Organogram of Human Resource Department

Human Resources Department

Note : H.R = Human Resource; DD = Deputy Director; HRP & M = Human Resource Planning & Management; T & D = Training & Development; AD = Assistant Director; P = Planning; and M = Management.

1. Introduction

Human Resource Management (HRM) module deals with all the activities related to Human Resource Management including maintaining employee’s information, duty schedules, detailing attendance information, leave management and recruitment process, etc.

2. Purpose

This document provides a description of the process involved in Human Resource Management and features allocated for Hospital.

3. Process Description

HRM module contains the following four sections

• Maintain Employees Information
• Manpower Requirement Analysis
• Recruitment
• Reports

3.1 Maintain Employees Information
This section describes the processes involved in maintaining employee records; Duty Schedule, Attendance Information, Penalty, Leave Management, Transfer etc.

3.1.1 Employees Information
Steps to be followed in this process :
3.1.1.1 An authorized user enter employees’ basic information like Name, Address, Sex, Date of birth, Grade, Position, TIN, Voter ID no. etc. as well as other information like educational information, job experience(s), salary information and personal information into the system. This input will be treated as the basic information needed for an employee throughout the system.
3.1.1.2 System will generate an ID for every recorded employee and this ID will be used in all over the system as employee’s reference and ID will be used on the ID card.

3.1.2 Attendance Information
Steps involved in this process
3.1.2.1 Every employee scans his/her ID card to the proximity readers.
3.1.2.2 System import employee’s ID, date and scanning time from the proximity reader and records this information in the system’s database.
3.1.2.3 While recording attendance information the following conditions will be considered by the system

• Check In-time, out-time and date with employee’s schedule.
• According to the employee’s schedule system keeps track of late attendance, early leave, and invalid attendance.

3.1.2.4 An authorized user can see and reconcile employee’s attendance information as and when needed.

3.1.3 Penalty
3.1.3.1 Penalty information will be put and recorded into the system by an authorized user.
3.1.3.2 Penalty can be imposed for absence and/or for disciplinary purpose
3.1.3.3 Penalty is deducted from the current month’s salary based on absent days or for a fixed amount which is decided by the authority

3.1.4 Duty Roster
Steps involved in this process
3.1.4.1 Calendar setting is done at done at the beginning of a financial year. Working days, holidays, duty hours per day, etc. will be set up for the whole years.
3.1.4.2 Duty slot (service hours) to be assigned to employees is setup according to the service provided. This will be treated as the default working schedule for all employees.
3.1.4.3 An authorized user (Department Head) sets/creates for employees and category-wise duty type (fixed or rotation) employees and sets duty slots for each category.
3.1.4.4 An authorized assigns category to the employees and detailed working schedule (working hours, working days, duty type etc) for any specific employee.
3.1.4.5 Detailed Duty Roster is prepared for an individual employee according to the department, employee category and employee type for a certain period. If and when necessary, the duty roster can be modified by the authorized user.

3.1.5 Leave Management
Steps to be followed by this process :

3.1.5.1 Leave type information will be put into the system by an authorized user. Leave types are like Casual leave, Maternity leave, etc which type of leave an employee can enjoy will be prefixed and set into the system.
3.1.5.2 Leave Application: An employee can submit his/her leave application to the authority through this system. A superuser who has no access to the system.
3.1.5.3 Employees of any department forward the application to the respective department head (the system will provide facilities to configure the person to whom one is to send his/her to leave application, which is defined and set by the feature available under “System”)
3.1.5.4 To apply for leave one has to enter following information into the system :

• Employee ID (auto-filled by the system for the user logged in, for another employee who does not have access to the system, this ID should be entered).The system shows other information about the employee.
• Leave type (casual, Earned, Sick, Maternity leaves, and others)
• Starting date of the intended leave
• Ending date of the intended leave
• Place of stay during leave
• Cause of the leave

3.1.5.5 Department Head can see, approve or cancel the leave application only for his/her respective center’s employees.
3.1.5.6 If the Department Head cannot take a decision about any application, then he/she will forward the application to the next higher authority for approval.
3.1.5.7 Director, HR can see, approve or cancel only the application those come from department head(s).
3.1.5.8 If any application gets approved then the respective user (Department Head, and Director, HR) has to modify the applicant’s duty schedule and if necessary assign applicant’s duty to another employee.
3.1.5.9 Director FIR can assign the duty to an employee of another department also.

3.1.6 Transfer
Employee transfer is done centrally under the situation described below :
3.1.6.1 First of all, after recruitment all employees join the department are deployed to different departments.
3.1.6.2 Whenever any employee goes on leave for a few days and if needed, an employee another department may be transferred to that department for a temporary period by Director, HR. When the employee who was on leave joins his/her duty, the temporarily transferred employee joins back at his/her previous department.
3.1.6.3 When a requisition for manpower is submitted from any department to the authority may transfer an employee from any of the departments so that requirement is fulfilled.

