Employee Onboarding - SOP
Employee Onboarding - SOP
Employee Onboarding - SOP
Ltd
Executive: On – Boarding
Standard Operating Procedure
Objective
To define, document and implement a set of Standard Operating Procedures (SOPs)[referred hereafter as
‘practices’ in the documents] directed to standardize the processes followed in on-boarding of an employee
during the first three months starting from her/ his date of joining.
Create a memorable early experience for an employee, making her/ him feel at-home, helping them to cope
with the changes and support them in exploring their potential and showcase their performance by providing
clarity of role & purpose.
Help new appointees learn about the values of the Company and imbibe, absorb and align with the culture of
the Organisation, thus helping in rooting and retention of new joinees.
Scope :
a. Those joining in regular roles of the Company
b. All lateral recruitees, joining in Grade – O1 & O2 and in E1 to E8.
Note: This document will elaborate the practices to be followed for executives, while the same shall be
required to be followed by Regional HR team for those joining in Grades O1 and O2, based of appropriateness
and applicability.
Note: Each set of practices have been elaborated subsequently along with which responsibility of
implementation has also been defined.
The Date-of-Joining Practices shall focus primarily on three aspects, (i) documentation, (ii) familiarization and
(iii) initial Organisation orientation; consequently the following shall have to be ensured by the designated HR
Resource:
Documentation:
Sl. Responsibility/
Activity Remarks
No. Accountability
Employee to submit all forms/ formats duly filled for
The forms/ formats shall be
verification and updation of Company records. In
verified in line with Govt.
1 each document employee shall mention her/ his
directives/ company
name and put her/ his signature with date. For list of
rules/guidelines Responsibility
documents please refer Enclosure - V
shall lie with
The data in PI form to be compared
Employee would fill the Personnel Information Form Designated HR
2 against documents submitted and
duly sign and submit for records Resource at the
certified
location. The
Employee number to be created in SAP and
3 DMS to be updated accountability
communicated to the new appointee
for compliance
Joining report to be sent to Corporate HR through
Applicable for employees joining in will be that of
4 proper channel, using specified format, Enclosure –
Grades upto E5 RHR Head for
VI
Grades upto E5
Mail intimation to be sent to IT resource person for
and that of SVP
issuance of assets (System/ Licenses etc,), ln-ids
5 CIO to be informed (HR) for E6 and
(SAP/ SWAYAM), creation of e-mail id as per
above
approval received.
Mail intimation to be sent to Corporate
6 Communication Office for the creation of Intranet Head CC to be informed
User ID and Password
Note:
If the documents are not found to be in order, the candidate shall be communicated the same immediately (Refer
Enclosure – VII). S/He would be asked to produce the documents afresh & till such time her/ his joining should be held
up or an appropriate decision shall have to be taken based on advice of SVP (HR). All documents checked and submitted
shall be countersigned by the designated HR resource and must be sent to CHRD within three (03) working days for
Employee Onboarding: Version I: Date of Issue: 01/03/2016 Page 4
updation of CP file (for Executives upto Grade E5). At CHRD the CP file maintenance & document/ credentials verification
(refer Enclosure – VIII for list of documents for opening CP file) shall be the responsibility of the executive handling On-
Boarding.
Familiarization:
The familiarization exercise should focus on helping and individual employees feel at home in the new
environment and make her/ him empowered to take care of her/ his basic work requirement:
Orientation:
The Orientation exercise should focus on helping grow an appreciation of the Organisation:
3rd Week – The 3rd Week meeting shall focus on the post induction program feedback, the concerned HR
resource person shall obtain feedback on the experience of the new-recruit during the planned induction
program and shall also confirm whether the KPT of the concerned employee has been finalised or not. This
again shall be a one-on-one interaction which may be undertaken over phone/VC on need basis.
The concerned HR resource person shall send confirmation mail to SVP (HR), keeping Business/ Function Head
in the copy, as regard KPT finalization and allotment of necessary and approved work-support.
