UNITED MAINTENANCE & CONTRACTING COMPANY Business Process Reengineering Human Resources Business Processes The Input area of the Beam is a shape with a picture fill. To change this, ensure you have the image you wish to use (ideally a .jpg or a .png file) in an accessible folder. The image should have a ratio of 1:1 to ensure it does not appear distorted. When choosing an Input image, follow the principles on The Branding Zone. Customize the Input area of the Beam as described below. In the View tab, click Slide Master from the Presentation Views group. Right-click on the Input graphic and select Format Picture. From the Fill menu, select Picture or texture fill and click Insert from file. Navigate to the folder containing the image you wish to insert in the Input area. Highlight the image and click Insert. You can now preview the image before continuing. If you are happy with how it looks, click OK to continue. Otherwise, repeat the process until you are happy with your selected image. To exit from Slide Master View, click Normal from the Presentation Views group in the View tab. The change you made to the Input graphic should now be visible on the slide.

Contents Objectives Introduction to Business Process Flows Human Resources Business Process Flows

Objectives This is a predetermined divider slide and should not be modified.

Objectives The key objectives of the Human Resources processes are as follows: Provide Yamama personnel with a reference document for an overview and understanding of key Human Resources Development Department processes. Ensure that human resources activities are conducted effectively and efficiently within a controlled environment. Facilitate the automation of human resources processes.

Introduction to Business Process Flows This is a predetermined divider slide and should not be modified.

Introduction to Business Process Flows A process is a series of related activities that “flow” through an organization. Processes are not limited to a single function or department and allow a view of activities from their initiation to their conclusion. Process flows allow a diagrammatic view of vital information pertaining to a process, including activities, responsibilities, inputs and outputs. It represents the sequential steps involved in converting a specific input into a required output. Process flows assist in breaking down functional areas to focus on a process view of the organization, aiding in assessing efficiencies and required controls. The human resources business processes have been developed taking into consideration the existing functions at UNIMAC.

Process Symbols This symbol starts the process This symbol represents a group of steps or activities to perform work (i.e. a process). Activity This symbol represents an activity to perform work defined in detail. This symbol may represent automated or manual activity. Decision This symbol represents a decision. Decisions are typically phased as “yes/no” questions. Look for a “yes” path and a “no” path out of this symbol This symbol represents information input / output, such as a report or document. This symbol does not always imply hard copy, as some are verbal. Input / Output Ref This symbol represents an off page reference. Indicates a cross-reference with another page of the flowchart This represents an input or output symbol of “Information Entered into System” or “Information Received from System”. Database End This symbol concludes the process.

Human Resources Process Flow Charts This is a predetermined divider slide and should not be modified.

Human Resources Processes Yamama Human Resources Development Department will perform the following main functions and processes: Human Resources Development Department Human Resources Processes 1.1 Manpower Planning and Recruitment 1.2 Training and Development 1.3 Performance Appraisal 1.4 Succession Planning

Manpower Planning and Recruitment The graphic on the divider slide is an AutoShape with a solid fill. To insert an appropriate image, ensure you have the image you wish to use (ideally a .jpg or a .png file) in an accessible folder. The image should have a ratio of 2:1 to ensure it does not appear distorted. In the View tab, click Slide Master from the Presentation Views group. Right-click on the graphic and select Format Shape. From the Fill menu, select Picture or texture fill and click Insert from file. Navigate to the folder containing the image you wish to insert in the divider slide graphic. Highlight the image and click Insert. You can now preview the image before continuing. If you are happy with how it looks, click OK to continue. Otherwise, repeat the process until you are happy with your selected image. To exit from Slide Master View, click Normal from the Presentation Views group in the View tab. The change you made to the divider slide graphic should now be visible on the slide.

1.1 Manpower Planning and Recruitment The following section displays the Manpower Planning Processes as indicated in the following table: Process Name Process Number Manpower Planning 1.1.1 Sourcing 1.1.2 Initial Screening 1.1.3 Selection 1.1.4 Appointment 1.1.5 New Employee Orientation 1.1.6 Probation Period 1.1.7

1.1 Manpower Planning and Recruitment إدترة الموارد البشرية Inputs Manpower Planning (1.1.1) Sourcing (1.1.2) الفرز الأولي Selection (1.1.4) Appointment (1.1.5) New Employee Orientation (1.1.6) Probation Period (1.1.7) Initial Screening (1.1.3) Human Resources Development Department Outputs

