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INTRODUCTION
INTRODUCTION
EFFECTIVE DATE:
INTRODUCTION
EFFECTIVE DATE:
Our objective of issuing this Policy Manual to all immediate superiors in ensuring that all
Personnel practices are in compliance with the company policies. We sincerely hope this
manual will assist you and will contribute to a general strengthening of our overall interpersonal relationship between management and employees.
RIVISIONS TO POLICY
From time to time, you will receive additional supplements to our Personnel Policy
Manual. These new supplements will update and revise present policy and practices
whenever deemed necessary. You should study the revised supplements carefully prior to
placing them in your Policy Manual. Please be sure to remove old policy statements and
procedures when recommended to do so. Should you have any questions concerning the
intent or procedure to follow in the revision to your Policy Manual, please review these
with our Human Resources Personnel.
EXCEPTIONS TO POLICIES
To ensure there is consistency, no exceptions will be made to these policies and
procedures without the written approval of the Managing Director, ( unless otherwise
provided for in this manual) who is the custodian of the Personnel Policies and
Procedures. Should you feel dissatisfied with the action or non-action of the Human
Resources Management Department in allowing or disallowing any exception, you
should make written explanation of your situation and forward this with the approval of
your superior to the Managing Director.
NOTE: IN THIS MANUAL, WHENEVER AND WHEREVER THE MASCULINE
GENDER HE IS USED, IT RELATES TO ALL EMPLOYEES, MALE AND
FEMALE.
EFFECTIVE MANAGEMENT
EMPLOYEE RELATIONS
EFFECTIVE MANAGEMENT
EMPLOYEE RELATIONS
EFFECTIVE DATE:
Management is often defined as getting things done through the efforts of others. Unlike
the other assets, human resources are perhaps the most difficult to manage hence, the
importance that our Company attaches to the management of personnel. You may be our
executive or a Department head but regardless of your level, it is your responsibility to
develop your subordinates so that they not only derive satisfaction from the jobs they do
but, by doing so, they enhance the effectiveness of the organization. To do so, you are
expected to:1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
management to build continued team spirit and high employee morale and job
satisfaction.
EACH MANAGER SHOULD ENSURE THAT HE:1.
2.
3.
4.
5.
Knows the names and positions of the people who work for him and those
with whom he works on the same levels. He should familiarize himself with
the management structure of the company.
Recognize that his greatest resource in his people.
Develop his work group to be confident and resourceful.
Acquaint himself with all aspects of his job.
Understand his specific responsibilities and authority level.
EFFECTIVE MANAGEMENT
-EMPLOYEE RELATIONS
EFFECTIVE DATE:
2.
3.
4.
Report the outcome of any important phase of operations fully, simply and
accurately to his immediate superior when requested.
5.
6.
Look for better ways of doing things and offer ideas and suggestions for
improvements.
7.
Make every effort to relieve the immediate superior of job details whenever
possible.
8.
Always assume full responsibility for work assigned to him and his subordinates.
In addition, each executive must work as a team-member with the other
executives and employees. Never humiliate a fellow employee in the presence of
subordinates for any reason whatever.
EFFECTIVE MANAGEMENT
-EMPLOYEE RELATIONS
EFFECTIVE DATE:
Our company has a Collective Agreement presently covers the following categories of
employees:
General Clerks
Clerks
Supervisors but exclude all executives, managers, security personnel
and clerical employees who perform confidential work.
The basic provisions governing the management and the union are covered in the
Collective Agreement which all managers and executives should be familiar. Besides
these general guidelines, it is our companys intention that all our management and
executive staff ensure that all dealings with the Union Executive Council members in
particular and all employees, in general, are consistent and fair and where grievances
arise, these are expeditiously dealt with in accordance with he grievance procedure. In
case of doubt, you should NEVER hesitate to consult the Human Resource Management
Department on such matter.
PAID TIME OFF FOR TRADE UNION OFFICERS
In order to allow the union to function effectively, the company has decided to release the
following officials with paid-time off from work, for a period of .. hours effective by
. 2009, after which this policy will be reviewed by the HR MGT Dept, Manager in
consultation with the Managing Director.
Objective of this time-off policy is also to allow the union and management to work
together on matters which affect the companys productivity so that the objectives of
company are realized.
UNION MEETINGS WITH MANAGEMENT AND PAYMENT OF OVERTIME
In order to build the responsibility element in the union officials, any joint-meetings held
between the union officials and the management which extended after the normal hours
of work shall not be at overtime rates unless this is specifically approved in writing by the
HR MGT Department. The same rule applies for Collective Bargaining with a view to
negotiating a Collective Agreement and any other matters concerning the affairs of the
union and its members.
EFFECTIVE MANAGEMENT
-EMPLOYEE RELATIONS
EFFECTIVE DATE:
However, if the meeting is called by the Management to review items on which urgent
joint-decisions are required, overtime will be paid. The HR Executive will develop a
listing of the type of meeting normally held on which overtime is/is not paid.
TIME OFF FOR OFFICIALS
Please refer to the section on BENEFITS under LEAVE-TRADE UNION.
UNION REPRESENTATIVE ON WORK AREAS:
If a union official intends to represent a worker in the workers place of work, he is
expected to obtain the prior permission of his own Superior first and after that, the
permissions of the Superior of the worker in which the latter is working to come to his
work area. If such approvals are not obtained, the Union Official has no authority to leave
his own work-station and/or enter another work-station.
It is NOT Company policy to allow anyone to disturb our operation during work hours.
Where there is urgency, the Union Official can represent his members but only with the
approval of the Superior(s) concerned. Should any Union Official be in a work area other
than his normal work, his immediate superior should questions the official concerned and
report the fact immediately to the HR MGT Dept. so that the matter can be resolved
expeditiously.
It is responsibility of all Department Managers to ensure this policy is rigidly enforced.
10
EFFECTIVE MANAGEMENT
-EMPLOYEE RELATIONS
EFFECTIVE DATE:
Cost control is the responsibility of every Executive and he should inculcate this aspect of
the responsibility in each of his employees by eliminating time wasted by the employees.
It is your responsibility to identify employees who waste time and take corrective action.
Such time absenteeism, poor work attitude and poor quality of work.
Create in each of your employees a feeling of being important in on things. Try to make
the employee feel that he or she is a part of your department and of the organization
rather than thinking I just work here.
Make every effort to show your new employees as you introduce them to their jobs,
during the orientation process, how company costs are directly related to their long-range
job security and remuneration.
11
EMPLOYMENT
12
EMPLOYMENT
EFFECTIVE DATE:
EMPLOYMENT POLICY
REVISED DATE:
It is Company policy to employ personnel who have the requisite skills, qualifications
and attitude required for the effective performance of jobs at various levels of the
organization.
RECRUITMENT
The Company will consider qualified applicant for vacancies in all job classifications in
conjunction with our established policy of promotion from within the company on the
basis of individual qualifications, potential and job performance.
RESPONSIBILITY
The HR MGT Dept. has been assigned the responsibility of ensuring that all phases of
employment are in congruence with this policy. However the responsibility for
complying with this policy lies with the respective Department Managers in respect to
employees within jurisdiction so that favoritism is avaided and job performance and
potential is recognized.
JOB PLACEMENT AND PROMOTIONS
The company will provide promotional and upgrading opportunities as applicable to all
qualified employees by the following action:1. Communicate policy of promotions from within the company to all employees
during performance appraisals.
2. Review objectively all qualifications of all candidates for promotion.
TRAINING AND DEVELOPMENT
All training and educational programs conducted on the job will be reviewed periodically
to ensure all personnel have an opportunity to participate the programs.
Specific training programs will be developed in areas where there is a skill deficiency e.g
supervisory development programs.
13
EMPLOYMENT
EFFECTIVE DATE:
EMPLOYMENT POLICY
REVISED DATE:
Notice Boards
Employee Handbook
Personnel Policies Manual
Management Meetings
Department Meetings
14
EMPLOYMENT
EFFECTIVE DATE:
RECRUITMENT SOURCES
REVISED DATE:
When you have a particular vacancy in the department, it is important that that you
review this with the HR MGT Department, because every department has the
responsibility for filling all job vacancies. Generally, you should be aware of the sources
of recruitment.
1.
2.
