STANDARD OPERATING PROCEDURE (SOP) FOR THE HUMAN

RESOURCES (HR) DEPARTMENT

1. PURPOSE
The purpose of this Standing Operating Procedure (SOP) is to establish procedures and
responsibilities of the Organizations HR department.

2. SCOPE
This document describes in detail the Standard Operating Procedures of the organization
for the functioning of the Human Resources Department. The Procedures covered
include:
 Pre- Recruitment Process,
 Recruitment process,
 Joining Formalities,
 Employee personal file maintenance,
 Employee Database,
 Confirmation Formalities
 ISO Compliance
 Statutory Compliance
 Training And Development
 Performance Appraisal
 Employee Relation
 Report Generation
 Exit Formalities
3. Pre-Recruitment Process
a. Receipt of requirement of manpower from various department heads.
b. Scrutinize them and take approval from concerned authorities if the post is new.
c. Prepare a recruitment budget and CTC for the employee and take approval.
d. Select the appropriate Recruitment process.
4. Recruitment Process
a. Prepare Advertisements etc for the recruitment.
b. Scrutinize and shortlist the applications received.
c. Send interview call letters/mails as required.
d. Conduct Interviews through panels.
e. Preparation of offer letters as required.

5. Joining Formalities:
a. Administrating Joining formalities.
b. Pre Employment Reference checks.
c. Preparation of Appointment Advice and intimating the same to other departments.
d. Preparing and entering new hire paperwork.
e. Co ordinating to get Employee ID Cards.
f. Handing over the new hire to the concerned HOD/Manager.
g. Preparation of Job Profiles co ordination with HOD/Managers for new posts.

6. Employee Personal File Maintenance:

a. Opening new file and Closing the Resigned employee’s File.
b. Make sure all Employee files are maintained safely with care.
c. Make sure all personal records are available in the files.
d. Periodic Personal File Auditing.

7. Employee Data Base:

a. Keeping Track of Knowledge Management Software.
b. Maintenance of HRIS.
8. Confirmation Formalities:
a. Intimating the concerned HOD/Manager about the due dates for confirmation.
b. Conducting Confirmation Appraisals.
c. Coordinating for Skill Gap Analysis.
d. Coordinating to set Quality Objectives for each job profile.
e. Ensuring updation of the existing Job Profiles.
f. Processing the Confirmation.

9. ISO Compliance:
a. Ensuring all the updation of the ISO documentation and HR Formats.
b. Learning and enforcing Standard Operating Procedures (SOP).
c. Facing the Internal and External Audits, accountable to enforce the correctional
actions.

10. Statutory Compliance:

a. Handling PF and ESI formalities and coordinating with other departments.
b. Handling Apprentice Training, Submitting Periodic Returns to Board.
c. Submitting other returns to the labour Department as per Shops and establishment
Act.

11. Training And Development:

a. Conducting Induction Training for new hires.
b. Training Need Analysis based on Skill Gap Analysis, Appraisal Feedback and
suggestions.
c. Coordinating External and Internal Training Programs.
d. Maintaining Training Records.
e. Analysis of Training Feedback.
12. Performance Appraisal:
a. Prepared the new Appraisal Form.
b. Educated employees about self-appraisal.
c. Provided inputs to HOD’s for Appraisals.
d. Prepared Appraisal Letters.

13. Employee Relation:

a. Having formal and Informal counseling with employees.
b. Prepared Event Calendar of monthly recreation to motivate employees.
c. Handling Corporate Medical Insurance.
d. Processing required letters on employee’s request.

14. Report Generation:

a. Generating and analyzing Employee Attrition Reports, Training Evaluation, and
Manpower Status.
b. Weekly and monthly recruitment reports
c. Report generation of Pre appraisal, Appraisal and Post Appraisals.
d. Salary Details Reports to Accounts Department.
e. Reports as per the HOD’s request.

15. Exit Formalities:

a. Administering Exit paper work including all statutory requirements.
b. Conducting Exit Interviews.
c. Preparing Exit Interview Summary.
d. Giving post employment reference for relieved employees.
e. Processing File to Accounts Department for final settlement.