NEW EMPLOYEE ORIENTATION

Transcription

1 NEW EMPLOYEE ORIENTATION A. OBJECTIVE: Welcoming an employee to the group Basic understanding about- group businesses, its operations, plants, various products, people processes and policies. Introduction to various functions Code of conduct Important employment rules and regulations B. SCOPE: All Non- Bargainable employees in the Group Companies C. PROCESS: 1. New employee orientation process starts with the HR recruiters finalizing the list of selected candidates after interview process. 2. Concerned recruiters inform their respective candidates about joining dates through phone call and . The recruiters share an Employment Application Form to the candidates, which they fill and submit at the time of joining. Format is mentioned in Annexure A. 3. All recruiters inform the new joinees, well in advance, about required Documentation at the time of joining. 4. Procedure of joining programme are as under: i) H.R. Department will inform Administration Department/IT/Security, as per format Annexure E, 10 days in advance for arranging seating arrangement, furniture, SIM Card, Laptop, Desk Top etc. Administration will verify inventory and make necessary arrangement. ii) Date of joining: Designations S1 to M5 Trainees M6 & M7 Date* 1 st & 15 th day of every month. 7 th day of every month. On occurance. Page 1

2 o In case of any business exigency, candidates may be asked to join as per mutually agreed dates. o In case the joining date mentioned as above, falls on any Holiday/Weekly Off day, the date of joining will be preponed/postponed to the next working day. iii) iv) Joining of new employees undergoes three days program. Procedure of joining program are as under- On the day of joining, concerned recruiters issues the gate passes for respective candidates for three day induction program and on the last day of induction identity cards are issued. v) Orientationn Programme: Day 1 : i) All candidates gather at training center (Assembly Hall) where the induction program is conducted. ii) iii) Documentation: All candidates (probationers & trainees) will submit all the filled forms to concerned H.R. representative along with the set of required documents. The details of all forms and documents required are mentioned in Annexure- post joining B. (The list of required document is communicated to all candidates confirmation by the concerned recruiters.) Arrangement for photograph by external agencies for ID Card and also assistance for Bank Account opening by ICICI bank or HDFC Bank is made. On the Second Day of Induction, Identity Cards are issued to all the new joinees. iv) With a view to acquaint the new joinees with the company s products, policies, procedures etc. a Generic Induction Program is scheduled for three days. Each day different activities are explained by representative of various departments. The details of induction program are provided in Annexure C. v) Departmental Induction: After completion of three days generic induction, all the new joinees are deployed to their respective departments, wheree their Head of Departments (through their Executive Assistants) conduct departmental induction for the employees to introduce them with the working of their department. Page 2

3 vi) vii) Bank Information: Force Motors proposes their employees to have salary accounts either with ICICI bank or HDFC bank. They also provide new account opening facility for their new employees at the time of induction. Pithampur visit: Pithampur visit is planned for the employees joining Sales and Marketing and Service Departments of CVD (Commercial Vehicle Department), PVD (Passenger Vehicle Department) and Spare Parts verticals or Senior Employees as per the Business requirement. viii) Background verification: At the time of joining, employees fill-in a background verification form and attach supporting documents along with the form. We conduct 3 rd party background verification through approved agency, which carry on background verification on the basis of the documents submitted by the employee. Details of background verification is mentioned in Annexure D Page 3

4 There are two ways in which any employee joins the organization i.e. Trainee or Probationer. Employees joining the organization in M7 grade are treated as Confirmed Employees from the date of their joining. The list of required forms and documents for each category is as under TRAINEES: a) List of forms : 1. Address Verification Form 2. Bank Account Form 3. Caste Declaration Form 4. Application For Employment Form 5. Group Mediclaim Policy Form 6. Bus Pass Form 7. Background Verification Form 8. Monthly Reports to be filled by the trainee every month and submitted to H.R. Thru their respective H.O.D. b) List of Documents: Annexure B 1. Colour passport size photograph (4 copies) 2. Photocopy of- (4 copies each) Aadhar card PAN card Passport/ driving license 3. Address proof and birth date proof (2 copies each) 4. Photocopy of educational documents- (as applicable) SSC (certificate and marksheet- 2 copies each) HSC (certificate and marksheet- 2 copies each) Diploma (certificate and marksheet- 2 copies each) Degree (certificate and marksheet- 2 copies each) Other qualifications- if any 5. Resume (2 copies) 6. Medical Reports (verified by FML Doctors) 7. Cancelled cheques/ photo copy of bank passbook (2 copies) 8. Experiencee certificates/ Reliving Letters of all past employment, if any (2 copies) 9. Monthly Probationers Report Form to be filled by the employee and submitted to H.R. Department, thru respective HOD. Page 4

