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Questionnaire for measuring the effectiveness of the participative FORA at NTPC

I have attached Questionnaire on WPM in NTPC.




1.Are you satisfied with the functioning of participative fora in NTPC, Unchahar?


YES                                   NO                                NA


2.Does the functioning of participative fora enhances the efficiency of the employee and the productivity of the plant?


YES                                    NO                                 NA


3. .Does the participative fora ensure the proper flow of two-way  communication between the management and the employee?


YES                                    NO                                 NA


4.Are you satisfied with the functioning of union/association nominated members in the participative fora?


YES                                    NO                                 NA


5. Are you satisfied with the general health, welfare, safety measures taken for employees?


YES                                     NO                                 NA


6.Does  participative fora helps to increase the efficiency of accommodation, motivation and commitment to employees?


YES                                     NO                                 NA


7.Has participative fora built up the better employer-employee relationship in  the NTPC?


YES                                     NO                                 NA


8.As the company emphasis on productivity, cost reduction and safety. Does the participative fora laid emphasis on these factors?


YES                                     NO                                 NA



9.Are you satisfied with the level of attendance in the meetings of participative fora?


YES                                     NO                                 NA


10. Are you satisfied with the issues discussed during the meetings of participative forum meet?


YES                                     NO                                 NA


11. Are you satisfied with the involvement of team members in the meetings?


YES                                     NO                                 NA


12. If you have a opportunity, in which of the participative fora would you like to be nominated?


SLC-I                                    SLC-II                           SLC III

SLC-IV                                  PLC                              TADC


CMC                                    HAC                               SAFETY





Any Suggestions:  ————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————-


 Click Here To Download Questionnaire on WPM in NTPC

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Posted by Hrformats - September 1, 2012 at 8:01 AM

Categories: HR   Tags: , , , ,

Notification of Maharashtra Minimum Wages

I have attached Notification of Maharashtra Minimum wages revision wef 01/07/2012 to 31/12/2012. (Revision in Special Allowance).

Click Here To Download Minimum Wages Revision in Maharashtra wef 01.07.2012

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Posted by Hrformats - August 17, 2012 at 4:41 AM

Categories: HR   Tags: , , , , , ,

Questionnaire on Attrition in BPO/KPO Industry

I have attached Questionnaire on attrition in BPO/KPO industry.


1. Name of the organization:

2. Strength of the Organization (Less than 50, 50-100, More than 100):

3. Address of the Organization:

4. Name of the Respondent (Optional):

5. Designation of the Respondent (Compulsory):



  1. 1.     This questionnaire is required to be filled only by the employees of the BPO/KPO industry belonging to the level at which there is high Attrition. Please express your opinion without hesitation. Details provided by you will be kept confidential.


  1. 2.      If you are using soft copy of this questionnaire, fill the answers in any color other than    black.
  2. 3.      If you are using hard copy, please use any color pen, but not pencil.
  3. 4.       Questionnaire is divided into Part 1 and Part 2
  • Part 1 –The objective is to assess the Attrition level in the organization.
  • Part 2- The objective is to assess the employee satisfaction level with the    organization.
  1. 5.      Q.3 from Part-I is very crucial for the successful accomplishment of the project. Please read and answer it carefully.
  2. 6.       If you want to share any extra information, you can add it at the end.
  3. 7.      Please do not alter any question and options.






1. What is the Attrition Rate in your Company at an entry level?


  1. Between 20%-30%
  2. Between 30%-40%
  3. Between 40%-50%
  4. Between 50%-60%
  5. 60% & above






2. What is the Attrition rate in your company at the managerial level?


  1. Between 20%-30%
  2. Between 30%-40%
  3. 40% &above






3. There is a high Attrition rate prevailing in your organization due to the following reasons.

(Tick and rank them. Also roughly specify the percentage mix of each of the causes.)

    For e.g. If Stagnation in the career path leads to high rate of Attrition in your company,        

                   Then rank it 1st and percentage say for e.g. 40%.

Sr. No. Causes Ranking Percentages
1. Poaching of employees by other Competitive BPO’s (Attraction for the better Salary Packages elsewhere).
2. Stagnation in career path
3. Long Duty Hours
4. Night Shifts
5. Unfavorable HR policies (policies of termination of employees at regular intervals, at the end of the contract period of employment).
6. Monotonous Work which offers no Challenge.
7. Lack of Promotion
8. Higher Education
9. Insufficient Leave
10. Physical & Psychological strain
11. No personal life
12. Uneasy relationship with Peers and Managers
13. Career in BPO is not viewed as secured in long term basis.
14. No fixed leave (Employees are not entitled for national holidays as the company works with client calendar).
15. No skill up gradation of the employee.
16. Lack of Training provided to deal with the foreign clients.
17. Lack of rewards and benefits provided for better performance.
18 Lack of benefits provided(poor quality of cabs used for drop, poor canteen facilities, unhygienic food)


If, according to you there are several other reasons which lead to high Attrition in your company, please mention them at the end without fail.



  1. How many rounds of interview you went through during your selection process?
  2. One
  3. Two
  4. Three
  5. Four
  6. Five



  1. Which psychological tests were conducted during your selection process?


  1. Aptitude Test
  2. Achievement Test (aims at testing the skills and knowledge acquired from the training programmes and the job experience.)
  3. Personality test
  4. Stress test
  5. If others or additional, please specify.