3.2 Manpower Requirement Analysis
Administrative or any authorized person can see position wise number of existing employees, required to be recruited and sanctioned a number of employees for any department. Director HR can see a list of all departments, but Department Head can only view his/her department’s employees list. The required and to be recruited numbers can be modified. By viewing this information, Director, HR and/or department head(s) can decide whether manpower recruitment is necessary or not in a certain period of time.

3.3 Recruitment
The step by step recruitment process is described below :
3.3.1 Department head(s) submit a requisition for manpower recruitment. Before doing this he/she should consider things like available manpower, sanctioned manpower, required manpower, allocated budget for the position in the current financial period, already used the amount of the budget, the remaining amount of the allocated budget. After considering all these things, if the Departmental Head deems it necessary to recruit the manpower for a position or some positions, he/she then submits the requisition to the Director, HR.
3.3.2 Director, HR verifies the reason and other information for the submitted requisition and can cancel the requisition. Otherwise, he checks two options available at his discretion.

1. He/She sees whether it can be fulfilled by transferring required employee(s) to the requesting from any department; or,
2. If he/she is unable to fulfill the requirement by transferring employee(s) from any department (s) to the requesting department, he/she can go for recruitment.

3.3.3 Director HR will then takes initiative and make formalities for recruitment.
3.3.4 Director HR verifies requisition information and prepares requisition proposal. He/she then forwards the proposal to the authority for according clearance and approval for recruitment.
3.3.5 Director HR decides to recruit or not to recruit new manpower. If he decides not to recruit at the moment, the recruitment process is halted. Otherwise, he/she can suggest alternate recruitment mode(s) and forwards the information to the Finance and Accounts department.
3.3.6 Finance and Accounts department cross checks budget allocation information and also analysis the recruitment mode in terms of cost and finance. It can; if possible, relocate the budget for new recruitment for certain position(s). Finance and Accounts department then sends all the information with its remark(s) to the Director of HR.
3.3.7 Director HR now checks suggestion(s) given from Finance and Accounts Department can also suggest recruitment mode with the remark(s). He/she then forwards the information to the Syndicate.
3.3.8 If the University Syndicate approves the recruitment, Director HR forwards the information to the Deputy Director, HR Division.
3.3.9 Deputy Director, HR Division sends appointment letter(s) and agreement document(s) to the selected candidate(s).
3.3.10 Selected candidate(s) then comes to the Deputy Director, HR and submit joining letter(s).
3.3.11 Acceptance of new joined candidate(s) is done after assumption of duties.
3.3.12 Deputy Director will arrange orientation program for that employee before taking over the charge.

4. Promotion

It is a vertical movement of an employee within the organization. In other words, it refers to the upward movement of an employee from one job to another higher one, with an increase in salary, status, and responsibilities. The promotion will be made when a post-fallen vacant due to any reason or creation of new post(s). The HR department will initiate promotion formalities depending on the requirement of the departments. No approach or application will be required from any individual.

4.1 Types of Promotion

• Horizontal Promotion
• Vertical Promotion
• Dry Promotion

4.2 Purpose

• To recognize an employee skill and knowledge.
• To reward and motivate employees.
• To develop competitive spirit.
• To promote employees satisfaction.
• To build loyalty among the employees.
• To promote good human relations.
• To increase the sense of belongingness.
• To retain skilled and talented people.
• To attract trained, Compete tent and hard working people.
• To impress the opportunities are available to them too they also perform well.

4.3 Policy
The following characteristics make a promotion policy as sound and good policy :

• It must provide equal opportunities for promotion across the job, department, and region.
• It must be applied uniformly to all employees irrespective of their background.
• It must be fair and impartial.
• The basis of promotion must be clearly specified and made known to the employees.
• It must be correlated with career planning.
• Appropriate authority must be entrusted with the task of making the final decision.
• Promotion must be made on trial basis.
• The policy must be a good blending of promotion made from both inside and outside the organizations.

4.4 Different basis of Promotion

• Seniority i.e. length of service
• Merit, i.e. performance
• Educational and technical qualification
• Potential for better performance
• Career and succession planning
• Vacancies based on the organizational chart
• Motivational strategies like job enlargement
• Training

4.5 Transfer

• A transfer refers to as lateral movement of employees within the same grade, from one job to another.
• “A transfer is a change in the job of an employee without a change in responsibilities or remuneration”.
• Transfer differs from the promotion in the sense that the latter involves a change of job involving an increase in salary, authority, status, and responsibilities, while all these remain unchanged /stagnant in the case of former.
• In practice, her company may transfer the employee to the place where he/she can prove more useful and effective. Similarly, the employee may initiate a transfer to a location where he/she is likely to enjoy the greater satisfaction.

4.6 Need
The need for making a transfer is left for various reasons as listed below :

• To meet Organizational Needs.
• To satisfy Employee Needs.
• To Better Utilize Employee.
• To make the Employee More Versatile.
• To adjust the Workforce.
• To provide relief.
• To punish Employee.

4.7 Transfer Policy
A good transfer policy should satisfy the following requirements :

• Specify the circumstances under which transfers will be made.
• Specify the basis for the transfer.
• Decide the authority which would handle the transfer.
• Intimate the fact the transfer to the person concerned well in advance.
• Specify the jobs to which will be made.
• Indicate whether the transfer can be made within a department or between departments or between units.
• Clarify whether the transfer is permanent or temporary.
• Not to be made frequent and not for the sake of transfer only.