PRESENT EMPLOYEES
By talking with present employees, and
letting them know that the company is looking for a certain type of employee,
often turns out to be satisfying. Sometimes you may find an excellent candidate
who heard about a job opening from one of our present employees.
3.
ADVERTISING
We all know that one of the most used sources for
getting job applicants is to advertise in the newspapers, through internet or in
every instance where external advertising is resorted. Sometimes you must
coordinate this with the HR MGT Dept. Manager who is the approved authority
for the placement of all external job vacancies.
4.
5.
FORMER EMPLOYEES
With good attitudes, may want to consider
returning to work for the company. Except in emergency or unusual
circumstances, employees who have been terminated for just cause are not to be
rehired under any circumstances.
15
EMPLOYMENT
EFFECTIVE DATE:
HIRING OF RELATIVES
REVISED DATE:
It is our company policy not to hire relatives of present employees in any department of
our company, without the prior written approval of the Managing Director.
For interpretation of this policy, a relative is considered as follows:Husband-wife, mother-father, mother-in-law, father-in-law, son-daughter, brothersister, son-in-law, daughter-in-law, uncle-aunt, first cousins.
Employees who become married to other present employees during the course of their
employment are permitted to continue their employment but this must be officially
approved in writing by the HR MGT Department, who will usually obtain the approval
from the Managing Director before doing so. Should one of them leave, the company will
not rehire him while the other is in our employ.
Should any job applicant apply for a position with our company, he will be asked if he
has any relatives employed in this company (on his employment application). If his
answer is yes he will be questioned as to the relationship. If the relationship is one of
the types described above, the job applicant will be not be hired. If a job applicant
falsifies his application or is not truthful to verbal questions concerning his relationship to
a present employee, and if this fact later becomes known, than he should be terminated.
Be sure to clear this with the HR MGT Department to avoid problems consequent upon
wrongful termination.
16
EMPLOYMENT
EFFECTIVE DATE:
TYPE OF EMPLOYEES
REVISED DATE:
EMPLOYEES
All persons who have a written offer of employment
from the company and receive wages or salaries as specified in their appointment
letter.
B.
C.
D.
CASUAL EMPLOYEES
These employees may work less than the
customary number of full-time hours daily and do not maintain continuous regular
employment status. Casual employees are not eligible for any employee benefits
and are paid-off at the end of each day.
E.
F.
G.
17
EMPLOYMENT
EFFECTIVE DATE:
TRAINEES
REVISED DATE:
TRAINEES
They are trainees who usually work on the shop-floor or in technical area for limited
period of time, usually from two to three months. They are usually university or college
students who need some hand-on experience to supplement their education by training.
They will be given an all inclusive allowance which is determined from time to time by
the HR MGT Department. On completion of their assigned training period, they leave the
companys service. HR MGT Department will produce a letter of
recommendation/verification that the trainee has completed a period of . Months
training as (position) for submission to the university / college.
Their terms and conditions are as follows:1.
2.
18
EMPLOYMENT
EFFECTIVE DATE:
Authorized manpower levels are determined by the company for each department and it
is the responsibility of the HR MGT Department to ensure that any requests for additional
manpower do not exceed the authorized manpower levels, by job classification, before
deciding to hire, transfer, upgrade or promote employees.
REQUISITION FOR EMPLOYEES
It is the responsibility of the Hiring Department to complete the Requisition form on page
20 and submit to the HR MGT Department for approval. If the requisition for manpower
is within the authorized levels, the HR MGT Department will proceed with processing
the request. If it exceeds the authorized levels, the HR MGT Department will explain this
to the Department Manager concerned and no further action will be taken.
EXCEPTION
Any exception to this policy must be approved in writing by the Managing Director.
19
To:
HR MGT Department
EXPERIENCE
PRESENT NO
REASON FOR
REQUISITION
JOB
DESCRIPTION
REQUESTED BY
VERIFIED BY
..
HR MGT DEPARMENT
APPROVED BY
.
MANAGING DIRECTOR/
SENIOR EXECUTIVE DIRECTOR
NOTE
20
EMPLOYMENT
EFFECTIVE DATE:
PRE-EMPLOYMENT PROCEDURES
REVISED DATE:
It is the purpose of this policy to fill job vacancies as they occur with the most qualified
job applicants available and to build up a reservoir of qualified personnel who can be
promoted to higher positions within our organization.
Candidates for employment will be thoroughly screened by the HR MGT Department
prior to their interview session by Department Managers or any designated employee.
Items which will be reviewed by the HR MGT Department during the screening process
include:1.
2.
Job description
the appropriate Job Description form will be
utilized for discussion of all phases of the particular position applied for.
3.
4.
5.
The HR MGT Department will check each application against old personnel files
to determine whether the individuals has worked for the company before and such
fact should be recorded on the application form.
21
3.
7. Umur
8. Taraf Perkahwinan
9. Bangsa
:.
10. Agama
:.
11. Kewarganegaraan
:.
2. Alamat ibu/bapa/penjaga
3. No. Telefon
:..
4. Pekerjaan ibu/bapa/penjaga
:..
5.
22
Jantina
Pekerjaan
Umur
1.
2.
3.
4.
5.
6.
7.
LATAR BELAKANG PENDIDIKAN
Tahun
Nama Sekolah/Institusi
Sijil-Sijil Penghargaan
PENGALAMAN BEKERJA
Nama Dan Alamat
Majikan
Jawatan Yang
Disandang
Tempoh
Perkhidmatan
23
TAHUN
Nyatakan nama dua orang yang mengenali anda (bukan saudara terdekat) yang boleh
dihubungi oleh pihak pengurusan bagi menyokong permohonan anda ini.
Nama
Alamat
No. Telefon
Jawatan
Saya mengakui bahawa segala keterangan yang saya berikan seperti di atas adalah benar.
----------------------------------------Tandatangan Pemohon
----------------------------------------Tarikh
24
: ...
: .
3. Tarikh Lahir
: ..
: .
7. Umur
: .
: .
9. Taraf Perkahwinan : .
10.Kewarganegaraan
: .. 11. Bangsa
12. Agama
LATARBELAKANG KELUARGA
1.
Nama
ibu/bapa/penjaga
:
.......
2. Pekerjaan ibu/bapa
: ...
3. Bil. Dalam keluarga
: .. 4. Bil. Dalam keluarga: ...
LATARBELAKANG PENDIDIKAN
TAHUN
NAMA SEKOLAH /
INSTITUSI
PENGALAMAN BEKERJA
NAMA DAN ALAMAT
MAJIKAN
JAWATAN
GAJI POKOK
TEMPOH
PERKHIDMATAN
:...
25
EMPLOYMENT
EFFECTIVE DATE:
All applications received from employees will be filed under the appropriate job
vacancies. For example if there is an application for a secretarys job the HR MGT
Department will file the application.
1.
HOLD
are applications whose appear to have the minimum
requirements for the job and the department still holding their application for
consideration when a vacancy arises.
2.
REJECT these are not suitable for the position, the HR MGT
Department should:-
After interviews have been completed, and the applicant is unsuitable, the HR MGT
Department will send him a reject letter; if he fulfils he job requirements but there is a
better candidate available, send him a hold-after interview letter.
Thus, the HR MGT Department will maintain several folders for each type of Job
Vacancy.
(Applications which are more than 12 months old will be destroyed, to prevent
unnecessary accumulation of paper files).
Once a job applicant is hired, the Employment Application Form that he has completed
will be placed in his Personal Folder and retained as part of the Companys permanent
personnel record system in the HR MGT Department. In addition to the Application Form
all reference reports and any other pre-employment forms or records used will be placed
in the Employees Personal Folder.
26
EMPLOYMENT
EFFECTIVE DATE:
33
will be used by
Build Rapport
Its important to establish rapport with applicant before starting with
what may be stressful questioning.
Introduce yourself in a friendly way when you first meet the applicant
and be sure he hears your name and your title. The applicant has not
had the opportunity to learn about you before the interview so it may
be helpful to tell him what your position is in the company and the
function you fulfill.
27
EMPLOYMENT
EFFECTIVE DATE:
b)
Convey Openness
You want the applicant to be as open with you as possible so that you
can get all the information you need in order to make hiring decision.