1.1.1 Manpower Planning Inputs Outputs Combined Manpower Plan Estimated Company’s Strategic Plans, Objectives and Trends Human Resources System 3. Collects the departments' manpower plans and budgets 1. Informs all departments to estimate their annual manpower requirements Human Resources Officer Respective Department Manager 2. Estimates manpower requirements of every department 4. Reviews the combined manpower plans and budgets and prepares his recommendations Human Resources Development Department Manager 5. Discusses all estimated manpower requirements with the relevant department managers Cont 1.1.1 6. Sends the manpower plan and combined budget to the Finance and IT Department Outputs Manpower Plan Combined Manpower Plan Estimated

1.1.1 Manpower Planning (Continued) Inputs Human Resources System Human Resources Development Department Manager Cont 1.1.1 Budget Finance and IT Department Outputs

1.1.2 Sourcing Inputs Human Resources Development Department Manager Job Description Request to fill a vacant position (R&S 01) 1. Reviews the manpower plan and budget to ensure that the manpower budget has not been surpassed Yes Approve Rejection 2. Rejects the request and sends it to the relevant party as per DOA Yes End Has the manpower budget been surpassed? Human Resources Development Department Manager No 3. Issues a job description request from the related department if the position is new No Cont 1.1.2 5. Prepares the job announcement contents and all job related information 4. Issues the job description and specifies the competencies and job level after discussion with the respective department manager Human Resources Officer Outputs Job Description

1.1.2 Sourcing (Continued) Inputs Outputs Human Resources Officer Announcement 6. Posts the job details, timeframe, terms and conditions onto the company's website Cont 1.1.2 Human Resources Officer 9. Presents the job announcement that contains the job details 7. Contacts the local and international agencies, newspapers and magazines End Human Resources Development Department 8. Negotiates with the recruitment agencies/ newspapers and develops the final format of the employment contract Human Resources Development Department Manager Yes Approve Contract No Outputs

1.1.3 Initial Screening Inputs Outputs Human Resources Officer Job Applications and C.Vs (R&S 02) Company Website 2. Rejects the applications and keeps them in the Database End Employment applications are consistent with job description and criteria 1. Compares job applications vis-à-vis initial screening criteria No Human Resources Officer 1.1.4 Selection 6. Prepares the final short list of applicants 3. Prepares a list of selected employment applications Yes Human Resources Development Department Manager 4. Reviews the list of nominees and issues his recommendations 5. Rejects employment applications and keeps them in the Database Yes Approval Respective Department Manager End No Outputs Human Resources System (Updated) Human Resources System (Updated) Final Short List

1.1.4 Selection Inputs Outputs Interviews Committee Candidates Interview Assessment Form (R&S 03) Selection Result Interview Assessment Form (R&S 03) Human Resources System 2. Sends letter of apology to the candidate Passed the interview End No 1. Conducts personal interviews with candidates Interviews Committee No 4. Sends the list of selected candidates, along with their results of test and interviews Passed the Test Yes Yes 3. Conducts required test Candidates 6. Selects the suitable candidate 5. Reviews the final selected list and results of interviews and tests Respective Department Manager 1.1.5 Recruitment Outputs Human Resources System (Updated) Interview Assessment Form (R&S 03) Selection Result

1.1.5 Appointment Inputs New Employee Outputs Human Resources Officer Employment Offer (R&S 04) Human Resources System HR Development Department / H R Development Department Manager 1. Determines the salary and other benefits for the new employee based on the Structure of Salaries and Benefits in the Company, and discusses that with the related party 1.1.4 Selection 1.1 Employee Record Management 5. Defines the work commencement date 4. Finalizes the employment formalities 3. Sends the employment offer to the new employee Human Resources Officer 2. Reviews and approves the employment offer as per DOA Respective Department Manager No Yes Accept the Offer New Employee Outputs Human Resources System (Updated) Employment Offer Signed (R&S 04)

1.1.6 New Employee Orientation Inputs Orientation Tools or Means Human Resources Development Department Manager 2. Introduces the new employee to the department managers and section heads 4. Gives an introductory presentation on the Company and its general procedures and regulations 1. Introduce the new employee with orientation tools and means and allocates a dedicated colleague to direct him 3. Ensures that all administrative matters are accomplished Human Resources Officer Respective Department Manager 6. Introduces the new employee to the employees at job site 5. Explains job requirements and procedures to the new employee End Outputs

1.1.7 Probation Period Inputs Human Resources Officer End Human Resources System Probation Period Performance Appraisal Form (R&S 06) 1. Sends an email to the related department manager to start performance appraisal during the 3 months probationary period as of recruitment date. Human Resources Officer 6. Amend the employee's record End 5. Fixing the new employee and inform the Human Resources Officer Has the employee passed the probationary period successfully Yes 2. Evaluates his performance during the probationary period and sends the evaluation to the relevant employee Immediate Supervisor 1.7.2 Termination of Services (on desire of Immediate Supervisor) 4. Notify the Human Resources Officer about termination of the services of the employee No 3. Discusses the evaluation with his immediate supervisor New Employee Outputs Human Resources System (Updated)