  1. How do you find the training provided by your superiors?


  1. Good
  2. Average
  3. Bad










  1. Are you satisfied with the working conditions prevailing in your company?


  1. Yes
  2. No





  1. What are the techniques of job design adopted for you?


  1. Job Simplification( One single job is assigned)
  2. Job Rotation(Movement from one job to another)
  3. If others, please Specify






  1. Are you satisfied with the technique of job design adopted for you?


  1. Yes
  2. No






  1. Are you satisfied with your Current CTC?


  1. Yes
  2. No







  1. Is Performance Appraisal done half yearly or yearly?






  1. Does Performance Appraisal always lead to the hike in your salary?


  1. Yes
  2. No






  1. Are you satisfied with the Performance Appraisal system in your company?


  1. Yes
  2. No






  1. Are you satisfied with the reward and incentive system in your company?


  1. Yes
  2. No






  1. Do you get the required motivation from your superiors?


  1. Yes
  2. No






  1. Are you satisfied with the career planning steps taken by your organization?


  1. Yes
  2. No








  1. 14.  Any other information you would like to share pertaining to the above questions.

































THANK YOU        


Click Here To Download Project On Attrition in BPO KPO Industry

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Posted by Hrformats - August 13, 2012 at 8:01 AM

Categories: HR   Tags: , , , ,

Knowledge Management Questionnaire

 I have attached Knowledge management questionnaire.


Knowledge Management in Industries

I am XXX XXX pursuing Ph.D. in Pondicherry University on “KNOWLEDGE MANAGEMENT PRACTICES” in industries. I request you to please fill in the questionnaire to facilitate the completion of the same.

Introduction:Knowledge management is the systematic process of finding, selecting, organizing, distilling and presenting information.   This project is to find the KM practices used in industries, Benefits and challenges faced in the implementation of KM practices.


Name               :   _________________                      Designation       :  ________________

Organisation     :   _________________                Place                      :  ________________

  1. What is the type of industry?

i)        Manufacturing               ii)Service                      iii) IT & ITES               iv)  Others

2)      How old is the company?

i)        < 2 years                ii) 2- 5 years                       iii) 5-10 years        iv)  >10years

3)      What is the size of your company? (number of employees)

i)        < 50                 ii)51-100                      iii) 100 -250                 iv) > 250

4)Describe your business model:

i) Business 2 Business   ii) Business to Consumer           iii) Other

Please put a   mark  in the appropriate box wherever required.

5) What do you think of Knowledge Management (KM)?

a)   Never heard of it.                                                                                       [  ]

b)      Something they are already doing but not under the same name.                   [  ]

c)      It is just a management fad.                                                      [  ]

d)      It is strategic part of their business.                                                              [  ]

e)      Something that could be beneficial for the organisation.             [  ]

f)        If any other, please specify  __________________________________________

6)  According to you, what is knowledge management?

1.a technological concept: ‘the use of information technology to capture data

and information in order to manage knowledge’                                                 [  ]

2. a business-focused approach: ‘the collection of processes that govern the

creation, dissemination, and utilisation of knowledge to fulfil organisational

objectives’                                                                                                                    [  ]

3. a situation where no visible processes are used but it is ’simply the ability to

manage “knowledge’’ ’                                                                                     [  ]

4. about intellectual assets: ‘taking the form of documents and information

bases’.                                                                                                                         [  ]

7) Does your organization recognize knowledge as a part of their asset base?

a)   Yes                  [  ]                 b)  No               [  ]              c)   Can’t say     [  ]

8) Does your firm or organisation

  1. Has a written knowledge management policy or strategy
  2. Has a values system or culture intended to promote knowledge sharing
  3. Has policies or programs intended to improve worker retention
  4. Uses partnerships or strategic alliances to acquire knowledge

9) What is the attitude of senior management w.r.t. KM in your organization ?

a)   Sees it as very important and provides full support.                                      [  ]

b)   Sees it as very important but hardly supports it.                                           [  ]

c)   Sees it as a waste and hardly bothers.                                                         [  ]

d)   Was very supportive in the beginning but now lost interest. [  ]


10) Indicate which sources triggered your firm or organisation to put into effect the knowledge Management practices that you currently use. (Select whichever is applicable)

Internal          Mgt                Non –mgt workers                    union active in the workplace
External     i)Firm or organisation with  which you have a strategic Alliance, joint   venture or consortium

ii)Universities, technical colleges, public labs or business school

iii)Professional, trade or industrial associations or federations



v) Consultants


vi) Suppliers


vii)  Customers or clients

Knowledge Sharing / Knowledge acquisition / knowledge capture

12) Which technologies have you implemented in your organisation?

(please tick whichever is applicable)

a)  Internet              [  ]                 b)   Data warehousing                                     [  ]

c)  Intranet              [  ]                 d)   Knowledge management software             [  ]

e)  Extranet             [  ]                 f)    Decision support system                            [  ]

g)  Groupware        [  ]                 h)   Data management system                          [  ]

i)  E Commerce   [  ]                  j)   Automated Manufacturing                     [  ]

k) Quality circles  [  ]                l)    “Communities of Practice*(CoP’s)         [  ]

* An informal, self-organising group of people in the organisation, brought together by common interest who share expertise and solve problems together.