You also want the applicant to feel that you have taken time to prepare
for the interview. This conveys to the applicant that you consider him
to be important. This interview is very important to the applicant since
it can make a big difference to his future.
c)
d)
e)
Explanation of Note-Taking
If you chose to take notes during the interview (and you should), be
sure to explain your reason to the applicant. Let him know that the
notes are strictly to refresh your memory about him.
f)
Physical Setting-Formal/Informal
28
EMPLOYMENT
EFFECTIVE DATE:
29
EMPLOYMENT
EFFECTIVE DATE:
30
EMPLOYMENT
EFFECTIVE DATE
2.
31
Sincere compliments
3.
4.
32
Sex
Position Applied
Age
Name
Tel:
Office :
Current Address
House :
E-mail address:
1. DOCUMENT VERIFICATION
i. Personal
Mykad no.
:
:
iv. Experience
v. Others
33
Date
2. EVALUATION
Criteria
Points
20
20
iii. Keeness
15
15
v. Initiative
15
15
Earned Points
5
Total Points
3. OTHER COMMENTS
4. RESULTS
To be appointed
(Name of interviewer)
Reserve
Department/Section
Unsuccessful
34
Signature
EMPLOYMENT
EFFECTIVE DATE:
OFFER LETTER
The HR MGT Department will be responsible for issuing all letters of appointment to
new employees. These offers will be subject to the successfully passing a medical
examination to be conducted by the Companys Panel of Doctors.
EXEPTION
In cases of emergency, where the employees services are required urgently, the employee
may be required to report for duty before his medical results are available but the HR
MGT Department will clearly indicate to the employee, in writing, that his continued
employment is subject to the results of the medical examination.
35
EMPLOYMENT
EFFECTIVE DATE:
EMPLOYMENT DETAILS
REVISED DATE:
When a new employee joins our Company he is expected to complete various documents
so that the Company has relevant details relating to him and also to educate them about
the policy of the Company. So that he will understands that he is employed under certain
obligations, particularly in relation to confidential information.
The HR MGT Department is responsible for ensuring that the following documents are
completed by the employee no later than his orientation period:
36
EMPLOYMENT
EFFECTIVE DATE:
PRE-EMPLOYMENT -MEDICALS
REVISED DATE:
The panel doctor will be given a medical check-up form to be used as authorization to
conduct the medical examination. See page 38 44.
37
EMPLOYMENT
EFFECTIVE DATE:
PEMERIKSAAN PERUBATAN
UNTUK PERLANTIKAN JAWATAN
Nama Pemohon
Tarikh Lahir
Taraf Perkahwinan
Jantina
5.
6.
7.
8.
Pengsan/ pitam
Sawan, convulsi/ epilepsi
Penyakit mental/ sakit jiwa
Penyakit kulit/ parut
Catatan:
38
PEMERIKSAAN PERUBATAN
UNTUK PERLANTIKAN JAWATAN
Ya
9.
10.
11.
12.
Tidak
Asma
Tuberkulosis
Penyakit jantung/ diserang sakit jantung
Tekanan darah tinggi
Catatan:
13.
14.
15.
16.
Catatan:
17.
18.
19.
20.
Sakit belakang
Patah tulang/ seliuh
Kemalangan/ dirawat dihospital/ pembedahan
Kecacatan anggota/ otak
Catatan:
21.
22.
23.
24.
25.
Alergi/ alahan
Buasir
Burut
Penyakit kelamin (AIDS)
Lain-lain penyakit
Catatan:
39
PEMERIKSAAN PERUBATAN
UNTUK PERLANTIKAN JAWATAN
Pemohon Perempuan
Ya
26.
27.
28.
Tidak
Kehamilan
Keguguran
Senggugut
Catatan:
BAHAGIAN II
Keterangan tambahan berkaitan pemohon.
1.
2.
Adakah anda menghidapai penyakit selain yang disebut di atas? Jika ada, sila beri
keterangan lanjut.
3.
Senaraikan saudara mara yang rapat (ibu bapa, adik beradik) yang menghidapi sakit
yang teruk ( seperti penyakit kencing manis, tekanan darah tinggi, sawn, convulsi dan
lain-lain)
4.
5.
Pernahkah permohonan kerja atau insuran anda tidak diluluskan oleh kerana masalah
kesihatan anda?
40
PEMERIKSAAN PERUBATAN
UNTUK PERLANTIKAN JAWATAN
6.
Tempat
Tahun/Bulan
Saya dengan ini mengakui bahawa segala maklumat yang telah diberi adalah lengkap dan
benar. Saya faham sekiranya terdapat sebarang kepalsuan berhubung denga rekod ini, boleh
menyebabkan diri saya diberhentikan kerja. Saya memberi kebenaran kepada doktor yang
memeriksa untuk mengemukakan lapuran dan lapuran sejarah kesihatan diri saya ( jika ada/
berkenaan) kepada Syarikat ABC Sdn. Bhd.
Nama Pemohon
Tandatangan
:
(Ditandatangani dihadapan doktor yang memeriksa)
Nama doktor yang memeriksa
Tandatangan
Tarikh
41
MEDICAL EXAMINATION
Name
Mykad No.
Address
Family
Height
Apperance
Weight :
Temperature :
Pulse
Blood Pressure:
MOUTH
Teeth
Throat
EYES
Colour Vision
Vision without glasses
L:
R:
L:
R:
42
MEDICAL EXAMINATION
EARS
Hearing
L:
R:
Canals
L:
R:
Drums
L:
R:
RESPIRATORY SYSTEM
Nose :
Traches
Chest :
Lungs
Vessels:
NERVOUS SYSTEM
Pupils
Peripheral
Reflexes
Muscle Tone :
Power
Coordination :
ABDOMEN
Liver
Spleen :
Kidney
Hernia :
Rectal
:
Examination
Genitalia
43
MEDICAL EXAMINATION
GENERAL
Lymph Modes
Joints
Spine :
URINE
Albumin
Sugar
Specific
Gravity
Reaction
Blood Esr
HB% :
No.
Heart
X-RAY
REMARKS
and found
that he / she is / is not * free from organic decease and is medically fit / unfit to work.
Date
44
EMPLOYMENT
EFFECTIVE DATE:
PRE-EMPLOYMENT - MEDICALS
REVISED DATE:
MEDICAL EXAMINATION
An applicant who does not pass the medical examination will not be employed. If for
some reason, he is already employed before the results of the medical examination are
communicated to the HR MGT Department, the employee will politely told he has failed
the medical examination and as such he must leave. The HR MGT Department will then
arrange with the Finance Department to pay him for the days he has worked.
45
EMPLOYMENT
EFFECTIVE DATE:
To ensure all new employees are assisted in introducing to the companys work
requirement and to learn more about the Company, each new employee will go through a
carefully prepared orientation program see checklist provided. When employees are
guide individually, a representative of the HRDepartment will review part of the checklist
items with the new employee before he is sent to the Department/Section concerned.
When more than 10 employees join the Company on the same date, a two-day
Orientation Program will be conducted by the HRDepartment before the employee is
assigned to the work area. Where employees report in on different dates, a once a month
formal orientation program will be conducted by the HRDepartment and all employees
who joined the Company in the month MUST attend such a orientation program.
The Department Manager or immediate superior is responsible for monitoring the
orientation and training of his new employee.
A well planned orientation program goes a long way in motivating the new employees.
PROCEDURE
1.
The checklist offers a systematic outline for Managers and Executive to show a
new employee what is expected from him, where he can find things, and what he
can expected from our company in terms of pay, employee benefits and working
conditions.
2.
Carefully follow the suggested outline of orientation covering the items that
should be explained and the suggested guidelines.
3.
Provide a welcome to the new employee. On the employees first day, try to make
him feel at ease. When he arrives, take time to greet him cordially and welcome
him to our Company and to your department, no matter how busy you are. If you
cannot give him your full attention immediately, tell whim where to wait and
suggest something for him to do, such as reading the Employee Handbook or our
Company Newsletter.
4.
Review company rules and policies that will affect him. Your new employee may
have learned about his salary, working hours and company policies from his
interview but it is up to you to make sure he understands what he has heard and
that his questions are answered. This review should cover such things as wages,
46
overtime, deductions, responsibilities for attendance, how and when to notify his
Superior of his absence or tardiness, working hours, holidays and vacation
schedules, security, rest periods, uniforms, etc.
Our Employee Handbook is the most important tool in orientating the employees,
familiarizing them with our Company and putting them at ease with their new
employment. The handbook can be used effectively to answer the questions uppermost in
the employees mind at this time. You should point out, along with the advantages and
opportunities offered by our Company, the responsibilities and obligations that they have
to meet what they can expect form you and what you expect from them in return.