5 PROBATIONERS: a) List of forms : 1. Application for employment 2. Address Verification form 3. Bank Account form 4. Caste Declaration form 5. Bus Pass form 6. Form F 7. Member Details (Form 3FPF) 8. Pension Nominee Details 9. Employees Provident Fund Form 10. Background verification form 11. Monthly Probationers Report. b) List of documents: 1. Colour passport size photograph (4 copies) 2. Photocopy of- (4 copies each) Aadhar card PAN card Passport/ driving license 3. Address proof and birth date proof (2 copies each) 4. Photocopy of educational documents- (as applicable) SSC (certificate and marksheet- 2 copies each) HSC (certificate and marksheet- 2 copies each) Diploma (certificate and marksheet- 2 copies each) Degree (certificate and marksheet- 2 copies each) Post Graduation (certificate and marksheet- 2 copies each) Other qualifications if any 5. Resume (2 copies) 6. Medical Reports (verified by FML Doctors) 7. Cancelled cheques (3 cheques) 8. Experiencee certificates of previous employer (2 copies) 9. Relieving Letters of previous employers (2 copies) Page 5

6 Annexure C DAY: 1 1) Joining formalities : Filling of forms and collection of required documents (mentioned in Annexure A ) Providing Employee number and CC number to the employees Distribution of appointment letters 2) Lunch break: Lunch is provided in Canteen from 1.00 pm to 1.30 pm. 3) Tea Break: There are two tea breaks am am pm pm 4) Uniform Distribution: All male employees collect their uniform and shoes from Force Motors Plant 1 Stores. All Femalee employees get their uniforms stitched by recommended by Force Motors. DAY: 2 1) Presentations from various department representatives explaining the role of their department: HR department Safety department Time office P.E. Finance/accounts department CVD and PVD services Personnel department International business 2) Factory visit 3) Lunch and tea break Page 6

7 DAY: 3 Presentations from various department representatives explaining the role of their department: ADD SCV Tractor Transmission Tractor Services R & D department Tractor Sales Department Quality Department Engine Department Sales / Marketing Department Internal Audit Interaction with HR Head Interaction with HR team members about the entire 3 day induction regarding opinions and suggestions. their queries, *Note: The entire activities from Day 2 and Day 3 can be rescheduled according to the availability of concerned persons. Page 7

8 Annexure D BACKGROUND VERIFICATION Concerned HR forwards the documents of background verification to the approved agency The agency conducts verification and reverts the reports to HR Reports are of following types: 1. Green: No insufficiency and discrepancies 2. Amber: Close with insufficiency 3. Orange: Unable to verify 4. Yellow: Minor discrepancies 5. Red: Discrepanciess regarding the following: a. Civil Records: Ask the employee for justifications and if failed, he/she is terminated b. Educational records: Ask for original documents within stipulated time c. Employment records: Employment papers are forged: Employee is asked to submit original papers within stipulated time Employer details are forged: Details are enquired with the employer mentioned and action is taken against the employee d. Address records: If reports shows discrepancies due to change in address, it is usually ignored in consultation of HR Head. The concerned HR intimates the Department Head of employee in case of any discrepancies reported by the agency and in consultation with Head HR the employee is asked for justifications and if he/she fails, he/she is terminated. Page 8

9 ANNEXURE E To: Administration Dept./I.T. This is to inform you that following employees will be joining our organization on. Please arrange to make arrangements as follows: 1) Seating in consultation with their respective HODs, 2) Verify availability of furniture, if not available please arrange. 3) Internal telephone Instrument & connectivity and connectivity etc. 4) SIM Card as per their eligibility. 5) Lap-top/Desk Top in consultation with I.T. Dept. Sl. No. Name Employee of Grade/Designation Department Whether Replacement Position Or New Position H.R. DEPT. Page 9