14) Which Knowledge management methodologies are used in your firm?

a)  Training                                                                                            [  ]

b) Attending workshops, conferences                                                    [  ]

c)  Exit Interviews                                                                                 [  ]

d)  Mentoring                                                                                       [  ]

e)  Documentation                                                                           [  ]

f)  Retiree programs                                                                              [  ]

g)   Coaching                                                                                        [  ]

h)   Rotational assignments                                                                     [  ]

i)   Collaborations with  R & D centres, Educational institutions,

Technological agreements etc.                                                         [  ]

j) Active R & D department                                                                 [  ]

15.  Your firm or organisation regularly

  1. captures and uses knowledge obtained from other industry sources such as industrial associations, competitors, clients and suppliers                              [  ]
  2. captures and uses knowledge obtained from public research institutions including universities and government laboratories                                                       [  ]
  3. dedicates resources to detecting and obtaining external knowledge and communicating it within your firm or organisation                                          [  ]
  4. encourages workers to participate in project teams with external experts      [  ]

Training and mentoring

16. Your firm or organisation

  1. Provides formal training related to knowledge management practices      [  ]
  2. Provides informal training related to knowledge management                      [  ]
  3. Uses formal mentoring practices including apprenticeships                          [  ]
  4. Encourages experienced workers to transfer their knowledge to new or less experienced workers                                                                                        [  ]
  5. Encourages workers to continue their education by reimbursing tuition fees for successfully comleted work-related courses                                                   [  ]
  6. Offers off-site training to workers in order to keep skills current                   [  ]


17. In your firm or organisation workers share knowledge or information by

  1. Regularly updating databases of good work practices, lessons learned or listings of experts
  2. Preparing written documentation such as lessons learned, training manuals, good work practices, articles for publication, etc. (ORganisational memory)
  3. Facilitating collaborative work by projects teams that are physically separated (Virtual teams)

Knowledge organisation and retrieval

18. The extent to which knowledge is shared within the organization and assess whether knowledge information is easily accessed.

Knowledge Shared

To a Great Extent

To Some Extent

Not Shared

Don’t know

I Know Where to Access this Information

Information about key customers






Information about customer satisfaction
Information about competitors
Information about future plans
Information about senior management decisions
Information about the use of technology
Information about processes
Information about new initiatives
Information about other business functions
Information about training and
development opportunities
Information about team and individual successes


19. How much time does it take for an employee to get the relevant knowledge document in your organization ?

a)   A few minutes   [  ]                c)   A few days                    [  ]

b)   A few hours      [  ]                d)   Week or more               [  ]


Reasons for  KM Practices

Critically important Important Somehwat important Not much Not at all important
To improve the compeititve advantage of your firm or organsiation
To help integrate knowledge within your firm or organisation
To improve the capture and use of knowledge from sources outside your firm or organization
To improve sharing or transferring of knowledge with partners in strategic alliances, joint ventures or consortia
To increase efficiency by using knowledge to improve production processes
To protect your firm or organsiation from loss of knowledge due to worker’s departures
To train workers to meet strategic objectives of your firm or organisation
To increase worker acceptance of innovations
To increase worker acceptance innovations

20. Reasons knowledge management practices are used in your firm or organisation

Benefits of Using Knowledge Management Practices

22.Effectiveness of results of using knowledge management practices (Very effective, effective, somewhat effective, not effective)

Very effective effective Neutral Not muchEffective Not at all effective
Increased our knowledge sharing horizontally(across departments, functions or business units)
Increased our knowledge sharing vertically (Up the organizational hierarchy)
Improved worker efficiency and/or productivity
Improved skills and knowledge of workers
Increased our number of markets (more geographic locations)
Improved client or customer relations
Helped us add new products or services
Increased our adaptation of products or services to client requirements
Increased flexibility in production and innovation 
Prevented duplicate research and development
Improved our corporate or organizational memory
Increased our ability to capture knowledge from public research institutions including universities and government laboratories
Increased our ability to capture knowledge from other business enterprises, industrial associations, technical literature etc.
Improved involvement of workers in the workplace activities


Spending on kM practices

23. So the KM practices currently in use in your firm or organisation have dedicated budgets or spending?

If yes, what percentage of expenditure is dedicated to Knowledge Management Practices?

i)<5 %              ii)5-10%                       iii)10 – 20%     iv) >20%

Knowledge Retention

24.What do you think are the factors influencing Knowledge retention in your organization ?    (Rank the factors given below from 1 – 5  on your choice of preference)

a) Employees leaving for a better job elsewhere                         [  ]

b) Retirement                                                                                          [  ]

c) Promotion                                                                                          [  ]

d) Relocation                                                                                          [  ]

e) Downsizing and external factors                                                          [  ]

25.What are the problems faced by you in using IT for Knowledge Management?

(Rank the factors given below from 1 – 8  on your choice of preference)

a)    Lack of training.                                                                                         [  ]

b)   System too much complicated.                                                                    [  ]

c)   Lack of identifying the proper IT tool                                                      [  ]

d)   Lack of time to learn.                                                                                 [  ]

e)   Lack of user uptake due to insufficient  communication.       [  ]

f)    Every day use did not integrate into normal working practice.                       [  ]

g)   Unsuccessful due to technical problems.                                                      [  ]

h)   If any other ,please specify ___________________________________________

Challenges in implementing KM practices

26. What are the problems faced by you in using IT for Knowledge Management?

(Rank the factors given below from 1 – 8  on your choice of preference)

a)    Lack of training.                                                                                         [  ]

b)   System too much complicated.                                                                    [  ]

c)   Lack of identifying the proper IT tool                                                      [  ]

d)   Lack of time to learn.                                                                                 [  ]

e)   Lack of user uptake due to insufficient  communication.       [  ]

f)    Every day use did not integrate into normal working practice.                       [  ]

g)   Unsuccessful due to technical problems.                                                      [  ]

27. What is the biggest hurdle in effective implementation of KM in your organization ?

1.Changing people’s behaviour from knowledge hoarding to knowledge sharing.             [  ]

2.Lack of understanding of KM and its benefits.                                                             [  ]

