HR Policies Part 3 - Retaining

"Pag gusto, may paraan; pag ayaw, maraming dahilan " BIDDA: " believe, inspire, dream, do, achieve"

Part 3  Retaining and Rewarding

We have to build up ranks of loyal and productive employees

People make strategies possible.

1. What is our offering for the applicants:

    1.  Above average compensation  -   P50.00 to P100.00/per day above average (the new salary scale is being crafted right now)  We expect more and better employees soon

    2.  Opportunity to work in a nationwide organization

   3.   Opportunity for rapid personal growth and advancement

   4.  Legally mandated benefits:   maternity leave, vacation and sick leave, paternity leave, SSS, HDMF Philheath.


2.  Rewarding:

    1  Sales and collection incentive based on corporate plan targets.

    2.  Career path development (promotions that are skills and knowledge based)

    3.  13th month and more for outstanding sales and profit achievement

3.  Length of service recognition:  (proposed)

    5, 10, l5, 20, 25 years of service with cash and watch award.

4.  Management training programs  

     We hire management trainees, we pay them 30% more to prepare them for supervisory and managerial positions.  They are tested on ability to plan and execute their plans

5.  Understudy program

Regular employees are entered into an understudy program where they are trained on:

      1  Mastery of policy and handbook

      2.  Process flow

      3.  PDCA

      4.  Innovation

      5.  Right attitude:  determination,  self mastery, being for others,  quality work, productivity oriented

6. Promotion and Career Path

     6.1 Performance evaluation

     "The goals of an employee while working are two fold:  1 to learn the job  2.  and be promoted as rapidly as possible"  Are there other goals of the employ while in the employ of someone.?

     The promotion is a way to incentivize and reenforce

     1.  performance and achievement of objectives;  clarify and strengthen goals setting

     2.   capacity and skills of the employee.

     3.  to stay and be of service to the company

     6.2  Total system:

            The performance evaluation is an integral part of:

            1.  Salary scale (to be upgraded)

            2.  Administrative plan

            3.  Corporate plan.

6.3  Who:   conducts the performance evaluation

          The matrix system is employed.  The SBU heads conducts his own PE, buttresses the same with data and supporting documents.

          The evaluation is validated by 3ffb personnel, an HR and approved by the SMD or the Board.

6.4:  When:  frequency

        1. Employees under probation are PE'd twice every 90 days until they become permanent or are ended contact.  The first PE is conducted on the 70th day after being hired as Prob. 1, and on the same time span after the 90th day.

       2. Thereafter the employee is PE'd every 6 months, at the end of H1 and H2

6.5 Documents  to support PE

       1.  The PE form (just revised)

       2.  Copy of the book report;

      3.  The journal (the book itself)

      4.  Snapshot of the sent email of the sbu on answering emails

     5.  Checklist of submitted weekly reports and weekly plan by CMOs

6.6 Criteria and weights.

      Staff and officers are evlauated on 3 major categories:

      1.  Outcomes    - 40%

      2.  Outputs       - 30%

      3.  Inputs          - 30%
               Total           100%

     Where to get the data:

     1.  Outcomes come from the goal setting results of corporate plan which may be just imposed or arrived at a negotiation during corp plan.  The corporate are divided among sbus.  That is where the reliable data ends.   The SBUs head divide the amount of sbu target among staff and agents.

The summary are in the administrative plan.  CMO and those in charge MC must, Accounting Head must work hard to get the numbers right and spelled out for everyone and in the PE forms at the start of the year.

         As for the rating, the results come from marketing and controller's data, records.

  2.  The Outputs are generally files and reports by the employee that is requied in the job.  Thus the employees are encouraged to submit deliverables. , to make them aware and alert always in their job and be responsible.

     How to rate:

     Late report:    - l for every day of delay.

    Report submitted but wrong or incomplete   - 1/2 of 1 %

3.  Inputs:   They are things done by the employees that contribute to efficiency and outputs/outcomes.  How to rate:

      1. Attendance:   10 pts

                           Unexcused absence    - 1.0

                           Late of more than 10 minutes at the agreed time   -  1/2 of 1%

                          Disappearing act (leaving the premises without permission)   - 1.0

                          Changing day off without prior written authorization is considered as unexcused absence without prejudice to imposition of Class C offense

     2.  Journal:  5 pts.  the entries in the journal will be counted.  The journal must have at least 2 entries per week or 52 in all.  The way to rate this is to count the number of good entries/52 and that is the grade/rating.

       The employee can elect to do the journal or comments at the community blog.  The comments on the blog of not more than 8 lines per comment to qualify on an article post. 

       It can only be either or or not both:  kung blog blog, kung journal, choose journal

    3.  Communication:  10 pts

         1.  Text  -  you must answer when texted within 10 minutes it is sent by confirming. The correct way to answer a text is to index it (copy it) and forward to the sender with the answer or comment.

             -1/2 of 1% for not answering this soon enough;   1% for not answering;

            If the employee is found not to have sim card, expired sim card in his cellphone as required he he gets 0 for the entire communications factor/criteria

        2.  Emails   - the same  procedure applies for emails.  If the email is addressed to an individual, he must reply as required within the day.   Thus you have to read emails daily.

           GT and TS do not read emails.  Thus all 10 points go to text messages.

    4.  Book reports   - 10 pts.   The books must be related to business, economy, operations, marketing sales, personality development, landscaping, construction  Irrelevant books such as novels, public administration are not entertained.  If you did a summary of cosmetics for the dead, or hair science for the dead, or sewing (the skin of the dead) it is relevant.

Ebooks, books from slideshare are ok

         l book report = 2 points.

        The book report must be in a yellow pad, handwritten legibly and contains these three things:

         1.  What are 3 to 5 things I learned  -  enumerate and list them down clearly

        2.  What is the relation of what I learned to those that I all ready know.

        3.  What is the application to my job/to the business?

       The book reports are to be submitted monthly and must be received by the office by the 25th of every reference month.  Late book reports will not be considered.

6.7 Timelines for the performance evaluation

       1.  Probationary employees are strictly to be evaluated.  No unexcused absences are allowed for Probationary 1.   The are disqualified from PE, and removal takes 90 days or are requested to work elsewhere.

      2.  Probationary employees are to be PEd every 90 days.  All others are to be PEd every 180 days.

      3. PE are to be submitted to 3ffb, PD, not later than 30 days after end of H, for regular employees, and on the 80th day for the Prob 1, and l60th day for the prob 2.   Failure to do so would make the employees permanent automatically.  

Thus employment date and the probationary period are to be monitored closely by PD

6.8  Grading system:

       85 to 89 minimum for permanency

       90 to 100 - for promotion. 

6.9  Others:

      1.  S.W evaluation

      2.  Supervisors evaluation. recommendation

6.10

The PE is signed by the SBU head, PD/Hr staff, approved by the managing director and confirmed by the board.