Training and Development The graphic on the divider slide is an AutoShape with a solid fill. To insert an appropriate image, ensure you have the image you wish to use (ideally a .jpg or a .png file) in an accessible folder. The image should have a ratio of 2:1 to ensure it does not appear distorted. In the View tab, click Slide Master from the Presentation Views group. Right-click on the graphic and select Format Shape. From the Fill menu, select Picture or texture fill and click Insert from file. Navigate to the folder containing the image you wish to insert in the divider slide graphic. Highlight the image and click Insert. You can now preview the image before continuing. If you are happy with how it looks, click OK to continue. Otherwise, repeat the process until you are happy with your selected image. To exit from Slide Master View, click Normal from the Presentation Views group in the View tab. The change you made to the divider slide graphic should now be visible on the slide.

1.2 Training and Development The following section displays the Training and Development Processes as indicated in the following table: Process Name Process Number Training Needs Assessment 1.2.1 Training Plan and Budget 1.2.2 Training Delivery 1.2.3 Training Evaluation 1.2.4

1.2 Training and Development إدترة الموارد البشرية Inputs Training Plan and Budget (1.2.2) Training Needs Assessment (1.2.1) Human Resources Development Department Training Evaluation (1.2.4) Training Delivery (1.2.3) Outputs

1.2.1 Training Needs Assessment Inputs Human Resources System Job Description / Performance Appraisal 3. Collate the data 2. Enters the individual training needs in the Human Resources System and collates data 1. Compares individual training requirements vis-à-vis job description and position needs Human Resources Officer Human Resources Development Department / Human Resources Development Manager 1.2.2 Training Plan and Budget 6. Translates the training needs analysis into training plan 4. Formulates the final individual training needs 5. discusses and approves the individual training needs for every employee Respective Department Manager Outputs Human Resources System (Updated)

1.2.2 Training Plan and Budget Inputs Human Resources System 1. Formulates the initial training plan and budget based on training needs Human Resources Officer HR Development Department / HR Development Manager 2. Evaluates and reviews the initial training plan and budget and discusses it with department managers 1.2.3 Implements Training Plan Yes Human Resources Department Manager Approval of initial training plan and budget 3. Reviews and approves the initial training plan and budget as per DOA Budget and IT Department Finance No Outputs Human Resources System (Updated)

1.2.3 Training Delivery Inputs Human Resources Officer Trainees Nominees Form (T&D01) Human Resources System 4. Sends a statement on training to the trainees including training venue and time 1. Ensures training with the respective department manager and training provider Human Resources Officer 5. Ascertains attendance of the employee 2. Ensure readiness of employees for training Respective Department Manager 1.2.4 Program Assessment 6. Conduct training 3. Confirms the training and attendance of the trainer Training Provider Outputs

1.2.4 Training Evaluation Inputs Employee Immediate Supervisor Training Assessment Form (T&D 02) 4. Sends the training evaluation report to Human Resources Development Department 3. Provides presentation for employees on the provided training and participation and acquired knowledge 1. Completes the training evaluation form Employee 2. Reviews training materials with the trainees and discusses the training in general Immediate Supervisor 5. Updates the employee's record and collects and analyzes the training evaluation forms Human Resources Officer End Outputs Training Assessment Forms (T&D02) Human Resources System (Updated)

Performance Appraisal The graphic on the divider slide is an AutoShape with a solid fill. To insert an appropriate image, ensure you have the image you wish to use (ideally a .jpg or a .png file) in an accessible folder. The image should have a ratio of 2:1 to ensure it does not appear distorted. In the View tab, click Slide Master from the Presentation Views group. Right-click on the graphic and select Format Shape. From the Fill menu, select Picture or texture fill and click Insert from file. Navigate to the folder containing the image you wish to insert in the divider slide graphic. Highlight the image and click Insert. You can now preview the image before continuing. If you are happy with how it looks, click OK to continue. Otherwise, repeat the process until you are happy with your selected image. To exit from Slide Master View, click Normal from the Presentation Views group in the View tab. The change you made to the divider slide graphic should now be visible on the slide.