3.Determining what kind of knowledge to be managed & making it available.                  [  ]

4.justifying the use of scarce resources for KM.                                                              [  ]

5.Lack of top management commitment to KM.                                                             [  ]

6.Overcoming technological limitations.                                                                          [  ]

7.Attracting & retaining talented people.                                                                         [  ]


28. Please mention your perception on the satisfaction level of the strategy does your organisation use for KM?

(Rank the factors given below as VS – Very Suitable, S – Suitable, M – Medium, NS – Not Suitable, NAS – Not at all suitable  on your choice of preference)

a)   KM as a business strategy.                                                                         [  ]

b)      Transfer of knowledge & best practices.                                                     [  ]

c)      Customer focused knowledge.                                                                    [  ]

d)      Personal responsibility for knowledge.                                                         [  ]

e)      Innovation and knowledge creation.                                                            [  ]

f)        If any other, please specify ___________________________________________


Responsibility for knowledge management practices

32. Which of the following groups is responsible for the knowledge management practices Currently in use in your firm or organization?

  1. HR                                                                               [  ]
  2. IT                                                                                 [  ]
  3. Knowledge management unit                                         [  ]
  4. Library / documentation centre                          [  ]
  5. Executive management team                                          [  ]
  6. Don’t know                                                                  [  ]


33.  Are there any knowledge management practices that your firm or or oraganisation uses that we have not included in the survey?

  • No
  • Yes, Please specify


Click Here To Download Questionnaire in Knowledge Management

2 comments - What do you think?
Posted by Hrformats - August 6, 2012 at 9:59 AM

Categories: HR   Tags: , , ,

HR Policies in New Companies

I have Attached HR Policies in New Companies




Review  the  current practices/policies [ if  any]
Audit all  hr activities that are performed [ even the crude format]

HERE  ARE  THE  CORE  HR  KRAs [ key result areas]

KRA 1  :        Recruitment/Selection
KRA 2  :        Workforce Planning and Diversity
KRA 3  :        Performance Management
KRA 4  :        Reward Management
KRA 5 :        Workplace Management and Relations
KRA 6 :        A Safe and Healthy Workplace
KRA 7 :        Building Capabilities and Organisational Learning
KRA 8 :        Effective HR Management Systems, Support and Monitoring


  • Understand the organization
  • Understand the organization structure
  • Understand the organization systems
  • Understand the organization politics/influential people
  • Understand the organization/individual roles
  • Understand the organization/positions
  • Understand the individual job descriptions
  • Understand the job/ job specifications etc…



  • Discuss the values/beliefs with senior management/CEO and the need for HR department.
  • Discuss the expectations from HR department -short/medium/long term.
  • Discuss with CEO, the organization’s corporate objectives/strategies and how HR can contribute to the corporate objectives.
  • Discuss / seek consensus on organization structure / management process.
  • Discuss the current organization culture with senior management.
  • Discuss with CEO/senior management the core activities/competences and business drivers of the organization.




HR dept. is  a  support  unit  and  hence  must  work closely with  other  depts.


Even  though  there  is  currently  no  HR  department, there are a  number of  HR activities are being  carried  out now.



AFTER  you  gather  all  the  informations  and summarized, you  should  sit  down  with your  boss [ CEO]  and discuss and  prioritize  the  items, as  follows



Please   REVIEW   the HR  MANUAL , as  listed  below.
Pick  points out  of  it ,  as  per  your  need,  based  on  your discussion /  audit  results.

You may want to start up with

  • HR department OBJECTIVES.
  • Draft on Recruitment  / Selection Procedure /PROCESS
  • Draft on  organization /  structure
  • Draft on  jobs’ analyses/ job descriptions/ job specifications/competences
  • Draft  on  payroll / compensation / administration
  • Appointment /confirmation / Termination / resignation /PROCEDURES/PROCESS
  • Induction program
  • Orientation  program
  • Employee  communications
  • Training & development of the employees
  • Performance Appraisals / management

Once you have  the  preliminary  draft ready, you  can  start  with your EMPLOYEE HANDBOOK [LIST PROVIDED BELOW]




  • Strategic  HRM  Planning
  • HR Strategies and Policies.
  • HR  and change management.
  • Competency-based HR
  • Knowledge management


  • Job analysis
  • Job Role
  • Job Description.
  • Job specifications
  • Job enrichment
  • Job  rotation


  • Recruitment
  • Selection
  • Induction
  • Orientation


  • Employee  engagement
  • Motivation
  • Organization  culture
  • Organization  development


  • Org. designing
  • Org. structuring
  • Org. development
  • Job / role  structuring


  • HR planning
  • Manpower  planning
  • Succession  planning
  • Talent management


  • Performance appraisals
  • Performance managing the processes.


  • Org. learning
  • Training
  • Education
  • Development
  • Training  evaluation
  • E-learning
  • Management  development
  • Career planning /development.


  • Job  evaluation
  • Managing  reward  process
  • Administration  of  rewards
  • Benefits


  • Organization  communications
  • Employee communications.
  • Staff  amenities


  • OHS












  • HR  strategic planning system
  • Human resource planning  system
  • Manpower  planning system
  • Job profiling system
  • Recruitment  &selection system
  • Performance appraisal  system
  • Performance management system
  • People development  systems
  • Career  planning  and  development  system
  • Succession  planning  system
  • Job enrichment  system
  • Compensation  planning and packaging system

THIS is just a common list.


  • What  is  the  current situation
  • What kind of  HR DEPARTMENT is required.
  • What you  think  are  your priorities
  • What  is  your  action plan
  • What is time schedule.