5.
Who are his associates and fellow employees? Help the new employee to get
acquainted. If your present employees are friendly, the newcomer will soon feel at
ease. Be sure to tell present employees about a new recruit before he arrives, and
then introduce him before he begins work. Preferably, assign a buddy to him.
6.
Help the new employee find his way around. It will take the new employee a
while to learn the entire layout of our Company. By the end of his first day he
should feel at ease in the area where he works. He should be shown the location
of the bathroom and locker, how to get tools, supplies and materials.
7.
How does his job fit into the total picture? Your new employees need to feel that
the work he will do is important. When you give him assignments, show him how
his work will fit in. If he is an office worker, explain how his job contributes to
the success of our organization.
8.
Keep the communication doors open. You should emphasize to the employee that
almost everyone starting a new job has strange feelings and possible fears about
his new environment. You will want to be sure the new employee knows that one
of the best sources of information about his job is his immediate superior and, he
should ask him anything that he is not clear about.
9.
10.
47
a)
b)
It will avoid wasting the trainers and the hiring Departments time.
We will not have to keep paying for poor performance.
c)
Praise and criticism should be constructive. Be specific in telling the new employee what
you like about his work, such as his quickness to grasp details of the job, etc. When you
must criticize, be sure you do it in the right way and at the right time. Your aim is no to
punish or embarrass him, but to get him back on the right track by making necessary
corrections in his work. Giving reasons for corrections makes your suggestions
meaningful. Always remember, criticize the work, not the person.
The Department Manager or immediate superior is responsible for monitoring the
orientation and training of the employee.
48
Date:
Completion of forms
HRM Standard Forms
Insurance
EPF, SOCSO, INCOME TAX
Performance Appraisal
Probation
Confirmation
Annual Review
Disciplinary Procedures
Union-Membership
HUMAN RESOURCE
DEPARTMENT TO REVIEW
49
PAY INFORMATION
Pay rate
Pay check
when and how issued
Performance review
Confirmation, and subsequent review
dates and method of evaluation
SAFETY INFORMATION
JOB INFORMATION
Departmental functions
IMMEDIATE SUPERIOR
TO REVIEW
50
Overtime
frequency and hours scheduled
Attendance
What is expected
Absenteeism
who to notify and why
Performance expectations
Housekeeping
Lockers/Uniform/Helmet
Supplies
Where and how to obtain
SIGNATURE
IMMEDIATE SUPERIOR
-----------------------------------
DATE ------------------------
DEPARTMENT MANAGER
-----------------------------------
DATE ------------------------
EMPLOYEE
------------------------------------
DATE
------------------------
51
Return completed Form to the Human Resource Mgt. Dept. by -----------------------ORIENTATION OF NEW EMPLOYEES
HRM STANDARD FORMS
EMPLOYMENT
EFFECTIVE DATE
NAME
STAFF NO. :
52
CHANGE IN EMPLOYEE
MY KAD COLOUR
BLUE
RED
BIRTH DATE
STATUS
(Warna My Kad)
(Biru)
(Merah)
MY KAD NO.
(No. My Kad)
SEX
(Jantina)
MALE
(Lelaki)
MARITAL STATUS
(Taraf Perkahwinan)
S SINGLE
M MARRIED D DIVORCED
(Bujang)
(Berkahwin)
( Bercerai)
W WIDOWED S SEPARATED
(Balu)
( Berpisah)
NATIONALITY
(Warganegara)
RACE
(Bangsa)
FEMALE
BIRTH PLACE
Perempuan)
L LOCAL
E - EXPATRIATE
(Tempatan)
(Ekspatrat)
RELIGION
(Agama)
PASSPORT NO
(No. Paspot)
CITIZENSHIP NO.
(No. Kerakyatan)
COUNTRY
(Negara Asal)
CURRENT ADDRESS
(Alamat Sekarang)
TELEPHONE NO.
(No. Telefon)
E-MAIL ADDRESS
(Alamat e-mel)
53
PERMANENT ADDRESS
(Alama Tetap)
TELEPHONE NO.
(No. Telefon)
EDUCATION BACKGROUND
(Latarbelakang Pendidikan)
YEAR
(Tahun)
INSTITUTION
(Institusi)
CERTIFICATE AWARDED
(Anugerah Sijil)
COUNTRY/STATE
(Negara/Negeri)
JOB TITLE
(Nama Jawatan)
DATE OF APPOINTMENT
(Tarikh Perlantikan Jawatan)
RETIREMENT DATE
(Tarikh Bersara)
CONFIRMATION DATE
(Tarikh Pengesahan Jawatan)
CONTRACT PERIOD MONTHS
(Tempoh Kontrak Bulanan)
CONTRACT COMMENCEMENT
(Tarikh Permulaan Kontrak)
TEMPORARY STAFF
(Kakitangan Sementara)
54
ADDRESS
(Alamat)
TELEPHONE NO.
(Nombor Telefon)
DESIGNATION
(No. Telefon)
DESIGNATION
(Jawatan)
LAST BASIC SALARY
(Gaji Pokok Terakhir)
DATE JOINED
(Tarikh Mula)
DATE LEFT
(Tarikh Tamat)
SPOKEN
(Lisan)
FLUENT
(Fasih)
SOME KNOWLEDGE
(Sedikit Pengetahuan)
55
EMERGENCY CONTACT
(Orang Yang Harus Dihubungi Sekiranya Berlaku Kecemasan)
NAME
(Nama)
ADDRESS
RELATIONSHIP
TELEPHONE NO.
NEXT-OF-KIN PARTICULARS
(Keterangan Mengenai Saudara Terdekat)
NAME
(Nama)
ADDRESS
(Alamat)
RELATIONSHIP
(Pertalian)
MYKAD NO.
(No. MyKad)
TEL. NO.
(No. Tel.)
56
SPOUSE PARTICULARS
(Keterangan Suami / Isteri)
SPOUSES NAME
(Nama Suami/Isteri)
MYKAD NO.
(No. Mykad)
SPOUSES STATUS
(Status Suami/Isteri)
DATE OF BIRTH
(Tarikh Lahir)
A- ALIVE
(Hidup)
D-DECEASED
(Mati)
S-SEPARATED
(Berpisah)
D-DIVORCED
(Bercerai)
DATE OF MARRIAGE
(Tarikh Perkahwinan)
ADDRESS
(Alamat)
TELEPHONE NO.
(No. Telefon)
EMPLOYERS NAME
(Nama Majikan)
SPOUSES OCCUPATION
(Pekerjaan Suami/Isteri)
INCOME TAX NO.
(No. Cukai Pendapatan)
PASSPORT NO.
(No. Paspot)
PASSPORT EXPIRY DATE
(Tarikh Mati Paspot)
57
CHILDREN PARTICULARS
(Keterangan Mengenai Anak-Anak)
NAME
(Nama)
MYKAD NO./
PASSPORT NO.
(No. MyKad)
SEX
(Jantina)
SCHOOLING/
WORKING
(Bersekolah/Bekerja)
DATE OF
BIRTH
(Tarikh Lahir)
(Tandatangan Kakitangan)
(Tarikh)
58
(No. Kakitangan)
JAWATAN:
NO. STAFF
NO. MYKAD
JABATAN :
SEKSYEN
ALAMAT KEDIAMAN
SEKARANG
:
NO. MYKAD
NAMA ANAK
T/LAHIR
1.
2.
3.
4.
5.
6.
59
JAWATAN:
NO. STAFF
NO. MYKAD
JABATAN :
SEKSYEN
Telefon Sambungan :
Saya dengan ini memberi kebenaran kepada pihak ABC Company Sdn. Bhd. untuk
membayar gaji bulanan saya melalui akaun bank bermula dari tarikh
.
Berikut disertakan butir mengenai akaun bank saya untuk tindakan pihak tuan.
Nama Bank:
Cawangan & Alamat :
No. Akaun
Jenis Akaun
No. Buku
:
: Simpanan / Semasa
:
Saya mengaku bahawa segala keteangan di atas adalah benar dan tidak boleh dipinda
tanpa sebarang keterangan bertulis.
