Human Resources Management& Perssonel

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Week 6 15.5.2010 To 21.5.2010 Personnel, Formal Communication , Legal Issues

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Personnel Vs HRM Is a part of HRM concern by employee issues In the short term in their life cycle within Organization and support other function HRM and strategic planning doesn’t mandatory request to performance

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Personnel Vs HRM Strategic thinking way to manage individual In organization which is has vision, mission , clear Goals& objective , strategy formulation Implementation and monitoring and feed back

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Human Resource Management HR Concept Recruitment Job Analysis & Design Personnel HRIS Organization Structure Training Performance Appraisal Policies& Procedures Payroll Structure

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Personnel Time Attendance Over Time Leaves Medical Insurance Contract Records Keeping Data Entry Paper Work Annual Leave Formal Communication Legal Issues

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Time Attendance Policy and procedure that explained Attendance system in organization and How personnel manage the process

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Time Attendance Tools Time Attendance Card Proximity Machine Magnetic Card Finger Machine Eye Scan Hand Machine

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On Time Vs Out Time Attendance WHY WHY

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Time Attendance Curves Curves That Describe the employee attendance By Points In the chart to facilitating manage The process

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Time Attendance standards Case Latest Employees are Formed 5% from total employees on other hand earliest employees Are Formed 5% from total employees

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Time Attendance Deviant Case Most employees are toward to late area because Absence of system or other Reasons

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Time Attendance Optimal Case Most Employees are toward to earlier side and This means the organization has systematic Time Attendance

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Time Attendance& Shaping Behavior Systematically reinforcing each successive step that moves an individual closer to the desired response

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Time Attendance& Shaping Behavior Key Concepts Reinforcement is required to change behavior. Some rewards are more effective than others. The timing of reinforcement affects learning speed and permanence.

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KIND Time Attendance Shaping Behavior Positive reinforcement Negative reinforcement Punishment Applying an undesirable condition to eliminate an undesirable behavior. Removing an unpleasant consequence when the desired behavior occurs Providing a reward for a desired behavior. Extinction Withholding reinforcement of a behavior to cause its cessation

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Type Time Attendance Reinforcement Continuous Reinforcement A desired behavior is reinforced each time it is demonstrated. Intermittent Reinforcement A desired behavior is reinforced often enough to make the behavior worth repeating but not every time it is demonstrated.

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Fixed-Interval Schedule Rewards are spaced at uniform time intervals. Variable-Interval Schedule Rewards are initiated after a fixed or constant number of responses. Type Time Attendance Reinforcement

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Type Time Attendance Reinforcement

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Intermittent Time Attendance Reinforcement

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Time Attendance Implementation Organization Study Determine Time attendance system Documented Published Implemented Monthly Published

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Over Time Exceed Hour working is performed from employees to accomplish certain Job In certain Time

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Over Time Reason Unqualified Manager Unqualified Employee Wrong Estimated Time Shortage workforce Emergences Cases Exception overload Job Celebrations& Holidays

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Over Time Negativity Extra Running Cost Increase Work Conflict Increase Health Problems Main reason for social loafing Add Job to other Department Effect On Performance Management

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Over Time Management Positively Do job On time Keep Organization From Penalties Save surplus Recruitment Help In HR Decisions Individual Management Save Money Indication For Good Management

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Legal Leaves Legal absence for employees after coordination with their manager and based on internal law and labor law

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Illegal absence for employees without coordination with their manager and based on internal law and labor law & Unpaid Leaves Illegal Leaves

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Leaves Types Annual Leaves Delivery Leaves Unpaid Leave Accident work Leave Sick Leave Paid leaves are given to employees every year Based On contract but not less than labor law (14. 21) Paid leaves are given to women when she delivery Based On contract but not less than labor law ( 70 Days) Paid leaves are given to employees every year Based On Contract But Not Less than labor law (14 days, 7) Paid leaves are given to employees when he accident in the work based On labor work& social security law Request for long leaves without salary and based on internal law and labor law and not more than 2 years

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Leaves Implementation Organization Study Determine Leaves system Documented Published Procedure Implemented Quarter Published On board

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Record Keeping& Data Entry Information Resources availability, storing, Saving as hard copy and soft copy through Insert all employee data in HRIS and extract Employee card and put it in specific file According to organization diagram

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Record Keeping& Data Entry Elements Standards CV photos No conviction certificate Social Security Number ID copy Family Registration Educational documents career practice Experience& Training certificate

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Contract Definition An agreement with specific terms between two or more persons or entities in which there is a promise to do something in return for a valuable benefit known as consideration.