  • To win confidence/trust, you need to show credibility/functional knowledge level.
  • Initially, please do not rush with too many things. Take one thing at a time and do a thorough job. Everything must be done right at the first time.





Human Resources Policies, Procedures and Forms

Table of Contents


ADM.101      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

Ex1               Personnel Records Access Log
Ex2               HR Records Retention Periods

ADM.102      Form Development Activities
1.0               Form Development and Format
2.0               Authorization and Printing
3.0               Form Numbering and Placement
4.0               Forms Index and Manual

Ex1               Form Printing Request

ADM.103      Document Control Activities
1.0               Document Distribution
2.0               Document Revision
3.0               Document
4.0               Temporary Changes

Ex1     Request For Document Change (RDC)

ADM. 104      Mail & Express Services Activities
1.0               General Mail Usage
2.0               Addressing Mail
3.0               Express Mail
4.0               Overnight Packages
5.0               Additional Information Resources

Ex1               Outgoing Mail Register

ADM. 105      Telephone Answering Activities
1.0               Answering Techniques and Etiquette
2.0               Answering and Directing Calls
3.0               Taking Messages
4.0               Telephone User’s Guide

Ex1               Important Message

ADM.106      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

Ex1               Key Issue Policy
Ex2               Visitor Log

ADM.107      Separation Activities
1.0               Resignations
2.0               Involuntary Terminations And Layoffs
3.0               Terminations For Cause
4.0               Termination Meeting
5.0               Additional Information Resources

Ex1     Exit Interview Checklist
Ex2     Exit References Authorization

ADM.108      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

Ex1               Suggestion Form

ADM.109      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

EX1              Human Resource Reporting Summary
EX2              HR Hiring Status Report

ADM.110      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


HRG.101       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

Ex1               Personnel Requisition
Ex2               Offer Letter
Ex3               Personnel Change Notice
Ex4               New Employee Hiring Checklist
Ex5               Employment Eligibility Verification .
Ex6               Employee’s Withholding Allowance Certificate.

HRG102        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

Ex1               Job Description Format

HRG103        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

Ex1               Employment Application
Ex2               Employment Application Supplement
HRG104        Interviewing Applicants Activities
1.0               Interviewing Objectives
2.0               Resume Examination
3.0               Telephone Interviews
4.0               E-Mail Interviews
5.0               In-Person Interviews

Ex1               Employment Interview Questions
Ex2               Interview Form

HRG105        Background Investigations Activities
1.0               Background And Hiring
2.0               Investigative Consumer Reporting
3.0               Employee Reference Checks
4.0               Motor Vehicle Record (MVR) Inquiry

Ex1               Employee Investigation Checklist
Ex2               Employee Background Authorization
Ex3               New References Authorization
Ex4               Reference Check Survey

Compensation Procedures

COM101       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

Ex1               Monthly Time Sheet
Ex2               Central Govt.  Tax Calendar
Ex3               Electronic Funds Transfer Authorization

COM102       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

Ex1               Absence Request Form

COM103       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

COM104       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

Ex1               Benefits Enrollment/Change Form

COM105       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

COM106       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

DEV101        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

Ex1               Training Plan

DEV102        Training Reimbursement Activities
1.0               Eligibility
2.0               Approved Programs
3.0               Reimbursement

Ex 1              Request For Training

DEV103        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

DEV104        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

Ex1               Computer And Internet Usage Policy

DEV105        Performance Appraisals Activities
1.0               Performance Appraisal Guidelines
2.0               Appraisal Preparation
3.0               Appraisal Discussion
4.0               Salary Adjustments
5.0               Appraisal Conclusion
6.0               Additional Information Resources

Ex1               Self Appraisal Form
Ex2               Performance Appraisal Form

DEV106        Employee Discipline Activities
1.0               Introduction To Misconduct
2.0               Responses To Misconduct
2.1               Verbal Warning
2.2               Written Warning
2.3               Suspension
2.4               Termination
3.0               Serious Misconduct
4.0               Very Serious Misconduct
5.0               Inexcusable Misconduct
6.0               Misconduct Investigations

Ex1               Disciplinary Notice

Compliance Procedures

CMP101        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

Ex1               Safety Suggestion Sheet
Ex2              Workplace Safety Self-Inspection Checklist
Ex3               Workplace Safety Action Plan
Ex4               Workplace Safety Rules
Ex5               Index of Hazardous Chemicals

Doc              Material Safety Data Sheet
Doc              Injuries and Illness Log
Doc              Summary of Injuries and Illness
Doc              Injuries and Illness Incident Report
Doc              Instructions for OSHA Forms

CMP102        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

CMP103        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

Ex 1              Certification Of Healthcare Provider
Ex 2              Employer Response To Employee Request

CMP104        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

CMP105        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

Ex1               HIPAA Authorization Form

CMP106        Harassment & Discrimination Activities

1.0               Unacceptable Behavior
2.0               Complaint
3.0               Corrective Measures
4.0               Enforcement
5.0               Additional Information Resources

Job Descriptions Tab






Non-discriminatory language
Active voice
Action verbs Plain English



Effective Date
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
Mandatory Requirements
Key Selection Criteria
Physical Demands
Work Environment
Job Performance
Job Descriptions
Reasonable Accommodation


Employee Handbook

1.0               The Company Philosophy
1.1               The Company Mission
1.2               Equal Employment Opportunity Policy and Affirmative Action Plan
1.3               Employment-At-Will
1.4               Sexual Harassment
1.5               Safety
1.5.1            Safety Rules
1.5.2            Hazardous Wastes
1.5.3            Reporting Injuries and Accidents
1.6               Drug Free Workplace
1.6.1            Prohibitions
1.6.2            Drug Awareness Program
1.6.3            Disciplinary Actions

