1. HR Department Roles & Responsibilities SOP

2. Manpower Planning & Budgeting SOP

3. Organization Structure & Job Evaluation SOP

4. HR Policy Creation & Communication SOP

CORE HR SOPs – DETAILED EXPLANATION

HR Department Roles & Responsibilities SOP

Objective

To clearly define the roles, authority, and accountability of the HR department to ensure smooth HR operations and avoid role conflicts.

Scope

Applies to HR Head, HR Manager, HR Executive, Recruiters, Payroll Officers, and HR support staff.

Key Responsibilities

Strategic HR Functions

• Workforce planning

• HR policy formulation

• Talent management strategy

• Employee engagement initiatives

Operational HR Functions

• Recruitment & onboarding

• Attendance & leave management

• Payroll coordination

• Employee records maintenance

Compliance & Legal

• Labour law compliance

• Statutory filings (PF, ESI, PT)

• POSH compliance

• HR audits

Procedure

1. Define HR roles based on organization size

2. Assign responsibilities through job descriptions

3. Communicate roles to management & employees

4. Review roles annually

Output / Records

• HR Organization Chart

• HR Job Descriptions

• Responsibility Matrix (RACI)

________________________________________

Manpower Planning & Budgeting SOP

Objective

To ensure the right number of employees with the right skills are available at the right time within the approved budget.

Scope

Covers permanent, contract, temporary, and trainee employees.

Key Activities

• Current workforce analysis

• Forecasting manpower requirements

• Skill gap identification

• Budget estimation (CTC, benefits, training costs)

Procedure

1. Department submits manpower requirement

2. HR analyzes workload & productivity

3. HR prepares manpower plan & cost budget

4. Finance validates budget

5. Management approval

6. Recruitment initiation

Budget Components

• Salary & wages

• Statutory costs (PF, ESI, Gratuity)

• Recruitment costs

• Training & development costs

Output / Records

• Manpower Plan

• Annual HR Budget

• Approval Notes

________________________________________

Organization Structure & Job Evaluation SOP

Objective

To establish a clear reporting structure, role clarity, and fair compensation framework.

Scope

Applies to all existing and new positions.

Organization Structure Includes

• Hierarchy levels

• Reporting relationships

• Span of control

• Departmental alignment

Job Evaluation Purpose

• Determine job worth

• Maintain internal pay equity

• Support salary structure & grades

Common Job Evaluation Methods

• Ranking method

• Point factor method

• Classification method

Procedure

1. Job analysis & job description creation

2. Evaluate job using selected method

3. Assign job grade/band

4. Align compensation structure

5. Review periodically

Output / Records

• Organization Chart

• Job Descriptions

• Job Grades & Bands

________________________________________

HR Policy Creation & Communication SOP

Objective

To develop, approve, and communicate clear HR policies that ensure consistency, compliance, and fairness.

Scope

Applies to all employees.

Types of HR Policies

• Leave & attendance policy

• Code of conduct

• POSH policy

• Remote work policy

• Disciplinary policy

Policy Development Process

1. Identify policy requirement

2. Draft policy aligned with labour laws

3. Legal & management review

4. Final approval

5. Policy release

Communication Methods

• Employee handbook

• Email communication

• Induction sessions

• HRMS portal

Review & Amendment

• Reviewed annually

• Updated due to law changes or business needs

Output / Records

• HR Policy Manual

• Employee Acknowledgement Forms

• Policy Amendment Notes

HR SOPs - CORE HR SOPs

HR SOPs - CORE HR SOPs

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