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Contract Kind Oral Written Limited Contract Unlimited contract

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Contract Preparation Sending To managers Contract Back to HR Contract is signed from Top Management Managers sign contract from employees Send SIGNING CONTRACT to Employee

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Paper Work All formal Paper are requested from organization And have related to employees issues like Experience certificate and ect

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Medical Insurance Compensation& Benefits element Provides cover against loss from illness or bodily injury. Can pay for medicine, visits to the doctor, hospital stays, other medical expenses and loss of earnings. It depends on the conditions covered and the benefits and choices of treatment available on the policy

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Medical Insurance Benefits Social Cooperation Quality of Work Life Increased Productivity Help Recruitment Function Help Performance Function Help work force planning

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Medical Insurance Process Insurance acquiring offers Adding and delete employee from the insurance program Readd, Cancelled& Add Employees Names Health Insurance Claims Medical Insurance Following Medical Insurance& Resignation

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Insurance Acquiring Offers Acquires offers from medical insurance companies. Medical Insurance Evaluation Medical Insurance Selection Medical Insurance Presentation

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Adding and delete employee from the insurance program Filling Medical Form Explained Medical Instruction Receive acceptance letter& employee card Send Medical Request To Insurance Company Convert Finance Claim to finance department Convert To Payroll specialist

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Medical Insurance Following Medical Record Designed Insert Employee information Monitor Medical patterns for each employee Medical Patterns Back to HR Published Monthly reports Audit Active Employee

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Health Insurance Claims Medical invoices is sent to HR HR send Invoices with medical pattern to insurance company HR received claims and converted to payroll specialist Compare the medical claim with check HR SEND Debit\ Deposit to payroll specialist

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Readd, Cancelled& Add Employees Names When company desire to cancelled, add again And add it should send formal letter to Insurance company after apply medical Insurance procedure

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Medical Insurance& Resignation Return unused pattern personnel Approved conscience Insure doesn’t has any finance claim in Insurance

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Formal Communication Communication Through Meeting Communication Through Emails Communication Through Hard Copies

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Communication Through Meeting Formal or informal deliberative assembly of individuals called to debate certain issues and problems, and to take decisions

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Meeting Type Organizational Meeting Operational Meeting Normally a regular meeting involving stockholders (shareholders) and management, such as a board meeting and annual general meeting (AGM) Regular or ad hoc meeting involving management and employees, such as a committee meeting, planning meeting, and sales meeting

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Meeting Benefits Sharing Information Solving Problems Empowered employees in decision Enhancing Team Building& Partnership Validate organization structure Continual Improvement Improve the processes following Ensure message is received correct

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Meeting Room Table Type No of seat Seat arrangement Prepare Equipment& Devises Preparing Agenda

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Meeting Request Oral\ documented sentence and Hard copy\ soft copy send to interested parties to Arranged with their and must has: Date. Duration. Place. Time. Subject.

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Meeting Minutes Protocols, are the instant written record of a meeting or hearing. They often give an overview of the structure of the meeting, starting with a list of those present, a statement of the various issues before the participants, and each of their responses there to

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Meeting Action Plan Steps that must be taken, or activities that must be performed well, for a strategy to succeed. An action plan has 5Ws: (1)Specific tasks: what will be done and by whom. (2) Time horizon: when will it be done. (3) Resource allocation: what specific funds are available for specific activities (4) Where we specific task is done (5) Responsible: who will do this task Also called action program.

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Meeting Process Meeting is Requested From HR Approved meeting Request HR coordination with interest parties Reserve Meeting Room Opening meeting Distribute these document on all parties Prepare Meeting Room Collect Document related to meeting from interest parties Meeting Agenda is distributed Meeting Minutes is written Meeting action plan is written Meeting action plan& minutes is distributed Meeting action plan& is reviewed, monitored& prepared next meeting

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Communication Through Emails Electronic message between one and more recipients that doesn't give verbal impressions.

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Emails Strength& Weakness point

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Emails Language Which's mean give the emails specific Symbols& signals to facilitate & improve Emails understanding and responsiveness

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Emails Type Normal Emails Important Email Warm Email Circular Email Low Importance email Follow Up Email

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Normal Emails The e-mail should be sent to receivers beginning from the upper level to the lowest according to the organizational chart. Mail addresses must be clear and abstract. The e-mail must start by Good day, Good afternoon, good evening, then the formal position and the name of employee. Font size must be 10/ Font color is black / Font type is Arial. If the message has a certain point, the sender must remark it by Bold. The e-mail must end with: best regards, the formal position then the name of employee.

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Follow Up Email This email should be marked by a red flag. This email should have a frame time for achievement, time frame is written by red color. This email has all the characteristics of the Normal email.

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Important Email This email is critical and should be remarked by red attention (!). The e-mail has the same characteristics of the normal e-mail but all words should be bold and red colored.

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Warm Email • This email is used to give an impression to the message receiver that the sender is angry, unsatisfied, has claims and so on.. • The e-mail should be sent to receivers beginning with the upper level and ending with the lowest, according to the organizational chart. • Mail addresses must be clear and abstract. • The e-mail must start with good day, good afternoon or good evening, then the formal position and the name of employee. • Font size must be 16 Bold/ Font color is RED / Font type is CASTELLAR. • The e-mail must end with: best regards then, the formal position and the name of employee.

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Circular Email • This e-mail is sent by the General Manager or the Delegated person only. • The e-mail receiver will be the organization as a whole. • Font size must be 14 / Font color is black / Font type is Arabic transparent. • This Email is used when the Top Management wants to inform all employees about an event.

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Low Important Email Low importance email is used for celebrations or invitations. It is written by Bradley Hand ITC, Script MT BOLD. It should be rare and unattractive. This email should be remarked by low importance signal

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Hard Copy All hard copies in the organization is done Based on standards procedure fro the: First Page. Content. Last Page.

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قانون العمل

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Home work 6 Built Personnel procedures Thx

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