2.0               Personnel Administration
2.1               HR Personnel Records
2.1.1            Contents of Personnel Files
2.1.2            Employee Information
2.1.3            Employee’s Request for Review of Personnel Records
2.1.4            Management Review of Personnel Files
2.2               Service
2.2.1            Employee Categories
2.2.2            Job Posting Procedures
2.2.3            Employment of Relatives
2.2.4            Employment of Minors
2.2.5            Promotions
2.2.6            Transfer of Employees
2.2.7            Separation of Employment
2.2.8            Work force Reductions
2.2.9            Probationary Period
2.2.10           Extra Income
2.3               Process Improvement
2.3.1            Employee-Management Forums
2.3.2            Employee Suggestion Program

3.0               Benefit Eligibility
3.1               Payroll Information
3.1.1            Time Records
3.1.2            Pay Periods
3.1.3            Salary Compensation for Partial Pay Period
3.1.4            Pay Rate Schedule – Hourly Paid Employees
3.1.5            Payroll Deductions
3.1.6            Overtime
3.1.7            Payroll Errors
3.1.8            Garnishment of Employee Wages
3.1.9            Authorized Check Pickup
3.1.10           Pay at Time of Separation
3.2               Attendance & Leave
3.2.1            Medical Leave Policy
3.2.2            Sick Leave Credit Limit
3.2.3            Sick Leave Policy – Usage
3.2.4            Medical, Dental and Optical Appointments
3.2.5            Exhaustion of Accumulated Sick Leave
3.2.6            Pallbearer, Funeral, Emergency Leave
3.2.7            Civic Leave or Jury Duty
3.2.8            Voting
3.2.9            Military Leave
3.2.10           Maternity Leave
3.2.11           Parental Leave
3.2.12           Leave of Absence
3.3               Insurance
3.3.1            Hospitalization and Medical Insurance
3.3.2            Continuation of Group Health Insurance
3.3.3            Life Insurance
3.3.4            Long Term Disability Insurance
3.3.5            Social Security
3.3.6            Workers’ Compensation
3.3.7            Unemployment Compensation
3.4               Savings Plan
3.5               Break Room
3.6               Employee Discounts
3.7               Educational Assistance

4.1               Work Schedules
4.1.1            Working Hours
4.1.2            Salary Employees
4.1.3            Hourly Employees
4.1.4            Clean Work-Place
4.2               Legal & Ethical Conduct
4.2.1            Ethical Standards
4.2.2            Conflicts of Interest
4.2.3            Personal Conduct
4.2.4            Confidentiality
4.2.5            Bribes, Kickbacks and Illegal Payments
4.2.6            Patents and Copyrights
4.3               Misconduct
4.3.1            Serious Misconduct
4.3.2             Very Serious Misconduct
4.3.3            Inexcusable Misconduct
4.3.3            Misconduct Investigations
4.4               Transportation & Travel
4.4.1            Company Owned Vehicles
4.4.2            Personal Vehicles
4.4.3            Living Expense Allowance
4.4.4            Other Travel Expenses
4.4.5            Expense Records
4.4.6            Travel Advances
4.4.7            Expense Reimbursement – Third Party
4.4.8            Expense Policies – Violations
4.4.9            Company Credit Cards
4.5               Appearance & Belongings
4.5.1            Personal Appearance
4.5.2            Business Attire
4.5.3            Casual Attire
4.5.4            Inappropriate Attire
4.5.5            Personal Belongings
4.5.6            Alcohol and Drugs
4.5.7            Medication
4.5.8            Smoking Policy
4.6               Equipment & Facilities
4.6.1            Parking
4.6.2            Telephone Use
4.6.3            Motor Vehicle and Workplace Equipment Operation
4.6.4            Safety Equipment
4.6.5            Company Tools
4.6.6            Waste Prevention
4.6.7            Solicitation and/or Distribution
4.6.8            Security
4.6.9            Bulletin Board


a)                Acknowledgement Of Receipt And Understanding
b)                Statement Of Legal And Ethical Business Conduct
c)                Drug-Free Workplace Policy Employee Acknowledgement
d)                Job Related Accident


  • HR MANUAL  is  the  total  guidelines  for  the  managers  in the organization  on the subject  of  HUMAN RESOURCE.
  • The real work of managing people [human resource] is the responsibility of the line managers. The  HR  department acts  as  a  coordinator / advisory  body to  the line managers, in  addition  to,  its own  administrative  work.
  • Employee handbook is a major element of the HR manual. It is part of the HR MANUAL.
  • The  copy  of   HR MANUAL  [ including  the  employee  handbook] is  given  to  the managers  only.
  • The copy of the EMPLOYEE handbook is given to the employees.
  • The TOTAL HR MANUAL development is a never ending assignment. It needs updating every six months.
  • At  the  initial  stage,  it  could take  up to  six  months at  least to  complete  the manual/ handbook  for  a  full time  person, even  if  you  employ  an outside expert.

Once you have formed the HR manual list, you should sit with your boss

  • Analyse  the  list
  • Set the  priority [ 1st. lot,  2nd. lot, 3rd. lot   etc ]
  • Discuss the  need  for  HO  material, to  uniform  the  approach
  • Discuss  the  need  for  local expert
  • Etc…

Your priorities could be

  • Personnel  records
  • Various  forms  required
  • Access  control
  • Workplace  rules
  • Employee  hiring
  • Job descriptions
  • Employment  applications
  • Interviewing  applicants
  • Payroll administration
  • Training [ induction / orientation/development]
  • Employee handbook

You/Your senior management should agree to the priority list.