1.3 Performance Appraisal The following section displays the Performance Appraisal Processes as indicated in the following table: Process Name Process Number Setting Performance Objectives 1.3.1 Performance Progress Assessment 1.3.2 Annual Performance Appraisal 1.3.3 Promotion 1.3.4

1.3 Performance Appraisal إدترة الموارد البشرية Inputs Performance Progress Assessment (1.3.2) Determining Performance Objective (1.3.1) Human Resources Development Department Promotion (1.3.4) Annual Performance Appraisal (1.3.3) Outputs

1.3.1 Setting Performance Objectives Inputs Human Resources System 1. Informs all departments to start setting up their employees annual objectives HR Development Department Manager 2. Holds a meeting with his employees to setup the objectives Respective Department Manager 1.3.2 Performance Progress Assessment 5. Approves the employee's performance objectives, and documents such objectives and measurement criteria 3. Develop, explain and review the department's general objectives and performance measurement criteria for the relevant employees Immediate Supervisor 4. Sets up his own objectives in line with the general objectives Employee Outputs Human Resources System (Updated) Objectives and Performance Measures

1.3.2 Performance Progress Assessment Inputs Human Resources System 1. Informs department managers to start the performance appraisal process Human Resources Officer 2. Holds appraisal meetings on periodic basis and if needed, to review the employee's performance 1.3.3 Annual Performance Appraisal 4. Documents the results of continued performance appraisal Immediate Supervisor 3. Views the continued performance appraisal and agrees on it Employee Outputs Human Resources System (Updated)

1.3.3 Annual Performance Appraisal Inputs Performance Appraisal Form (PA 01) Performance Appraisal Form (PA 01) 2. Distributes the annual performance appraisal forms to immediate supervisor 1. Informs immediate mangers to start the annual performance appraisal process Human Resources Officer 5. Signs the final annual appraisal from and forwards it to Human Recourses Development Department 3. Completes the forms and discusses the agreed performance objectives with the employee Immediate Supervisor End 4. Signs the final annual appraisal from Views the results of annual performance appraisals and agrees on them Yes Employee 1.6.2 Grievance No Outputs Performance Appraisal Form (PA 01)

1.3.4 Promotion Inputs End Outputs Respective Department Manager Promotion Permission (PA 02) Performance Appraisal Results and Recommendations 4. Informs the concerned department with the appraisal results 1. Provides recommendations to promote the employee Respective Department Manager No Yes 5. Issuance of promotion form to the employee Employee Promotion 3. Obtains approvals shall be obtained as per DOA 2. Reviews the recommendation vis-à-vis promotion criteria Human Resources Development Department Manager 6. Updates the employee's personal file (Records) Employee Affairs Department End Outputs Human Resources System (Updated) Human Resources System (Updated) Promotion Permission (PA 02)

Succession Planning The graphic on the divider slide is an AutoShape with a solid fill. To insert an appropriate image, ensure you have the image you wish to use (ideally a .jpg or a .png file) in an accessible folder. The image should have a ratio of 2:1 to ensure it does not appear distorted. In the View tab, click Slide Master from the Presentation Views group. Right-click on the graphic and select Format Shape. From the Fill menu, select Picture or texture fill and click Insert from file. Navigate to the folder containing the image you wish to insert in the divider slide graphic. Highlight the image and click Insert. You can now preview the image before continuing. If you are happy with how it looks, click OK to continue. Otherwise, repeat the process until you are happy with your selected image. To exit from Slide Master View, click Normal from the Presentation Views group in the View tab. The change you made to the divider slide graphic should now be visible on the slide.

1.4 Succession Planning The following section displays the Succession Planning Processes as indicated in the following table: Process Name Process Number Identifying Successors 1.4.1 Developing Successors 1.4.2

1.4 Succession Planning إدترة الموارد البشرية Inputs Developing Successors (1.4.2) Identifying Successors (1.4.1) Human Resources Development Department Outputs

1.4.1 Identifying successors إدترة الموارد البشرية Inputs Successors’ Plan Form (SP 01) Does the candidate meets selection criteria Human Resources Development Department Manager 4. Develops a succession plan in coordination with the respective department manager Yes 1. Notifies department managers to identify the key positions according to succession criteria No 3. Nominates 2 successors for every key position 2. Identifies the key positions in his department Respective Department Manager Yes No 1.4.2 Successors Development Approval of Succession Plan Human Resources Department Manager Outputs Human Resources System (Updated) Succession Plan Form (SP 01)

1.4.2 Developing Successors إدترة الموارد البشرية Inputs Development Plan 1. Defines the development needs of nominated employees and prepares a development plan and discusses it with Human Resources Department Manager Human Resources Development Department Manager 3. Conducts an annual review of the development plan and submits its opinion to the Human Resources Development Manager Human Resources Development Department 2. Implements the employee's development plan in coordination with the related department End Human Resources Department Manager Yes Approval of Development Plan No Outputs Successors’ Development Plan Human Resources System (Updated) Development Plan