Managing Human Resources Procedure
Managing Human Resources involves critical elements such as
training, safety, objectives, individual performance, and growth.
Director of Operations
ensures that the Employee
Policy is properly documented & stored in ABC’s DCS with the
name shown verbatim. Safety Manager ensures that the
following are properly documented & stored in ABC’s DCS with the
name shown verbatim: Safety Manager & Site Managers ensure that safety
rules are properly documented & strategically posted where the
workers are likely to see & in ABC’s DCS with safety rule keywords
in the name (e.g., “Bottle Labeling Safety Rule”): Safety
Manager & Site Managers ensure that the Donning &
Using PPE (Personal Protective Equipment) work instruction is
properly documented & strategically posted where the workers are
likely to see & in ABC’s DCS with the name shown verbatim. Personnel
must:Supervisors should be
skilled at leading & directing lower-level employees. Managers
should also be skilled at setting overall objectives and then planning,
organizing, leading, motivating, and controlling activities in a
coordinated manner. Directors & Managers ensure
that individual objectives are given to workers as necessary. Don’t
publish in ABC’s DCS. These can include objectives listed in the job
description as well as special objectives for that employee. The
objectives should enable the employee to know what has to be done (end
results/target/focal point toward which all strategies are aimed). Each
objective should have a deadline if applicable and should be:
- Director of Operations ensures that the following are
properly documented & stored in ABC's
with the keywords shown below in the name:
supervisors, & managers should:
- Limited to key performance areas that really count so that energy
is focused (e.g., success rate, speed, volume, OT,
hours worked, attendance/absences, accidents, IOE,
forecast accuracy, budget accuracy, sales volume).
(must be able to count, measure, or describe in some specific way).
However, some qualitative objectives can’t be easily quantified and must
be included anyway.
- Challenging and achievable.
- Balanced (quantity
influences quality, cost control influences customer service).
- Mutually established with subordinates.
(“increase contracts by 10%” not “increase contract advertising by
& Managers should devise methods to objectively measure worker
performance where possible. Managers (or supervisors)
should personally audit employees. If the worker works in the
production facility, the manager should spend at least 1 hour per month
supervising the worker’s work in the production facility. During this
time, the worker & manager can discuss issues, worker concerns,
employee goals, change requests, etc. This is often called MBWA.
At least once per year, Directors & Managers should
gather subjective performance feedback from each employee and the
employee’s peers & customers (360º perspective). Then incorporate
this feedback & other objective measures in a formal Employee
Performance Appraisal Report (PTO,
holidays, tardiness, & absenteeism. Refer to the Individual
Contributor Report or Supervisor/Manager
Report) that is shared with the employee. Focus on Demonstrated
Strengths & Areas for Development. The purpose is to provide
feedback to the employee, not to be input as quality data as part of the
“Monitoring, Auditing, & Measuring Quality” procedure. Don’t
publish in ABC’s DCS. If ABC is in a financial position
to provide pay increases, manager should recommend the percentage each
employee gets based on their performance. Manager must provide a PAF to Payroll whenever an employee’s pay is approved to change. If
ABC is in a financial position to provide sales incentives, Director of
Sales should establish incentives that are shared by all employees who
help land the sale. Specifically consider giving a cash bonus if ABC
gets an additional adjacent contract (most likely this would go to the
Site Manager). Directors & Managers should encourage
employee growth in performance & advancement of responsibility.
Refer to the Growing
In Performance & Advancing in Responsibility Work Instruction.
If an employee exits ABC (termination, abandonment,
to meet their objectives.
- Be safe, ethical,
- Focus on customer needs
- Behave professionally. Refer to the Influencing
People, Responding to Customer Concerns, & Surviving Conflicts
(Professional Behavior) Work Instruction.
skilled at communicating with coworkers & customers and at problem
- Manage, report, & account for labor time,
OT, idle time, time off, PTO,
holidays, tardiness, & absenteeism. Refer to the Time
Accounting Work Instruction.
Managers write periodic Department Update Summary Reports & publish
in ABC’s DCS to Directors & above with Department Update Report
keywords in the name (e.g., “Operations Department Update Report
080714”). Directors & Managers chair Staff Meetings
each month with their staff to:
- Manager collects company property (badges, phones,
keys, tools, etc).
- Manager provides the following to
Payroll & Human Resources:
Action Form (PAF). If abandonment, note the last day worked as the
date of termination and "3 days - no call, no show - voluntary quit".
Under extraordinary conditions a management judgment can be made to
excuse an absence if the employee was incapacitated for all 3 days.
Employees are obligated to communicate to protect their jobs.
- As stated in the “Monitoring, Auditing, & Measuring
Quality” procedure, an Exit
- Final hours worked (if
- letter of resignation (if
provided by exiting employee).
exiting employee asks about unemployment benefits, manager tells
him/her to discuss that with the state.
- If the exiting
employee worked at a customer site, manager informs the applicable
customer contact with as much advance notice as practical.
informs Director of IT.
- Payroll & Human
- Issues a final check.
- Terminates benefits.
- Notifies ABC’s
COBRA provider to send out notification to the exiting employee.
- Sends a termination letter to the exiting employee
reminding of the confidentiality expectations.
- Director of IT:
email account and sets up all incoming emails to that account to route
to another email account.
- Makes the user inactive
in ABC’s DCS.
- Edits the ABC website if applicable.
Directors & Managers
record Staff Meeting Minutes in ABC’s DCS with staff keyword in the name
(e.g., “Operations Monthly Staff Meeting 081216”).
any recent safety incidents or new safety information.
any new Employee Reward Reports concerning their staff.
Department Update Reports.
- Review KPI
Status Reports related to their staff.
- Discuss the
plan, status, due date, & result of Quality Issues (especially FOI’s,
nonconforming products, complaints, improvement requests) concerning
- ABC = Fake
name of company used in our procedures.
- DCS = Document
Control System for users to write, approve, publish, find, & read
- Employee Abandonment = 3 consecutive
unexcused absences are considered job abandonment and by policy are a
"voluntary quit and termination".
- FOI = Failed On Install managing human resources, customer
- IOE = Index
- KPI = Key Performance Indicator
= Management By Walking Around
- OT = Overtime managing human resources, customer service
- PAF =
Payroll Action Form
- PC = Personal Computer
= Personal Protective Equipment
- PTO = Paid Time Off