirement of audit deptt.	To decrease the Recruitment cost
		Screening of resumes
		Call For Interview
		Job Application Form
(II)	Recruitment Process
		First HR Round
		Technical Round
		Final HR Round	Final HR Round to confirm joining date,exp/qualification documents/reference check	To Make HR effective & to shape candidate's mind for the new job & culture & describing necessary requisitions prior to joining.
		Issue Offer Letter
		Reference Check	Necessary Ref Check	To hire right person at the right job.
		Follow up	Better to take joining within 15-20 days of selection	To minimize the declination of candidate in between.
		Make Office arrangements for new Joinee		To minimize the declination of candidate.
		Submission of all Qualification /Experience Documents by new Joinee		To maintain the HRIS
		Issue Offer to Appointment Letter	Issue Offer to Appointment during Probation period
(III)	Joining Formalities
		Employee Data Form
		Induction Session	Cover all about company,policies, General Job Description, Introduction to the Staff	To Sussessful implementation of uniform Procedure & Policies to all over Org.
		Job Delegation	Job Profile Delegation Immediate after Induction by the Head of the Deptt.	To better utilization of the staff
		Verification of all nos & other detail provided by New Joinee		To be Proactive rathe Reactive
		Intimation of A/c opening & Mail ID generation to concerned deptt.
		Necessary Audit Training Programme for New Joinee	Effective formulation & implementation of the Training Programme	To Sussessful implementation of uniform Audit Methodology to all over the org.
(IV)	Training & Development
		Seminars & Training on reuirement basis for Staff members to update their Knowledge	First Analyse Training needs & accordingly set training topics & Duration	To Retain Talent in the Org for long term, better productive results & increase in revenue.
		Set Target\KRAs\ & communicate to New Joinee to facilitate performance Appraisal	Define KRAs/Targets for the particular period or before Audit (Time,Resource,Budget)	To Facilitate Performance Appraisal & decrease per audit time & cost & increase
		Measure & Conduct Performance Appraisal Against the Set Standards/KRAs monthly/quartely	Set Measurement tools & Conduct performance appraisal after every audit or after particular period	To identify one's potential.
(V)	Performance Appraisal
		Compare Actual Performance with Standard Performance	Compare
		Identification & Taking  corrective Actions	Discuss one's performance & Recognize one's potential & accordingly take corrective actions to minimize discrepancies	To increase one's performance level.
		Leave Policy	Formulate employee friendly & effective leave policy & Implementation	To encourages its Employees to take break from work as this provides for a healthy and efficient staff.
(VI)	Policy Formulation	Attendance Policy	Formation of employee friendly Attendance policy (flexible working hours) & Effective Implementation	To increase productivity & maintain discipline
		Employee Recognition & Reward Policy	Formulation & Implementation	To motivate employee & minimize attrition level.
		2 months Prior Notice to Exit	Intimation to HR Deptt in written form	To get intimation about one's leaving & hire new employee to avoid loss of productivity.
(VII)	Exit Formalities	Exit Interview	Formulate Exit Interview Form	To get feedback.
		Issuing Exp letter/Relieving letter	Issue Exp letter on last working day
		Clearance of all office belongings & final Settlement	Intimation to Admin Deptt for Clearance

HUMAN RESOURCE KEY RESPONSIBILTY AREA'S

New Joining formalities:

b) Preparing appointment letters

c) Preparing new joinees files

d) Making follow-up for the Documents

HR Record maintenance & Full and final preparation

a) Designing, implementing & preparing full & final, charge sheets etc.

b) Full & final settlement and exit interview of resigned employees

c) Leave administration including leave posting and handling unauthorized absenteeism

d) Designing & Implementation of Induction Manual for New Joinee.

Time Management System

a) Maintaining attendance register

b) Preparing Monthly leave reports.

c) Sending data to account department

Performance Management:

a) Managing the overall Appraisal process – communication/ rollouts, coaching employees / managers in writing effective appraisals and ensuring the appraisal process is closed with the time line

b) Performance & Talent Management.

c) Issuing the Increment letter after appraisal to the concerned person.

Employee Relations:

a) Reverting employee queries via email & on telephone

b) Issuing the confirmation letter on successful completion of the probation period.

