1. United Maintenance and Contracting Company Business Process Reengineering Employee Affairs Business Processes
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2. Contents Objectives Introduction to Business Process Flows
Employee Affairs Business Process Flows

3. Objectives
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4. Objectives
The key objectives of the Employee Affairs processes are as follows:
Provide UNIMAC personnel with a reference document for an overview and understanding of key Employee Affairs Department processes.
Ensure that employee affairs activities are conducted effectively and efficiently within a controlled environment.
Facilitate the automation of employee affairs processes.

5. Introduction to Business Process Flows
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6. 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 employee affairs business processes have been developed taking into consideration the existing functions at UNIMAC.

7. 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.

8. Employee Affairs Process Flow Charts
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9. Employee Affairs Process Flow Charts
The Employee Affairs Department at UNIMAC will perform the following functions and major processes as indicated in the following table:
Employee Affairs Department
Employee Affairs Department Processes
1.1 Employee Record Administration
1.2 Time and Attendance
1.3 Payroll
1.4 Leaves
1.5 Allowances and Benefits
1.6 Disciplinary Actions and Grievance
1.7 Resignation and Termination of Services

10. Employee Record Administration
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11. 1.1 Employee Record Administration
The following section displays the Employee Record Administration Processes as indicated in the following table:
Process Name
Process Number
Employee Record Creation
1.1.1
Employee Record Maintenance
1.1.2

12. 1.1 Employee Record Administration
إدترة الموارد البشرية
Inputs
Employee Record Maintenance
(1.1.2)
Employee Record Creation
(1.1.1)
Employee Affairs Department
Outputs

13. 1.1.1 Employee Record Creation
إدترة الموارد البشرية
Inputs
Work Commencement Form
(R&S 05)
Employment Offer (Signed)
(R&S 04)
Human Resources System
6. Issues an identification badge to the employee and finalizes the remaining procedures related to the new employee
4. Sends the work commencement form to the respective department manager
3. Creates a record for the new employee
2. Reviews and completes the required information
1. Receives the employment offer and contract
Employee Affairs Officer
End
5. Fills the work commencement form and sends it to Employee Affairs Department
Respective Department Manager
Outputs
Work Commencement Form
(R&S 05)

14. 1.1.2 Employee Record Maintenance
إدترة الموارد البشرية
Inputs
Human Resources System
Documents
1. Receives any documents necessitate amendment of the employee's record
3. Amends the employee's record
2. Reviews and completes the required information
Employee Affairs Officer
End
Outputs
Human Resources System (Updated)

15. Time and Attendance
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16. 1.2 Time and Attendance
The following section displays the Time and Attendance Processes as indicated in the following table:
Process Name
Process Number
Time and Attendance
1.2.1

17. 1.2 Time and Attendance إدترة الموارد البشرية Inputs
(1.2.1)
Employee Affairs Department
Outputs

18. 1.2.1 Attendance إدترة الموارد البشرية Inputs Outputs
Attendance Reports
4. Sends copies of the updated reports to every one of department managers for review and validation
3. Updates the reports as per Employee Affairs Department Manager's recommendations,
1. Produces all attendance reports for different departments and forwards them to the Manager of Employee Affairs Department for Review
1.1.2 Updates the employee’s record
Employee Affairs Officer
Employee Affairs Department Manager
2. reviews the reports and provides his recommendations
Respective Department Manager
5. Reviews the reports and returns them to Human Resources Department Upon approval
Outputs
Attendance Reports (Updated)

19. Payroll
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20. 1.3 Payroll
The following section displays the Payroll Processes as indicated in the following table:
Process Name
Process Number
Social Insurance
1.3.1
Payroll Preparation
1.3.2

21. 1.3 Payroll إدترة الموارد البشرية Inputs Payroll Preparation (1.3.2)
Social Insurance
(1.3.1)
Employee Affairs Department
Outputs

22. 1.3.1 Social Insurance Inputs End Outputs Employee Affairs Officer
Human Resources System
1. Issues the monthly annual social insurance reports and forwards them to Human Resources Department Manager for review
3. Corrects such errors through Human Resources System
Employee Affairs Officer
Yes
2. Reviews and approves the reports
Employee Affairs Department Manager
6. Sends approved reports to the General Organization for Social Insurance (GOSI)
4. Sends the reports to Finance and Information Technology Department for final review and approval
There are errors
End No
5. Review and approve the reports
Finance and IT Department
Outputs
GOSI Reports