3rd Month/ Quarterly feedback – The 3rd Month interactions are to be initiated along with the quarterly
assessment process. The HR resource person shall take an overall feedback from the employee on her/ his first
3 month’s experience in the company, ascertain the employee’s satisfaction levels, obtain feedback on team
membership issues (if any), performance and also elicit suggestions from the employee. The HR resource
person will also assist the employee in self-assessment for the first quarter and emphasize the importance of
the entire exercise.
Through these one-on-one interactions the HR resource person should obtain feedback, spot potential issues/
areas of concern and take pre-emptive steps to resolve potential disconnect between the employee and her/
his work environment.
This feedback is to be taken in the attached Quarterly Feedback Form, refer Enclosure – XI, which shall be
confidential & will be sent to CHRD, addressing the same to SVP(HR), within 15 days of the end of the first
quarter.
3. Hardware Requirement
Items Details Remarks from Reporting Authority
Computer Desktop
[Subject to approval of this requisition, in case,
SBU/Function does not have budget available, Laptop
contingency budget of the SBU / function will
be deemed to have been sanctioned and shall
be allocated if available.]
Data Card Yes
[As per Connectivity Policy]
No
4. Software Requirement
Items Details Remarks from Reporting Authority
E-Mail ID Yes No
HRMS ID Yes No
VPN for HRMS Yes No
SAP ID Yes No
MS Office Yes No
Initiated By
RHR / CHRD
Requirement Identified By
Reporting Authority
Reviewed By
Reviewing Authority
Concurred By
SBU Head
Approved By
Director I/C
Special Approval
of C&MD (if applicable)
NB: On Approval this form should be returned back to the initiator i.e. RHR / CHRD (As Applicable).
Parking
Intercom Yes
No
Mobile Yes Monthly Limit for reimbursement will be
[As per Connectivity Policy] (refer connectivity policy)
No
Initiated By
RHR / CHRD
Prepared By
Reporting Authority
Reviewed By
Reviewing Authority
Vetted By
SBU Head
Approved By
Director I/C
NB : On Approval this form should be returned back to the initiator i.e. RHR / CHRD (As Applicable).
This has reference to your communication dated <Date as indicated as tentative DoJ> to <Name of
executive handling recruitment>, we’re looking forward to your joining Balmer Lawrie as <Designation>
in our <SBU/ Function Name> Office at <Location> on < indicated tentative DoJ >.
Regards,
Santanu Biswas
Assistant Manager [HR]
Balmer Lawrie & Co. Ltd.
Mobile: +91 9831979153
Direct: +91 33 22225747
This has reference to your communication dated <Date as indicated as tentative DoJ> to <Name of
executive handling recruitment> and our mail dated <last mail as in Enclosure III> from the
undersigned, we’re looking forward to your joining Balmer Lawrie as <Designation> in our <SBU/
Function name> Office at <Location> on < indicated tentative DoJ >. On the date of joining you are
requested to report to <Name of Designated Executive handling On-Boarding (Mob No. -----------)> at our
<Location>, the address is as under :
<Detailed Address with Land Mark if any>
1. Proof of age (birth certificate issued by Competent Authority / school leaving certificate /
passport copy).
2. All educational and other qualification certificates as declared in your application.(Certificates
& Marks Sheets)
3. Caste Certificate/ PWD certificate in approved format as per Govt. Directives (if applicable).
4. All documents in support of work experience(s) as declared in your application.
5. Release letter from the previous employer(s).
6. Last salary certificate.
7. Passport sized colour photographs (6 Copies).
8. PAN card.
9. Duly signed & notarized Transfer of Service Bond printed on <INR> value stamp paper in the
format as attached and earlier communicated to you vide mail from Ms Neha Natani dated <as
applicable>. [Where applicable]
Regards,
Santanu Biswas
Assistant Manager [HR]
Balmer Lawrie & Co. Ltd.
Mobile: +91 9831979153
Direct: +91 33 22225747
1. Proof of age (birth certificate issued by Competent Authority/ school leaving certificate /
passport copy)
2. Educational and other qualification certificates & marks sheets
3. Caste Certificate/ PWD certificate in approved format as per Govt. Directives (if applicable)
4. Documents supporting work experience
5. Release letter from the previous employer (s) (if employed before)
6. Last salary certificate
7. Passport sized photographs (6 Copies)
8. PAN card
9. Attestation Form
10. PF/ Pension / Gratuity/ Superannuation Form
11. Property Return Form
12. Signed Copy of Confidentiality Agreement
13. Any other relevant documents as may have been communicated by HR Process Owner from
time to time
To
The Sr. Vice President (HR)
Corporate HR Department
Balmer Lawrie & Co. Ltd.
