HR TOOLS Webinar Wednesdays Anna Elento-Sneed April 4, 2018 envision, strategize and actualize

Please consult an attorney if you have specific legal issues. Disclaimer This presentation is provided for informational purposes only and is not intended and should not be construed to constitute legal advice. Please consult an attorney if you have specific legal issues.

WHAT ARE HR TOOLS? Simple, multi-purpose forms that are used to communicate employment information and employment actions Forces users to follow HR structure Facilitates coordination between managers and HR Documents employer’s legitimate, non-discriminatory business reasons for employment actions

DISCUSSION TOPICS Organizational chart Job descriptions Employee handbooks Personnel procedures manuals Personnel requisitions Employment applications New hire checklists Personnel action reports Leave request forms Grievance reports Investigation reports Counseling statements Discipline logs Separation checklists

ORGANIZATION CHART What does it do? How does it help? Gives you a “bird’s eye view” of the organization Shows relationship between departments and levels of employees (e.g. executive, management, supervisor, non-supervisor) How does it help? Helps you spot problems Compensation issues Labor law issues Helps with HR management and strategic planning

President Manager Supervisor Employee

JOB DESCRIPTIONS What do they do? How do they help? Determines who is responsible for a given task that is essential to the organization Focuses decision-making for managers and supervisors Communicates job requirements to employees Provides documentation for your legitimate, non-discriminatory business reasons How do they help?

JOB DESCRIPTIONS What to include: Resources that can help: Title FLSA status Essential functions Physical and mental demands Skills and qualifications Work environment Disclaimer Resources that can help: Business or professional organizations www.shrm.org www.shrmhawaii.org Government websites (Dictionary of Occupational Titles) Ask your HR friends

EMPLOYEE HANDBOOK What does it do? How does it help? Preparing one forces you to organize Addresses legal requirements & risk management issues Communication tool Guides management & employees through your structure How does it help? Compensation Benefits EEO HR management Risk management Labor relations Training

PROCEDURES MANUAL What does it do? How does it help? Guides supervisors & managers through their HR functions Provides information & tools to enable them to fulfill their HR functions Dovetails with employee handbook How does it help? Compensation Benefits EEO HR management Risk management Labor relations Training

REQUISITION FORM What does it do? How does it help? Focuses decision-making Coordinates efforts Keeps HR updated on operations Provides documentation How does it help? Hiring Compensation Benefits EEO HR management Labor relations Strategic HR

EMPLOYMENT APPLICATION What does it do? Guides managers & supervisors through HR function Provides information Focuses decision-making Provides documentation How does it help? Hiring Compensation EEO HR management

NEW HIRE CHECKLIST What does it do? How does it help? Ensures compliance Communication tool Risk management tool Provides documentation How does it help? Hiring Compensation Benefits EEO HR management Risk management Labor relations Training

PERSONNEL ACTION REPORT What does it do? Updates HR and management Tracks employment history Risk management tool Provides documentation How does it help? Compensation EEO HR management Risk management

LEAVE REQUEST FORM What does it do? How does it help? Guides supervisors & managers through their HR functions Provides information Ensures compliance Coordinates efforts Risk management tool Provides documentation How does it help? Benefits EEO HR management Risk management Labor relations

GRIEVANCE REPORT What does it do? How does it help? Guides supervisors & managers through their HR functions Provides information Ensures compliance Coordinates efforts Risk management tool Provides documentation How does it help? EEO HR management Risk management Labor relations

INVESTIGATION REPORT What does it do? How does it help? Guides supervisors & managers through their HR functions Provides information Ensures compliance Coordinates efforts Risk management tool Provides documentation How does it help? EEO HR management Risk management Labor relations

INVESTIGATION REPORT What should report contain? Investigator’s name, job title, department or office Scope of the investigation Subject(s) of the investigation Dates the investigation was conducted Brief summary of procedure followed Witnesses interviewed, documents gathered Note issues that came up and were deferred to other investigations Brief summary of what each witness said and the documents they provided Attach witness statements and documents Investigator’s factual findings (what happened and when) & conclusions Refer to witness statements that you found credible Point out corroborating testimony Point out documents that corroborate witness testimony Also point out what you found incredible and why it was incredible Explain your findings – should address factual issues investigator tasked to investigate Conclusions (if investigator is tasked to make conclusions) Investigator’s signature and date of report

COUNSELING & DISCIPLINE REPORT What does it do? Guides supervisors & managers through their HR functions Provides information Ensures compliance Coordinates efforts Risk management tool Provides documentation How does it help? EEO HR management Risk management Labor relations Training

DISCIPLINE LOG What does it do? How does it help? Guides supervisors & managers through their HR functions Provides information Ensures compliance Coordinates efforts Risk management tool Provides documentation How does it help? EEO HR management Risk management Labor relations

Employee Name Date of Infraction Infraction Discipline Imposed Date of Discipline Tom Boyd 1/2/2018 No call/no show Verbal Warning 1/3/2018 Dick Jones 1/31/2018 Insubordination Suspension (2 days) Mary Little 2/5/2018 Verbal warning 2/8/2018 2/15/2018 Written warning 2/16/2018 Harry Henderson 4/2/2018 Suspension (1 day) 4/3/2018

SEPARATION CHECKLIST What does it do? How does it help? Ensures compliance Communication tool Risk management tool Provides documentation How does it help? Compensation Benefits EEO HR management Risk management Labor relations

FINAL THOUGHTS Remember, purpose of HR forms is to communicate information & facilitate coordination Don’t get “hung up” on format Focus on gathering information that you need Make the forms clear and simple Train managers & supervisors to use the forms Review and update them on a regular basis

Questions?

Contact Information: Anna Elento-Sneed aes@esandalaw.com Tel: 729-9401