23. 1.3.2 Payroll Preparation Inputs Payroll Manager
HR/ Employee Affairs System
Attendance Reports
1. Reviews and verifies the calculation of all deductions, allowances and increments within the last 2 weeks of every month
5. Validates information and updating of Payroll
3. Prepares the full payroll and forwards it to the Manager of Employee Affairs Department for review
2. Enters all deductions, allowances, and salary increments in the Human Resources System
Payroll Manager No
Differences are justified
Employee Affairs Department Manager
Yes
There are Differences
4. Reviews the payroll and ensures non-existence of unjustified differences from the previous month
Yes
Cont
1.3.2 No
Outputs
Payroll
(Updated)
Payroll

24. 1.3.2 Payroll Preparation (Cont)
Inputs
6. Prepares the final updated payroll
Cont
1.3.2
Payroll Manager
7. Reviews the final payroll and forwards it to Human Resources Development Manager for approval as per DOA
Employee Affairs Department Manager
Human Resources Department Manager
8. Approves the final payroll as per DOA
Processes Payroll
Finance and IT Department
Outputs
Human Resources System (Updated)
Final Payroll

25. Leaves
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26. 1.4 Leaves
The following section displays the Leave Processes as indicated in the following table:
Process Name
Process Number
Leaves
1.4.1

27. 1.4 Leaves إدترة الموارد البشرية Inputs Employee Affairs Department
(1.4.1)
Employee Affairs Department
Outputs

28. 1.4.1 Leaves Inputs Immediate Supervisor Employee Affairs Officer End
Leave Request Form
1. Completes the relevant leave form and forwards it to his immediate supervisor for initial approval
Employee
3.Iinforms the concerned employee if the request is rejected No
2. approves or rejects the leave request based on work requirements and pressure
Approval
Immediate Supervisor
4. Informs the Employee Affairs Department in case the request is approved
Yes
6. Informs the concerned employee if the request is rejected. No
5. Checks the request to ensure its correctness and completeness and verify the eligibility of the employee to avail the requested leave after viewing his current leave balance
Approval
Employee Affairs Officer
7. Revises the employee's leave balance in Human Resources System, and ensures updating of the payroll and informs the employee accordingly
End
Yes
Outputs
Payroll (Updated)
Human Resources System (Updated)
Leave Request Form

29. Allowances and Benefits
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30. 1.5 Allowances and Benefits
The following section displays the Allowances and Benefits Processes as indicated in the following table:
Process Name
Process Number
Advance Payments
1.5.1
Occupational Injury Allowance
1.5.2

31. 1.5 Allowances and Benefits
إدترة الموارد البشرية
Inputs
Occupational Injury Allowance
(1.5.2)
Advance Payments
(1.5.1)
Employee Affairs Department
Outputs

32. 1.5.1 Advance Payments Inputs End End Outputs Employee
Advance/Leave Request Form
1. Submits an advance / loan request to Employee Affairs Department
Employee
4. If the request is approved, it will be forwarded to Finance and Information Technology Department
Yes
Employee Affairs Department Manager
Approval
2. Examines the request and takes the necessary decision. No
6. Notifies the employee with the final decision, whether positive or negative
3. the request is rejected, notifies the employee accordingly
Employee Affairs Officer
End
End
5. Examines the request. and approves it as per DOA
Finance and IT Department
Outputs

33. 1.5.2 Occupational Injury Allowance
Inputs
"Investigation data on legality of Injury" form
An Employee Injury
Occupational Health Section Officer
1. Takes the employee to the medical clinic in the plant
Occupational Health Section Head (Yamama Physician)
5. Upon receiving the medical reports from GOSI, the Company Physician notified Employee Affairs Department
4. Coordinate s transporting the injured employee to GOSI hospital via Company's ambulance
3. Prepares an initial report on the injury by completing the form "Investigation data on legality of Injury"
2. Provides first aid treatment for the employee
6. Forwards the report to Finance and Information Technology Department to process payment of the remaining employee entitlements
Employee Affairs Department Accountant
1.3.2 Prepares Payroll
Finance and Information Technology Department
7. Finalize payment of the remaining employee’s entitlements
End
Outputs
"Investigation data on legality of Injury" form

34. Disciplinary Actions and Grievance
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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.
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35. 1.6 Disciplinary Actions and Grievance
The following section displays the Processes relating to Disciplinary Actions and Grievances as indicated in the following table:
Process Name
Process Number
Disciplinary Actions
1.6.1
Grievances
1.6.2

36. 1.6 Disciplinary Actions and Grievance
إدترة الموارد البشرية
Inputs
Grievance
(1.6.2)
Disciplinary Actions
(1.6.1)
Employee Affairs Department
Outputs