21, NS Road
Kolkata – 700001
Dear Sir,
With reference to your letter <Ref. No. of Appointment Letter> dated <letter date>; I would like to
intimate that I have joined Balmer Lawrie & Co. Ltd. on the <dd> of <mm>, <yyyyy> at <location>
office of <SBU/Function> as <designation>.
Request you to kindly update the Company’s records as regards the above at the earliest.
Thanking you,
Yours faithfully,
<Full Name>
[To be signed and dated]
[Place]
*- As defined in SOP
To
<Name of Appointee>
With reference to your letter <Ref. No. of Appointment Letter> dated <letter date>; and further
communication <dated> (copy enclosed) vide which you were informed that you would be required to
produce/ submit identified set of documents in original.
We regret to inform that you have not produced the following documents as indicated and intimated:
1. --------------------------------------------------------------------------------------------------------------------------
2. --------------------------------------------------------------------------------------------------------------------------
3. --------------------------------------------------------------------------------------------------------------------------
4. --------------------------------------------------------------------------------------------------------------------------
You are hereby being notified that you shall be required to produce the original on or before
<xx/xx/xxxx>. Pending production/ submission of the above listed document(s) in original, you are
being allowed provisionally.
In case you are unable to produce/ submit the original document(s) as listed above the Company, at
its discretion, terminate your employment without citing any reason.
You are requested to comply with the necessary requirements at the earliest.
Thanking you,
For Balmer Lawrie & Co. Ltd.
<Name>
Sr. Vice President (HR)
[To be signed and dated]
[Place]
CC: C&MD/ D(HR&CA)/ D(I/C)/ SBU Head/ RHR Head/ SBU A&F Head
LIST OF DOCUMENTS FOR OPENING CAREER PROGRESSION (CP) FILE (LISTED SERIATIM)
1. Greetings Card with a Welcome Note from SVP(HR) / D(HR & CA)
9. List of Holidays for the Year (To be arranged & placed in the kit by the HRPO)
10. List of Intercom Published for the location (To be arranged & placed in the kit by the HRPO)
1
st Documents Verification & Filling Up of all Forms Designate HR
Half Resource
Introduction with Regional SBU Team
st
1
Working
Day nd Organizational Orientation: History of BL, Vision / <Locatio
2
Mission / Values of the company, Current Business n>
Half Designate HR
details/ corporate PPT
Resource/ or RHR
Head
nd
2
HR Orientation: HR Policies, PMS, Benefit
Working
Administration, HRIS, BL Intranet & CSR Activities
Day
Interaction with SBU/ Function Head/ Locational
Administrative Head and other HoD level Executives in
SBU/ Function/ Location
st
1 Sharing of SBU/Function Organogram and introduction Designate HR
3rd Half to Key Role Holders Resource
Working Interaction with Designated HR Resource and Hands-on
Day training on using HRIS
nd
2 Introduction to function team at location – relationships To be identified by
Half with Branch/ Unit/ SBU HQ Key resource person. SBU/ Function <Locatio
n>
Suggested Coverage
th th SBU Vision, Mission and Strategic intent
4 to N
Locational Orientation, including orientation of all To be identified by
Working
functions. SBU/ Function
Days.
Functional process, practice policy orientation
Sharing of all necessary SOPs, Policies etc.
th Information System orientation: brief on IT Infrastructure,
(N+1)
System Services, System Policies, interface of retail To be identified by
Working
team with SAP. SBU/ Function
Day
Sharing and study of user manual etc
st
1 Understand expectation from role and responsibilities
Reporting Authority
Half Review of role expectation/ Finalisation of KPTs
th
(N+2)
Working nd Interaction with Designate HR Resource
Day 2 Designate HR
Feedback on KPT to the SBU – HR (Over Phone/ VC if
Half Resource
need be)