Yang Benar
(Tandatangan Pemohon)
Saksi
Penerima
(Tandatangan Saksi)
Nama :
(Tandatangan Penerima)
Nama :
No. Mykad
No. Staf:
Jawatan
Seksyen:
No. Staf
Jabatan :
60
Seksyen
Jabatan
SEKSYEN
JABATAN :
Tuan,
PENGESAHAN TARIKH LAPOR DIRI
Merujuk kepada perkara tersebut di atas, adalah disahkan bahawa saya telah
melaporkan diri untuk bertugas dengan ABC Company Sdn. Bhd. mulai
.. dengan gaji permulaan sebanyak RM .
Sebulan.
NAMA
JAWATAN:
NO. MY KAD
JABATAN :
NAMA &
ALAMAT BANK :
JENIS AKAUN
Simpanan / Semasa
NO. PERKESO
61
TINGGAL
Saya.No. Mykad
menerima syarat-syarat yang tersebut di bawah bagi membolehkan menduduki asrama
syarikat.
1.
Kebersihan
Penghuni adalah diwajibkan menjaga kebersihan di dalam dan di kawasan luar
unit-unit yang diperuntukkan. Pembuangan sampah hendaklah dibuat di tempat
yang telah disediakan.
2.
Keselamatan
Penghuni adalah dipertanggungjawabkan untuk menjaga harta-harta syarikat yang
telah disediakan di unit-unit asrama. Segala kerosakan atau kehilangan harta-harta
yang telah ditetapkan hendaklah dilaporkan kepada Jabatan Pentadbiran syarikat.
Jika didapati bahawa kerosakan tersebut dilakukan oleh penghuni maka segala
pembaikan dan penggantian akan ditanggung oleh pihak penghuni sendiri.
3.
Lawatan Pelawat
Pelawat adalah dibenarkan melawat penghuni-penghuni asrama. Walau
bagaimanapun adalah menjadi tanggungjawab penghuni untuk menjaga
kesopanan, kebudayaan bangsa dan nilai agama masing-masing bagi
mengelakkan implikasi yang negative daripada penghuni-penghuni lain atau jiranjiran tetangga.
4.
Kelakuan
Penghuni adalah dikehendaki menjaga moral dan kelakuan yang baik. Ini juga
termasuk apabila pelawat-pelawat melawat tuan.
5.
Bayaran
Baayaran telah ditetapkan sebanyak RM50.00 sebulan. Bayaran boleh dijelaskan
melalui potongan gaji pada penghujung bulan.
62
6.
Tempoh Penempatan
7.
8.
a.
b.
c.
Alat-alat Kelengkapan
Pihak pentadbiran syarikat akan menyediakan alat-alat kelengkapan asas seperti
berikut:a.
b.
c.
d.
e.
9.
Katil
Tilam dan bantal
Mentol / lampu
Penyapu
Bakul sampah
10.
Memasak
a.
63
b.
11.
Penghuni tidak akan membela ayam, itik dan anjing atau apa-apa
binatang yang mungkin membawa kekotoran atau penyakit di manamana bahagian asrama tersebut.
12.
13.
Tandatangan
Nama
No. Staf
Tarikh
64
Nama Penuh
No. Staf
No. Mykad
Jabatan
Seksyen
Tandatangan
Tarikh
BAHAGIAN PENTADBIRAN
No. Bilik
65
Disediakan Oleh:
Tarikh :
Disemak Oleh
Tarikh :
Disahkan Oleh :
Tarikh :
PERMOHONAN PERKHIDMATAN BAS KILANG
DAN
PERSETUJUAN PEMOTONGAN GAJI
Tarikh
Nama Penuh
No. Staf
No. Mykad
Jabatan/Seksyen :
Alamat Rumah :
PERAKUAN BAYARAN: Saya dengan ini memohon perkhidmatan bas syarikat dan
membenarkan Syarikat ABC Sdn. Bhd. membuat pemotongan gaji saya sebanyak
RM20.00 (Ringgit: Dua Puluh Sahaja) setiap bulan untuk membayar perkhidmatan
pengangkutan pergi dan balik dari tempat tinggal ke tempat kerja.
PERAKUAN PAS PENGANGKUTAN: Saya dengan ini mengaku akan menjaga
dengan baik pas pengangkutan yang diberikan untuk kegunaan saya sahaja. Saya akan
mempamirkan pas ini di baju setiap kali menggunakan perkhidmatan bas syarikat. Saya
boleh dilarang dari menggunakan perkhidmatan ini sekiranya saya tidak
mempamirkannya tanpa alasan yang munasabah. Saya akan memulangkan pas ini
kepada Seksyen Pentadbiran syarikat sekiranya saya tidak mahu menggunakan
perkhidmatan ini kelak.
Tandatangan
Tarikh
BAHAGIAN PENTADBIRAN
:
:
:
:
66
Disediakan Oleh:
Tarikh :
Disemak Oleh
Tarikh :
Disahkan Oleh :
Tarikh :
KERAHSIAAN SYARIKAT
Semua kakitangan diwajib menyimpan dan memelihara semua rahsia-rahsia syarikat,
syarikat induknya, anak-anak syarikat-syarikat atau mana-mana syarikat atau individu
yang dengannya Syarikat ABC Sdn. Bhd. ada mempunyai hubungan perniagaan atau
kerjasama atau pertalian teknikal, dan mereka adalah dilarang, sama ada dalam
jangkawaktu penggajian mereka dengan syarikat atau pun pada bila-bila masa
selepasnya, membocorkan apa-apa perkara atas benda berkaitan dengan perniagaan
atau kepentingan syarikat, syarikat induknya, anak-anak syarikat atau syarikat-syarikat
yang ianya berhubungan, kepada sesiapa juga orang-orang yang tidak berhak.
Kakitangan juga dilarang dari menggunakan apa-apa rahsia atau pengetahuan sulit atau
maklumat-maklumat yang diperolehinya di dalam menjalankan perkhidmatannya
dengan syarikat hinga membawa kepada terjejasnya kepentingan-kepentingan syarikat,
syarikat induknya, anak-anak syarikatnya atau syarikat yang ianya ada hubungan.
Apabila kakitangan diamanahkan dengan maklumat-maklumat surat pelbagai rupa
ianya diwajibkan menyimpan taraf maklumat tersebut walaupun dikalangan kakitangan
syarikat.
Sekiranya seorang kakitangan diminta untuk menyediakan apa-apa kertas atau seorang
kakitangan diminta untuk menyediakan apa-apa kertas atau rencana untuk penyiaran
atau mengeluarkan apa-apa kenyataan kepada akhbar atau membuat ucapan di atas apaapa tajuk berkaitan dengan produk-produk, kepentingan-kepentingan syarikat, ia
wajiblah mendapatkan persetujuan daripada Pengarah Urusan atau pun mana-mana
pegawai yang telah diberi kuasa demikian oleh Pengarah Urusan.
67
Membocorkan apa-apa maklumat bergred tanpa kelulusan, dengan sengaja atau pun
kelalaian, akan disifatkan sebagai melanggat kontrak perkhidmatan yang membawa
kepada pemecatan.
SURAT PERAKUAN
NAMA
NO. SETAF
JABATAN/SEKSYEN
Tandatangan oleh
:
(NAMA:
68
69
REVISED DATE:
Our company recognizes length of service in the company because various benefits
programs are related to the employees length of service. The objective is to clearly
define the service determination of employees.
SENIORITY
Seniority may be defined as the amount of continuous time spent in employment with the
company. Employees accumulate seniority by continuing their work without
unauthorized interruptions. Employee seniority is important to the company as it assures
the availability for an experience and stable work force. Seniority is self-improvement
and advancement to qualify for higher wages and promotion opportunities.
DETERMINATION OF SERVICE
A.
Length or service will not be broken and time lost will be added to the length
of service record in the following instances:
1.
2.
Sick leave
3.
4.
A continuous period of absence without pay for less than thirty (30)
days at the request of the company.
5.
70
B.
Length of service will not be broken when a leave of absence, granted by the
Company, is in excess of thirty (30) calendar days. Such leave is only granted
in exceptional cases such as prolonged illness, overseas study leave and other
circumstances approved in writing by he Managing Director.
C.
D.
Resignation
Discharge for misconduct
Medical Board-out
Failure to report back to work after (2) working days without the prior
approval of the superior and without informing or attempting to inform
his superior or such absence.