37. 1.6.1 Disciplinary Actions Inputs Respective Department Manager End
Violation Form
1. Informs Employee Affairs Department about his intension to take disciplinary action against an employee in his department
Respective Department Manager
5. Forwards his decision to the employee's immediate supervisor and the employee will be notified in writing with the decision
4. Determines the disciplinary action against the employee based on the result of interview, according to the Kingdom's regulations and Company's polices
3. Validates, during the meeting, the breach incident and inquires from the employee on the causes of his misconduct
2. Notifies the related employee with the content of the complaint raised against him and asks him to attend a disciplinary action interview
6. The disciplinary action decision will be formally issued
Employee Affairs Department Manager
End
Yes
1.6.2 Grievance
Employee Approval
Employee No
Outputs
Disciplinary Action Form (PA Affairs 02)
Employee Notification in writing

38. 1.6.2 Grievances Inputs End End Outputs Employee
Grievance Form
(P.Affairs 01)
Grievance Form
(P.Affairs 01)
1. Submits a written complaint to the relevant department manager
3. Resorts to the Manager of Human Resources Department
Employee No
Resolve Grievance
2. Tries to resolve the complaint
Respective Department Manager
End
Yes
Cont 1.6.2 No
Resolve Grievance
4. Tries to resolve the complaint
Human Resources Department Manager
End
Yes
Outputs
Grievance Form
(P.Affairs 01)
Grievance Form
(P.Affairs 01)

39. 1.6.2 Grievances (Cont) Inputs Employee Company General Manager End
Grievance Form
(P.Affairs 01)
6. Raises the matter to the Ministry of Labor
Employee No
Yes
Resolve Grievance
5. Tries to resolve the complaint
Company General Manager
Cont 1.6.2
End
Outputs

40. Resignation and Termination of Services
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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.
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41. 1.7 Resignation and Termination of Services
The following section displays the Processes relating to Resignation and Termination of Services as indicated in the following table:
Process Name
Process Number
Resignation
1.7.1
Termination of Services (Based on Immediate Supervisor Request)
1.7.2
Termination of Services (Based on Employee Request)
1.7.3

42. 1.7 Resignation and Termination of Services
إدترة الموارد البشرية
Inputs
Termination of Services (Based on Employee Request)
(1.7.3)
Termination of Services (Based on Immediate Supervisor Request)
(1.7.2)
Resignation
(1.7.1)
Employee Affairs Department
Outputs

43. 1.7.1 Resignation Inputs End Outputs Employee Immediate Supervisor
Resignation Form
Yes
Accept Rejection
4. Reevaluate the resignation causes and take the final decision
1. Complete and send the resignation form to his immediate supervisor
End
Employee No
2. Seeks to know the causes of resignation
Immediate Supervisor No No
5. Approves the resignation request and postpone it according to work requirements
3. Investigates the resignation request and responds to it
6. Issues the termination decision as per DOA
Yes
Accept Resignation
Yes
Accept Resignation
Respective Main Department manager
7. Arranges the termination of the employee services through finalizing the necessary actions (end of service certificate, clearance, etc.).
Employee Affairs Department Manager
Cont 1.7.1
Outputs
Human Resources System (Updated)
Clearance Certificate (Admin 01)

44. 1.7.1 Resignation (Cont) Inputs Outputs
Personal Interview Exit Form
(P. Affairs 04)
Human Resources Department Manager / Employee Affairs Department Manager
8. Conducts the exit interview with that employee
Cont 1.7.1
1.2.2 Update Employee Record
Employee Affairs Department
Outputs

45. 1.7.2 Termination of Services (Based on Immediate Supervisor Request)
Inputs
Personal Interview Exit Form
(P. Affairs 04)
Reasons of Termination of Services
1. Informs the Human Resources Manager of his desire to terminate the services of an employee in his department
Respective Department Manager
Employee Affairs Department/ Employee Affairs Department Manager
1.1.2 Update Employee Record
3. Arranges for termination of the employee's services through finalizing the necessary actions (end of service certificate, clearance, etc.).
2. Notifies the relevant employee of the resolution on terminating his services and causes for that based on the instructions of the Human Resources Manager
Yes
1.6.2 Grievance
Accept Termination No
Employee
HR Department Manager/ Employee Affairs Department Manager
4. Conducts the exit interview with that employee
Outputs
Human Resources System (Updated)
Clearance Certificate (Admin 01)

46. 1.7.3 Termination of Services (Based on Employee Request)
Inputs
Personal Interview Exit Form
(P. Affairs 04)
Reasons of Termination
1. Informs his immediate supervisor of his desire not to renew his contract
Employee
2. Inquires on the causes of that and notifies Employee Affairs Department accordingly
Immediate Supervisor
3. Arranges for termination of the employee services through finalizing the necessary actions (end of service certificate, clearance, etc.). after obtaining the required approvals as per DOA
Employee Affairs Department/ Employee Affairs Department Manager
1.1.2 Update employee record
HR Department Manager/ Employee Affairs Department Manager
4. Conducts the exit interview with that employee
Outputs
Human Resources System (Updated)
Clearance Certificate (Admin 01(