4.8 Types of Transfer
Employee transfers may be classified into following types :

• Production transfer
• Remedial transfer
• Replacement transfer
• Versatility transfer
• Shift transfer
• Penalty transfer.

4.9 Demotion
Demotion is just the opposite of promotion. It is the downward movement of an employee in the organizational hierarchy with lower rank/status. According to D.S ‘Demotion is the assignment of an individual to a job of lower rank and pay usually involving a lower level of difficulty and responsibility. Demotion affects the status, pride, career, and income of the employee.

4.10 Factors for Demotion
Demotion may be caused by several factors which may be beyond an employee’s control. Following are the important ones :

• Incompetence
• Adverse Business Condition
• Disciplinary measures

4.11 Policy for Demotion
A systematic policy on dimension should contain the following five points :

• A clear and reasonable list of rules should be framed, violation of which would subject an employee to donation.
• This information should be clearly communicated to employees.
• There should be a competent investigation of any alleged violation.
• Once violations are proved, there should be a consistent and equitable application of the penalty, preferably by the immediate supervisor.
• There should be a provision for review.

4.12 Separation
Separation is a situation when the service agreement of an employee with his/her organization comes to an end and employee leaves the organizations. In other words, Separation is a decision that the individual and organization part from each other.

4.13 Retirement
Retirement is the major cause of separation of employees from the organizations. It can be defined as the termination of service of an employee on reaching the age of superannuation.
Types of Retirement :
4.13.1 Compulsory Retirement: This is the retirement when employees retire compulsorily from service on attaining the age of superannuation.
4.13.2 Voluntary Retirement: Employees in return for voluntary retirement are given lump sum payment. This type of retirement is also called “Golden Handshake”.

4.14 Resignation
Resignation is termination of service by an employee by serving a notice, called “resignation” on the employer. Resignation may be voluntary or involuntary. A voluntary resignation is when ban employee himself/herself decides to resign on the grounds of ill health, marriage better job prospects in other organizations etc. It is considered involuntary or compulsory when the employer directs the employee to resign on grounds of duty and indiscipline or face the disciplinary action.

4.15 Dismissal
Dismissal is termination of service of an employee as a punitive measure. This may occur either on account of unsatisfactory performance or misconduct. Persistent failure on the part of the employee to perform up to the expectations or specified standard is considered as unsatisfactory performance. Dismissal is a drastic step seriously impairing the earnings and image of the employees.

5. Reports :

The following reports will be generated by the system :
5.1 Employee’s detailed information
5.1.1 Name, Age, Sex, Educational qualification, Experiences, Length of service etc.

5.2 Attendance
5.2.1 Daily attendance report
5.2.2 Monthly attendance report

5.3 Leave
5.3.1 Department wise leave report
5.3.2 Employee wise leave report

5.4 Department wise employee gap list

5.5 Duty Roster
5.5.1 Employee’s monthly time schedule
5.5.2 Department-wise daily time schedule

5.6 Recruitment
5.6.1 Department wise requisition report
5.6.2 Recruitment proposals

5.7 Employees transfer report

6. System

This feature includes facilities to switch and log in to the system using different username and password, set up reporting authority and its hierarchy; and get out of the system.
6.1 Change User
So, this feature helps the user to change his/her username and provide a password to get into the system to get into the system to get the features he/she is given privilege on.

6.2 Reporting authority
Which employee will report to which higher official will be set up using this feature of the module? This reporting hierarchy will be needed in cases of submitting manpower requisition, recruitment proposal, candidate selection, leave application and leave a recommendation.

7. Process allocation

All the features will not be available in all the departments. Features under this module will be selectively available in different.

Following is the tabular presentation of process allocation displaying which features of the module will be available in which department(s) and which are not available :
View Process

8. TRAINING Proposal for Human Resource Development

8.1 Hospital Management

• Short-term Training Course (3 months)
• Long-term Training Course (6 months)
• Diploma
• Master
• Ph.D.

8.2 Hospital Services Management

• Short-term Training Course (3 months)
• Long-term Training Course (6 months)
• Diploma
• Master
• Ph.D.

8.3 Financial Management

• Short-term Training Course (3 months)
• Long-term Training Course (6 months)
• Diploma
• Master
• Ph.D.

8.4 Technical Courses

• Short-term Training Course (3 months)
• Long-term Training Course (6 months)
• Diploma
• Master
• Ph.D.

8.5 Teaching Methodology

• Continuing Medical Education
• Research Methodology
• Statistical Analysis (SPSS, EPI info, etc)
• Thesis/Dissertation writing

8.6 Bio-medical

• Short-term Training Course (3 months)
• Long-term Training Course (6 months)

8.7 Quality Assurance Programme

• Short-term Training Course (3 months)
• Long-term Training Course (6 months)
• Diploma
• Master
• Ph.D.

8.8 Office Management

• Short-term Training Course (3 months)
• Long-term Training Course (6 months)

9. SUBJECT AND DURATION OF TRAINING

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