71
REVISED DATE:
It is our companys policy that all new employees undergo a probationary period during
which time, their performance and suitability will be assessed. No employee will be
exempted from the provisions of this policy other than with the written approval of the
Managing Director.
NON-EXECUTIVE
The probationary period for new employees, is three (3) months. During the period, the
employee will be given the opportunity to demonstrate proper attitude and abilities for
the job in which he is employed. Upon satisfactory completion of three (3), the employee
is given permanent status and becomes eligible for the normal benefits enjoyed by the
permanent employees of his job classification. If the employees services are
unsatisfactory, he may be terminated from his service at the end of his probationary
period or, his probationary period may be extended up to another three (3) months, after
consultation with the HR MGT Department Manager. It is the responsibility of each
Department Manager to review the status of the probationer, at least one week before the
end of the probation period, with the HR MGT Manager. If you fail to do this, the
employee is deemed to be confirmed at the end of the probationary period and it will then
be too late to discharge a poor performer.
All letters relating to extension of probation period, confirmation and termination must
emanate from HR MGT Department, not later then the employees last day in his
probation period. The letter must be personally given to the employee by the immediate
superior of the probationer. In the event of termination, the employee must return all
company property such as medical book, employee pass, locker/drawer key, uniform, etc.
before any payment of monies due to him is released.
72
REVISED DATE:
EXECUTIVE
The probationary period for executive and management staff shall be six (6) months.
Upon satisfactory completion he may be confirmed in his appointment or, should his
performance fall short of requirements, he may be terminated or have his probationary
period extended by a period not exceeding another three (3) months, after consultation
with the HR MGT Manager and Managing Director.
EVALUATION FORM
This form is shown on page 96 (Performance Appraisal form) and this must be completed
and reviewed with the HR MGT Manager whenever an employees probation period is up
for review.
73
CONFIRMATION
REVISED DATE:
NON-EXECUTIVE
Evaluation form emanate by
Human Resource Mgt. Department
Department concerned
74
Penilai I :
Penilai II :
Pengesahan:
Executive
Asst. Manager
Department Manager
EMPLOYMENT
CONFIRMATION
EFFECTIVE DATE
2.
EXECUTIVE
Evaluation form emanate by
Human Resource Mgt. Dept.
Department concerned
75
Evaluation will be conducted by the executive in management level as follows:1. Executive (grade M1)
a. Recommendation
b. Recommended By
c. Approved By
:
:
:
Section Head
Department Manager
Managing Director
:
:
:
Department Manager
Senior Department Manager
Managing Director
76
EMPLOYMENT
EFFECTIVE DATE:
PROMOTION
REVISED DATE:
POLICY
It is Company Policy to fill job vacancies in higher grades by the promotion of suitably
qualified employees within our company.
All job vacancies up to the position of Grade M6 for Administrative level and Grade T5
for Technical staffs will be posted on the Companys Notice Board for a period of two
weeks to allow eligible employees the opportunity to apply for the identified job (s). Such
application must be made on the Internal Job Application Form available from the
Human Resource Mgt. Department.
For position of Executive level Grade M1 and above, any vacancies will be reviewed by
the Department Manager with the Human Resource Mgt. Department Manager who will
review SKILL INVENTORY of employees and will select the eligible employees for
interview by the Department Manager concerned. The Human Resource Mgt. Department
Manager will then ensure that the employee identified for promotion is the best qualified
for the job, in accordance with the criteria for promotion. External recruitment will only
be resorted to when employees do not meet the job requirement.
PROCEDURE
1.
In the selection of an employee to fill a higher level position the following criteria
will be carefully considered:
a.
b.
c.
d.
e.
f.
2. Where the above qualification factors are considered relatively equal among two
or more employees being considered for the job, length of service will be
determining factor. Employees are urged to obtain the necessary skills, education,
77
EMPLOYMENT
EFFECTIVE DATE:
UPGRADING
REVISION DATE:
Upgrading refers to a situation where the job incumbents job functions remain
unchanged but his job is upgraded. This is subject to the procedures below.
NON-EXECUTIVE
For purposes of upgrading, the Human Resources Mgt. Department Manager will
maintain an authorized personnel manning level in each of the grades. As and when
vacancies arise, he will review the profile of the employees who qualify and upgrade
those who are most senior in service first, on the next scheduled period for upgrading.
The authorized manning levels cannot be changed unless this is officially notified in
writing to the Human Resource Mgt. Department, by the Managing Director.
EXECUTIVE
There is no automatic upgrading within the executive and management grades.
Progression must be by promotion and/or re-evaluation of the job worth.
EXCEPTION
Any exception to this policy must be approved in writing by the Managing Director.
DOCUMENTATION
The Releasing Department will initiate the Personnel Change Notification Form and the
Human Resource Mgt. Department Manager will be responsible for issuing letters. If the
employee is covered by the scope of the Collective Agreement, a copy of this letter will
be extended to the Union.
78
EMPLOYMENT
EFFECTIVE DATE:
TRANSFER
REVISION DATE:
TRANSFER
All employees are subject to transfer from one work station / location to another in
accordance with the companys operational requirements or for purposes of job
enrichment and / or career development of the employees.
Inter-department Transfer
Inter-departmental transfers within the employees job-grade and functions can be made
by the Department Manager. If a job title change is involved, this must be discussed and
agreed with the Human Resource Mgt. Department before such change is effected.
Intra-Department Transfer
Whenever transfers are to be effected between departments, the Releasing Department
manager must review this with the Human Resource Mgt. Department Manager. If the
reasons are justifiable (career development, operational requirements, etc.) the Human
Resource Mgt. Department Manager will review this with the Hiring Department and if
agreed, the employee will be notified in writing by the HR Mgt. Dept. Manager of such
transfer. The letter will specify the period of the transfer, if any, and the date with effect
from which the transfer will be effective.
If the transfer involves relocation, then the employee will be given sufficient time before
he is required to move. In normal circumstances, a period of one month is considered
adequate but this may be extended with the written approval of the Human Resource
Mgt. Department Manager.
79
EMPLOYMENT
EFFECTIVE DATE:
ACTING
REVISION DATE:
ACTING
Acting periods of employment in a higher grade are defined as period or time during
which the substantive job holder is absent but is expected to return to his positions in the
foreseeable future.
NON-EXECUTIVE
When a non-executive is required to act in a position of a higher grade for a minimum
period of thirty (30) consecutive workdays, the Department Manager will advise the
Human Resource Mgt. Department before the end of the five (5) days or, if this not
possible, due to uncertainty, not later than the seventh (7) day of the employees action.
Upon approval by the HR Mgt. Dept. Manager, the following allowances will be paid to
the employees:
Acting Position
Acting as Executive
Allowance
RM250.00/month
RM100.00/month
EXECUTIVE
No employee will be paid an allowance for acting in a higher level job. Employees
required to act for shorter periods will not receive any allowance, as this period will be
considered as training for them in preparation for future job vacancies.
The Departments Manager who requires his employee to act in a higher capacity, must
review this with the HR Mgt. Dept. Manager who will, if satisfied that the employee is
best qualified, HR Mgt. Dept. Manager will issue an appropriate letter to the employee
concerned.
80
EMPLOYMENT
EFFECTIVE DATE:
ACTING
REVISION DATE:
DOCUMENTATION
It will be the responsibility for the HR Mgt. Dept. Manager to ensure that proper
documentation i.e letter and Personnel Change Notification Forms are completed and
issued to the particular employee.
Flow of documentation:Department concerned
81
EMPLOYMENT
EFFECTIVE DATE:
PERSONNEL CHANGE
NOTIFICATION (PCN)
REVISED DATE:
82
COMPENSATION PROGRAMS
83
COMPENSATION PROGRAMS
EFFECTIVE DATE:
2.
3.
4.
5.
Keep pace with the current inflationary job market and enable us to retain present
and attract new employees.
6.
DEFINATIONS:1.
2.
Excellent performance
Increased responsibility without a change in job classification.
84
COMPENSATION PROGRAMS
EFFECTIVE DATE:
SALARY REVIEWS
REVISION DATE:
It is the policy of our Company to review the salary levels and benefits package
periodically and will be done as follows:a.
For non-executive, the salary levels will be negotiated every three years between
the Management and Union in accordance with the normal process of Collective
Bargaining.
b.