Compensation & Benefit / Reward Programs:

a) Design & Administration of Annual Salary Planning, Variable incentive & Operating Plan on Salary & Headcounts

b) Responsible for Payroll processing for the company includes coordination with external vendor in accurate salary working; ensuring statutory payouts are done on time

c) Working out various remuneration policies, including pay packages for newly hired employees, Annual Salary revision, promotion/ correction and executing the same.

d) Administration of Rewards Programs for the business and driving them on quarterly basis

e) Coordination with Regional Administrators on Payroll inputs, Attendance details, Insurance & Medical cover formalities closed

HIRING CHECKLIST

• ·         Write a Job Description describing essential job functions.
• ·         Complete Position Request Form.
• ·         Have the job description reviewed by current employees and supervisors.
• ·         Post the job internally.
• ·         Contact a recruiting agency.
• ·         Place help wanted ads in a wide range of sources.
• ·         Post on web site.
• ·         Accept resumes.
• ·         Accept completed job applications.
• ·         Screen resumes and job applications.
• ·         Conduct Pre-Interview Questionnaire.
• ·         Prepare interview questions.
• ·         Conduct interviews. Involve co-employees. Consider group interviews.
• ·         Complete Applicant Appraisal Form.
• ·         Complete Co-Employee Applicant Appraisal Form.
• ·         Call references (employers, schools, etc.). Also call people other than listed “references.”
• ·         Use a Post Employment Release of Employment Information Form where necessary.
• ·         Perform background checks (DMV, credit, criminal background, etc.).
• ·         Perform character assessment.
• ·         Inquire about any trade secret or confidentiality agreements with former employers.
• ·         Test for job skills.
• ·         Write the offer or rejection letters.
• ·         Give necessary post-offer/pre-hire drug or physical tests..
• ·         Memorialize the terms of employment and have the employee sign any contract.
• ·         Have the new employee review and sign Employee Handbook, Trade Secret and Confidentiality
• ·         Agreement, Safety Program Acknowledgement, Arbitration Agreement & any other applicable.
• ·         Introduce the new employee to your training and orientation program.
• ·         Pay any referral or retention bonuses.
• ·         Provide state required pamphlets (sexual harassment and workers compensation)

GRIEVANCE’S POLICY - PROCEDURE

____________________________

GRIEVANCE’S POLICY - PROCEDURE

1. Purpose of the procedure/Introduction

____________________________ aim is to ensure that employees with a grievance relating to their employment can use a procedure which can help to resolve grievances as quickly and as fairly as possible.

2. Informal discussions

If an employee has a Grievance about their employment they should discuss it informally with an immediate supervisor. We hope that the majority of concerns will be resolved this way.

3. Stage 1 – Statement of Grievance

If the Employee feels that the matter has not been resolved through informal discussions, they should put your grievance in writing to immediate Supervisor.

4. Stage 2 – The Grievance Meeting

Within 1 working day the Supervisor will respond, in writing, to the statement, inviting the Employee to attend a Meeting where the alleged Grievance can be discussed. This Meeting should be scheduled to take place as soon as possible and normally in 3 working days notice of this meeting will be provided to the Employee.

Employees must take all reasonable steps to attend the meeting, but if for any unforeseen reason the employee, or the employer, can’t attend, the meeting must be rearranged. The time limits may be extended by mutual understanding.

After the meeting the Supervisor hearing the grievance must write to the Employee informing them of any decision or action. This letter should be sent within 1 working day of the “Grievance Meeting”.

5. Step 3 – Appeal

If the matter is not resolved to the Employees Satisfaction they must set out their grounds of appeal in writing within 3 working days of receipt of the decision letter.  

Within 1 working day of receiving an “Appeal Letter”, Supervisor should receive a written invitation to attend an “Appeal Meeting”. The Appeal Meeting should be taken by a more Senior Manager not involved in the original Meeting.

After the Appeal Meeting the Senior Manager must inform the Employee in writing of their decision within 1 working day of the Meeting.

Their decision will be final.

GRIEVANCE INVESTIGATION

Date of the Communication:

Employee's Name:                                                 Supervisor's Name:

Job Title:                                                                  Dept:

SUMMARY OF COMPLAINT

When did it occur? ______________________________________________________________________

                                          

______________________________________________________________________

Where did it happen? ______________________________________________________________________

______________________________________________________________________

Why did it happen? ______________________________________________________________________

                                          

______________________________________________________________________

What happened? ______________________________________________________________________

                                          

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Who else was Involved? Witnesses? (Include full name and work area, if possible.)

1.________________________

2.________________________

3.________________________

4.________________________

What adjustment is expected?  ______________________________________________________________________

Grievance was presented to Supervisor:     __Orally      __In writing 

Date Presented:

Grievance was presented to:

Meeting Held?  __Yes      __No    Date:

If a meeting was held, who was Present?

1.

2.

3.

4.

What was supervisor's answer or offer of resolution?

______________________________________________________________________

______________________________________________________________________

Was the grievance resolved?    

Yes – Date Of Resolution: _______________________________________________

______________________________________________________________________

No – Further Action: ____________________________________________________

______________________________________________________________________