Click Here To Download HR Policies in New Companies

4 comments - What do you think?
Posted by Hrformats - July 30, 2012 at 3:44 AM

Categories: HR   Tags: , , , ,

Pay Roll Software in Excel

This Excel based Pay Roll software is more useful to all West Bengal Govt employees or West Bengal Govt Concerned who are prepared the Pay Bill as manually. This Excel Based Pay Roll Software can Prepare at a time the Employees Pay Inner Sheet + Pay Outer Sheet + GPF Schedule + Bill Extract + all the Papers as required by the Treasury Office for payment of Salary of Govt Employees.

Click Here To Download Pay Roll Software in Excel for W.B.Govt Employees

Be the first to comment - What do you think?
Posted by Hrformats - July 24, 2012 at 6:53 AM

Categories: HR   Tags: , , , , , , ,

Employee Office in And Out Time Excel Sheet

I have Attached Employee Office in And Out Time Excel Sheet 

Note –  when employee come office, put cursor in related employee office in time cell and click on  red “office in time button” when employee left office , put cursor in related employee office out time cell and click on  blue “office out time button”

Sr No Name Of Employee Office In Time   Office Out Time 1 PATEL JITENDRA 10:37:34 PM   10:39:09 PM 2 PATEL NIRAJ 10:43:39 PM   10:44:08 PM 3 RAVAL JAIVIK 10:47:56 PM   10:48:13 PM 4 SONI SACHIN       5         6         7


Click Here To Download Employee Office in And Out Time Excel Sheet

1 comment - What do you think?
Posted by Hrformats - July 17, 2012 at 4:31 AM

Categories: HR   Tags: , , , , , , ,

Invitation Letter to Participant in Training Programme

I have attached invitation letter to Participant in training programme.


Sub: Seminar on________(TRAINING PROGRAMMES)


We are in receipt of an invitation from ____________ wherein they have invited us to attend ________programmes. The details are as under:


1.      Subject matter:


2.      Day, date,

time and venue:


3.      Fees:


We may if approved, send the following to attend the same:





Submitted please.




COO for approval please

Click Here To Download Invitation letter to Participant in Training Programme

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Posted by Hrformats - June 20, 2012 at 5:29 AM

Categories: HR   Tags: , , , , ,

FIFO Formula in Excel Sheet for Inventory Valuation

Attached herewith Inventory valuation done in FIFO in excel sheet.

Sl.No. Qty. Rates Rs. QTY Rs.
1 0 6 0 TOTAL Balance 250 1875
2 0 7 0
3 0 8 0
4 250 7.5 1875
5 0 0 0
6 0 0 0
7 0 0 0
8 0 0 0
9 0 0 0
10 0 0 0
11 0 0 0
12 0 0 0
13 0 0 0
14 0 0 0
15 0 0 0
16 0 0 0
17 0 0 0
18 0 0 0
19 0 0 0
20 0 0 0


Click Here To Download FIFO in Excel Sheets

1 comment - What do you think?
Posted by Hrformats - June 9, 2012 at 5:08 AM

Categories: HR   Tags: , , ,

HR Audit Sheet or Audit Questions

Audits help determine the effectiveness of an HR department and/or HR systems. They are asystematic, objective tool to assess regulatory or policy compliance in the workplace.


HR Audit Questions


  1. What was total revenue for the business unit  for the most recently completed fiscal year?
  2. What were total assets for the business unit for the most recently completed fiscal year?
  3. How many locations exist within the business unit? (Include all operating and administrative locations which perform HR activities.)
  4. Is the business unit a publicly-held or a privately-held entity?
  5. What was the pre-tax income for the business unit for the last fiscal year-end?
  6. What is the company business strategy?
  7. Does the company business strategy link to Human Resources (HR)? Please describe.
  8. What is your company’s HR Strategy? Is the HR strategy aligned with the company’s strategy?
  9. Who develop the HR Strategy? Do you assemble a cross-functional team to develop the HR strategy?
  10. What does HR do in supporting the implementation of organization’s strategy?
  11. Determine how the human resources department will support strategic goal and impact organization performance?
  12. Do you perform a gap analysis of current versus desired organizational behavior and performance, and develop strategy to close the gap?
  13. Outline the HR department’s present role, list its function and evaluate its effectiveness?

1.       Please describe the Human Resources Policies of the company. If possible, please specify the policies for each HR function (recruitment & placement, training & development, performance appraisal, etc)

2.       How and to what extent do the policies support the HR department in executing the strategy?


3.       Please describe the Human Resources Program of your company.

4.       Do these programs align with your Human Resources Policies?

1.       Are your workforce formation fits the company’s business objectives?

2.       Does the company have manpower plan?

3.       How do you create a manpower plan?

4.       Do you develop a competency-based approach to staffing?

5.       Does every position have competency/requirement?

6.       Do every employee understand competency/requirement needed to perform a job/position?

7.       Does this company have a clear job description for each job/position? And does each have clear competency ‘map’?

8.       What is the total number of all employees (headcount) at the business unit?


  • managerial level :
  • supervisory level :
  • staff/operator level          :
  • total                              :


8.  What is the total number of employees (headcount)for the human resources department?


  • managerial
  • supervisory
  • staff
  • total

1. Answer the following in relation to the job offer cycle:

a. What was the total number of offers made in most recent

complete fiscal year?

b. What was the total number of offers accepted in

most recent complete fiscal year?

c. What was the average time (in days) from

job requisition to extension of job offer?