For Executive and Management Staff, the Human Resource Mgt. Department will
conduct;
i.
an annual salary survey to determine the budget for salary increases.
ii.
a detailed salary and benefit survey every three years to review the salary
and benefit package.
EXCEPTION
Any exception to the policy must be approved by the Managing Director.
85
COMPENSATION PROGRAMS
EFFECTIVE DATE:
JOB GRADING
REVISED DATE:
JOB GRADE
1.
Job Grades have been established for all existing positions in this company.
2.
New positions;
Whenever a new employee is hired or promoted into a newly created position, a
position description of the job will be prepared by his immediate superior and
submitted to the Human Resource Mgt. Department(HRM). HRM will review the
new position with Managing Director.
3.
Upgrading or down-grading;
Whenever the responsibilities of a position have changed substantially, revised
position description of the job will be forwarded by the immediate superior to the
Human Resource Mgt. Department. The job will then be graded in accordance
with the above procedure.
TIME OF UPGRADING
All upgrading exercises will be undertaken (2) two times a year, as follows:April 1st.
October 1st.
Any recommendation for upgrading must therefore be submitted to the Human Resource
Mgt. Department Manager at least one (1) month before the above dates. It is the
responsibility of the Human Resource Mgt. Department Manager to ensure that the
upgrading is justified and that there are an adequate number of vacancies in the higher
grade to justify this. It is the responsibility of the Human Resource Mgt. Department
Manager to prepare the letter to the employee and give this to the Department Manger
concerned for conveyance to the employee.
EXCEPTIONS
86
COMPENSATION PROGRAMS
EFFECTIVE DATE:
The salaries of all confirmed staff will be reviewed annually in January of each year.
NON-EXECUTIVE
Confirmed non-executive will be eligible for a salary increase in accordance with their
incremental scale as shown on page 89 up to the maximum of the grade in which he is
employed.
MERIT
Non-executive staff will also be eligible for a merit increment, to be granted at the
discretion of management, varying between one (1) through one and one-half (1.5) times
the specified increment.
EXECUTIVE
The salaries of confirmed executive and management staff will also be reviewed annually
in January of each year. A salary increase will be granted only when a satisfactory level
of performance has been maintained during the review period and such salary increase
will be by merit, in accordance with the procedure outlined under PERFORMACE
APPRAISALS.
PROMOTIONAL INCREASES
The salary increase will be the difference between his salary prior to promotion and the
minimum of the higher job grade subject to a maximum of 10% salary increase
whichever is higher. In the event his 10% salary increase is less than the minimum of the
higher grade, he will be entitled for the minimum of the higher grade salary.
87
COMPENSATION PROGRAMS
EFFECTIVE DATE:
Timing of Promotion
Except in unusual circumstances which must be approved in writing by the Managing
Director, it is the policy of the company to effect all such promotions during the
following periods:April 1st each year
October 1st each year
for those who are really recommended by immediate
superior for particular valid reason.
Upon the promotion being effected, the HR MGT. Department Manager will prepare a
promotion letter and give this to the Department Manager concerned for conveyance to
the employee concerned.
88
COMPENSATION PROGRAMS
EFFECTIVE DATE:
LEVEL
GRADE
POSITION
MANAGEMENT
Senior Executive Director
E
X
E
C
U
T
I
V
E
M6
M5
M4
M3
M2
M1
MIN. SALARY
SCALE (RM)
MAX.
SALARY
SCALE (RM)
As per Board of
Directors Approval
Managing Director
As per Board of
Directors Approval
General Manager
Senior Manager
Manager
Deputy Manager
Assistant Manager
Executive
6,000
5,500
4,500
3,500
3,000
1,500
13,000
7,500
6,500
5,500
4,500
3,500
1,500
2,500
1,200
900
800
650
600
2,000
1,800
2,000
1,500
1,200
800
750
650
600
500
2,000
1,800
1,500
1,200
950
ADMINISTRATIVE
A6
N
O
N
E
X
E
C
U
T
I
V
E
A5
A4
A3
A2
A1
T5
T4
T3
T2
T1
Supervisor
Shift Leader/Draughtman 2
Operator / Draughtman 1
Operator
Operator
89
COMPENSATION PROGRAMS
EFFECTIVE DATE:
Merit Increases:
The following factors should be considered in determining the amount of increase
which an employee will receive:
a.
b.
c.
NON-EXECUTIVE
A reasonable standard for merit increase for non-executive stated as a factor of
basic salary will be based upon performance as measured by means of the
Performance Appraisal Form.
For points between
91
81
71
61
51
41
100%
90%
80%
70%
60%
50%
1.5
1.4
1.3
1.2
1.1
1.0
90
COMPENSATIONS PROGRAMS
EFFECTIVE DATE:
91
COMPENSATION PROGRAMS
EFFECTIVE DATE:
Evaluation
a. PART I
- to be completed by Appraise
b. PART II & III
- to be completed by Department Head
HRMD and Managing Director
a.
b.
Increment Letter
92
Department Manager
Employee Concerned
COMPENSATION PROGRAMS
EFFECTIVE DATE:
If the employees performance is unsatisfactory, this should be discussed with him and
the necessary corrective action taken. Where an employee disagrees with his rating, the
Department Manager will review this with the HRMD Manager who will then determine
the validity of the disagreement.
NON-EXECUTIVE
DOCUMENTATION FLOW
Human Resource Mgt.Department
Appraisal Form
i. Refer to page 96 - 98
ii. Appraisal forms will be distributed by HRMD before
end October of each year.
Department Head
Evaluation
i. Technical staff grade T1 T4
a. Penilai I
: Supervisor
b. Penilai II
: Section Head
c. Kenaikan
: Section Head
(points)
d. Disahkan oleh : Department Head
ii. Techinical staff grade T5 and Clerical grade A1 A5
a. Penilai I
: Executive
b. Penilai II
: Section Head
c. Kenaikan
: Section Head
(points)
d. Disahkan Oleh : Department Head
93
94
COMPENSATION PROGRAMS
EFFECTIVE DATE:
SALARY INCREMENT:
PERFORMANCE APPRAISAL
REVISED DATE:
95
71% - 76%
77% - 82%
83% - 88%
89% - 94%
95% - 100%
96
Nama
No. Staf :
Seksyen :
Jabatan
A.
MAKLUMAT PERIBADI
Nama
No. Staf
Jawatan
Gred
Gaji
Tanggagaji:
Seksyen
Jabatan
97
B.
PENILAIAN
Kriteria
Penilai Penilai
I
II
Kriteria
i)
Kemahiran kerja
(0 -35 markah)
ii)
Pencapaian
kerja
(0 10 markah)
vii) Kegiatan
Luar
(05
markah)
iii)
Menjalankan
kerja tanpa
pengawasan
(0 5 markah)
viii)
Tanggungjawab
(0 10
markah)
iv)
Kerjasama
(0 15 markah)
ix) Kepimpinan
(05
markah)
v)
Kedatangan
(0 5 markah
JUMLAH
Penilai Penilai
I
II
CATITAN
Disemak oleh
Tarikh:
Disahkan oleh
Tarikh:
98
through 31/12
This section should be sent to the employee at least a week before the schedule appraisal
interview.
The employee must complete this section carefully as this will constitute a significant aspect of
the appraisal discussion. After evaluation of Part II, the appraiser will mutually agree with the
employee on the tasks / objectives for the next review period.
NAME OF EMPLOYEE
STAFF NO.
POSITION
DEPARTMENT
SECTION
DATE EMPLOYED
PART 1:
Main
tasks
duties
responsibilities Indicate
the
accomplishment
progress
performed during the period under review achieved in the performance of each task, duty
( Define these under major headings, use or responsibility.
another sheet of paper if necessary)
99
PERSONAL
GOALS
(CAREER
RELATED)
IDENTIFY THESE AS A STEP
FUNCTION OVER NEXT 5
YEARS.
Year
Year
Year
Year
Year
ASSISTANCE REQUIRED
REMARKS
100
PART II
This section must be completed by the immediate superior of the employee before scheduled
interview date, at which time, this will be reviewed with the employee, based on how the
employee has performed his / her job during the entire period under review. The appraiser
must measure the performance in terms of the key tasks mutually agreed upon during the last
performance appraisal.
OBJECTIVE - The extent ACCOMPLISHMENT
CONSIDER
AGREED UPON
RATING (*)
KEY TASKS
Total
Points
(*) Rating
(4) Excellent
(3) Good
(2) Average
(1) Poor
(**) Factor of 5 is used because total points for tasks is 20.
101
JOB KNOWLEDGE
a. Inadequate knowledge of present job.
b. Knowledge adequate for present job but not informed on related
work.
c. Satisfactory knowledge of present job and can effect
good co-ordination with other jobs.
d. Good knowledge of job and essential factors of related jobs.
e. Outstanding knowledge on all phases of his/her own work and
related work.
ABILITY TO PLAN AND ORGANISE
(As measured by control over operation)
a.
b.
c.
d.
e.
JUDGEMENT / DECISION-MAKING
(in the resolution of problems encountered)
a.
b.
c.
d.
e
Points (10)
Available
Earned
0-2
3-4
5
6-8
9-10
Points (10)
Available
Earned
0-2
3-4
5
6-8
9-10
Points (10)
Available
Earned
0-2
3-4
5
6-8
9-10
Points (10)
Available
Earned
0-2
3-4
5
6-8
9-10
102
HUMAN RELATION
* Poor does not bother and/or makes no attempt to improve
interaction skills.
* Marginal good relationship with some staff categories and
poor with others.
* Satisfactory gets along as directed.
* Good does a good job of enhancing his/her as will as
companys image.
* Excellent does an excellent job of interacting with all personnel
involved & motivates others to improve their relationship.
STAFF DEVELOPMENT
* Does not attempt to train/develop his staff
( individual contributor without staff)
* Has the ability to teach and train but only does so when
instructed.
* Does satisfactory job of OJT of new staff and makes some
attempt to develop the skill/knowledge of the staff.
* Good job of ensuring his staff are conversant with all facets
of their job and works with other Managers for development
needs.
* Excellent active involved in all phases of teaching and
training his staff.
ABILITY TO IMPROVE METHODS
*
*
*
*
*
*
*
*
*
*
Points (10)
Available
Earned
0-2
3-4
5
6-8
9-10
Points (10)
Available
Earned
0-2
3-4
5
6-8
9-10
Points (10)
Available
Earned
0-2
3-4
5
6-8
9-10
Points (10)
Available
Earned
0-2
3-4
5
6-8
103
OVERALL PERFORMANCE
CRITERIA
Points
Maximum
1. Objectives
20
2. Job Knowledge
10
10
4. Decision-making
10
5. Leadership
10
6. Human Relation
10
7. Staff Development
10
10
9. Attitude
Total
Earned
10
100
Performance
50 or below
51 - 65
66 - 80
81 - 90
91 - 100
Below Average
Average
Above Average
Good
Excellent
104
Signed by Employee :
Date
Signed by Appraiser :
Date
Approved by
Date
105
PART III
( to be completed by immediate boss of employee)
AFTER THE APPRAISAL INTERVIEW, THE IMMEDIATE BOSS OF THE
EMPLOYEE MUST COMPLETE THIS PART
EMPLOYEES STRENGTHS
EMPLOYEES WEAKNESS
SUCCESSION PLAN
If this job incumbent were to leave or be promoted, who could replace him/her and
when
Name
Department
Designation
When
Prepared By
Date
Signature
106
COMPENSATION PROGRAMS
EFFECTIVE DATE:
PERFORMANCE APPRAISAL
- THE PROCESS
REVISED DATE:
The Company relies on performance of its employees for its success and accordingly, it
lays great stress on the correct conduct of the performance appraisal system.
Each manager or immediate superior of an employee must prepare a periodic
performance appraisal, in accordance with the companys schedule, for each employee
under his direction to:
1.
2.
3.
4.
Go through the job factors in the Performance Appraisal Form and show
him how he is rated.
5.
Summarize the employees strong and weak points and develop plans for
improvement.
LEVEL OF PERFORMANCE
The following guidelines will be used to measure the levels of performance for each
specific factor:
1.
Marginal
Performance meets minimum acceptable standards in most instances but is
unsatisfactory in some cases; improvement is necessary. Assignments are
occasionally submitted late and/or incomplete. Detailed direction and frequent
progress checks are usually required. The employee is of questionable ability
to meet job requirements.
107
2.
Average
Performance of most duties is adequate, and meets job standards in an
acceptance manner. Some improvement may be necessary. Occasionally, may
fail to complete assignments on time. Requires direction and review of major
job assignments and may hesitate to undertake work outside his defined area
or responsibility. He understands most duties and overall objectives of the job
and is making acceptable contributions within limited areas.
3.
Exceed Requirements
Performs all duties and responsibilities in a thoroughly comprehensive
manner. Efficiently, uses time, manpower and funds in carrying our
assignments. Highly knowledgeable and is sought out for advice and
assistance. Consistently makes significant contributions to the overall
effectiveness of the department.
4.
Outstanding
All duties and responsibilities are conducted in a thoughtful and judicious
manner with little or no need for direction, resulting in outstanding
contribution on a continuing basis. Typically accurate, timely, decisive, and
comprehensive in carrying out assignments and/or making recommendations.
Recognized as an expert in his profession and frequently sought out for
advise, counsel and direction. Aggressively seeks to expand his scope of
activity and assume additional responsibility.
FACTORS TO BE APPRAISED:
There are specific review factors against which to evaluate the employee and these vary
according to the type of job category he is in.
Overall Appraisal of Performance The immediate superior must indicate the general
overall performance of the employee.
General Review of Current Performance and Potential for Advancement: The following
are presented as a guide even though the Appraisal Forms do not specifically state this.
108
a.
Employees Strong Points: Every employee has strong points that qualify him
for his current position (i.e intelligence, good attitude, enthusiasm, excellent job
knowledge, etc.).
b.
c.
d.
e.
f.
Acquired Skills Not Being Utilized on Present Job: He should indicate any skills
that the employee is not using on his present job (i.e typing, shorthand, computer
programming, leadership ability, accounting, etc.).
g.
h.
Employees Comments:
He should write what the employee thought of the
appraisal (i.e was it objective? Did he agree with what was said? What did he
disagree with, etc).
109
2.
The tendency to rate all employees in a group as superior, outstanding, very good,
good our unsatisfactory.
3.
The immediate superior should remember that the best employees have
weaknesses and can be remedied, and even the poorest employees have some
strong points.
4.
5
35
40
5
10%
40%
40%
10%
:
:
:
:
(1.5 points)
( 1.4 - 1.3 points)
(1.2 - 1.1 points)
( 1.0 points)
( the total population should add to 100%. Whilst difficult to monitor this on a
department basis, it is recommended that such control be exercised through
departmental levels and exceptions from the agreed percentages be reviewed with
the HRM Department and the distribution agreed upon).
GENERAL
IMPORTANCE
The most important part of the Performance Appraisal Program is the discussion of the
Performance Review Form with the employee. If the discussion is conducted well, it
should:
a.Build a better understanding between the employee and his superior.
b.
Clarify the mutual objectives of the employee, the immediate superior and
the company.
c.Give the employee a feeling of satisfaction about the phase of his work which
has been effective and an understanding of how his performance can be
further improved.
POINTS TO REMEMBER
110
All Manager must remember that the discussion is about the employees performance that
must improve, not necessarily the employee himself.
Plan the interview; decide on a time and place. Get all the facts. Plan the
approach to suit the individuals so that you have an effective discussion.
b.
Put the employee at ease. Talk first about his outside interests or about the
general idea of the performance interview so that the employee feels at
ease.
c.
Explain the purpose. Each time be certain to point out one or two ways in
which it benefits him e.g merit increases are tied to this as are promotional
decisions.
111
BENEFITS
112
BENEFITS
POLICY
EFFECTIVE DATE:
REVISED DATE:
In addition to the employees basic salary, is our Company Policy to pay its employees
benefits that are competitive in the in industry and which fulfill the objective of
providing employees adequate safety and security in their workplace, as well as prepare
for eventual retirement. In no event, will employees be paid any benefits which are less
favorable than that provided by law.
The company will continue to review the benefits package from time to time and will
effect changes when considered necessary for executive under Companys Scheme of
Service and non-executive employees not covered by the Scope of the Collective
Agreement.
For employees covered by the Scope of the Collective Agreement, the benefits, together
with the compensation package, will be reviewed with the Union during the process of
Collective Bargaining for negotiating a Collective Agreement.
113
114