2. Please complete the following question with the number of entry and non-entry level positions filled

internally and externally during the most recent complete fiscal year:


internal                        external

a. Entry

b. Non-entry


3.  What were your total recruiting costs for                                  internal                        external

the previous year?


4.       How many positions (job titles) exist across the organization?

5.       How is the recruitment process?

6.       Does it eliminate unsuitable applicants early and focus on promising candidates ?

7.      How is the recruitment methodology? Does it attract desirable workers? Does it match capabilities of candidates with competency requirement for positions?

8.       Do you use executive search services to help you in the recruitment area?

9.       How do you describe the qualification requirements for the vacant positions?

10.   Who makes the hiring decision?


1.       What kind of programs does exist for employee retention? Are they sufficient?

2.       Does the company develop attractive benefit program that can retain employees?

3.       Do you track your staff turnover? What is your turn over rate this fiscal year?


1.       Does the company have a clear development or training plan/strategy ?

2.       What is the current training and development system for employees?

3.       What was the total number of training hours in the previous year for all employees?

         Managerial      :

Supervisory    :

Staff                :


4. Of the total amount of training hours offered, what percentage was:


a. Formal classroom

b. Computer-based

c. On-the-job

d. Self-study

e. Off-site


5.       What was the total cost for training in the previous year?

6.       How do you conduct Training Need Analysis (TNA)?

7.       How do you translate the TNA into a Training Program?

8.       What kind of training programs offered to employees?

9.       Do managers and employees find the training program relevant to their needs?

10.   How do you evaluate training effectiveness?

11.   Does each employees have Individual Development Plan(IDP)? How are individual development plans and needs identified?

12.   Does IDP work effectively? If it doesn’t work effectively, what is the cause of it?

1.       What types of performance management systems do you use? Please describe.

2.       Does it work effectively? If not, why?

3.       Do you give constructive feedback to increase employee’s performance?

4.       Do you include a customer satisfaction element in performance evaluations?


1.       What is the current compensation system in your company? Please describe

2.       Do you offer compensation plans that provide a stable base with variables linked to performance?

3.       Do you develop compensation plan that support strategic goals?

4.       Who design the current compensation system? Does the BOD / HR Department involve in formulating pay strategy?

5.       Is the compensation system reviewed periodically? How do you evaluate your pay structure and compensation policy at least annually and adjust it when needed?

6.       Do you compare the company’s compensation programs with the market rates? Does the current compensation system competitive?

7.       Do you set up procedures that ensure company compliance with all applicable payroll laws needed?

8.       Please describe the current benefit and allowance system of your company? (describe in detail if there is differences among upper / middle / lower level of management / staff?)

9.       For all employees in the organization (include both part-time and full-time employees in  all departments), what is the:

a. Total base pay

b. Total overtime pay

c. Total variable pay

d. Total payroll cost

10.   What is the total benefits cost (not including benefits administrations costs) for all employees in the organization? (Include both part- and full-time employees in all departments)?


1.       What is the current system for Career Development in your company? Please describe.

2.       Does it work based on meritocracy and fairness?

3.       How does this current system apply to the employee individually?

4.       What is the current system of succession planning?

5.       Do succession plan exist for all critical positions?

6.       What percentage of management positions at the following levels has succession plans in place?


a. Executives

b. Senior mgt.

c. Middle mgt.


7.       What are the criteria for the successors?

8.       Does the succession planning system work effectively? If not, why?

1.       Do you build a culture of inclusion that promotes labor and management as partner in business success? How?

2.       What problems does the company encounter in labor relation issues? Do you have labor union? Does the labor union represent the employees well?

3.       How do you solve labor relation (LR) issues?

4.       Do employees give feedback to solve IR issues? Do you design grievance procedure for resolving employees problem?


5.       Do the company actively communicate LR / IR procedure to all employees?

6.       Do you encourage employees to play a proactive role in improving the labor-management relationship?

1.       What IT systems and infrastructure do you use to support your HRIS? Does it work effectively?

2.       How can the IT system be used to support the HR Strategy?

3.       How many human resource information databases your company have?

1.       What is the current retirement policy?

2.       Does your company have Pre-Retirement Preparation Program for their employees?

3.       Please indicate the number of employees participating in retirement plans.

Managerial        :

Supervisory       :

Staff                  :


4.       Please indicate the total contribution (in terms of percentage of total compensation) into retirement  plans as outlined below:


managerial                  supervisory                                  staff


a. By employee

b. By the organization

1.       Do you create an environment of open communication between employees and management.

2.       How do managers and employees perceive the effectiveness and integrity of current communication culture?

3.       Do you capture the creative insight of employees by soliciting their ideas for improvement?

4.       Do you create environment to delegate decision making to the lowest level possible?

5.       What kind of media your organization uses to communicate to the entire workforce on a regular basis?

6.       What mechanisms do you have for obtaining employee feedback on a regular basis?


1.       How much the cost for the following items:

  • Human resources department direct labor cost  (Wages, overtime, and benefits.)
  • Human resources department operating expenses (Supplies, training, and other locally controllable expenses not including rent, depreciation, or allocated overhead expenses.)
  • Outsourcing fees, if any (Contract fees including annual fees and monthly operating charges.)
  • Contracted services cost (Temporary and contract labor).
  • Data processing equipment and facilities to support the human resources department (Include the cost of providing computer processing, software, hardware, )
  • Total human resources department cost (Total of questions 1 through 5)

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Posted by Hrformats - June 7, 2012 at 5:26 AM

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