1. HR Check-ups: What We Find
Presented by: Judy Giddings, PHR, CP

2. Welcome & Introductions

3. HR’s #1 Objective

4. HR Check-Up

5. Employee Handbooks Don’t Exist Law Firm “cookie cutter” legal jargon
LegalZoom online versions
Disclaimers everywhere - terrible for recruiting employees
Out of Date with employment laws
Not Employee or Associate Friendly

6. Job Descriptions Don’t Exist Out of Date Designation of “reports to”
ADA Compliant
Job Safety Analysis Connection - DUPONT
Employee signature
@point of employment offer

7. Job Descriptions
Performance Management & Appraisal Programs tied directly to JD
WC – minimum essential job functions
FLSA category designated Exempt or Non Exempt
JD’s and 1099 Outside Contractor

8. Required Posters
By State and Federal Government

9. Record Retention Develop a Records Retention Policy & Procedure –
Employee Records
Retention Period
Current Personnel Files
Maintain while employed
Terminated Personnel Files
7 years
Employment Applications
1-3 years
Employment Taxes, Payroll Records

10. Record Retention – I-9’s
Employee Records
Retention Period
I-9’s Current Employees
Permanent
Terminated Employees
Retain 3 years after hire and/or 1 year after termination, whichever is later.

11. Records – I-9’s I-9 Files non existent
Documents accepted List A or List B and C
Inconsistent practice in supporting documents
Records separate from Personnel Files, I-9’s and Med Files
Employee has not signed and/or dated
HR portion of form blank

12. HR Policies & Procedures
Don’t Exist
Not User Friendly
Focused more on the Policy than the Goal
Unknown & Never Communicated
NOT Followed
Mixed in with office equipment policies

13. (Usually non existent or exceptions are the rule.)
Hiring Process
Corporate formal written hiring process.
(Usually non existent or exceptions are the rule.)
Formal assessment tools used prior to employment - Devine
Inadequate or no background checks prior to hire (non-profits/volunteers) InfoMart
Formal orientation program

14. Hiring Process
Follow up on new hires 30, 60, 90 days – 6 months, i.e. employee retention
Explanation of the cost of benefits in orientation

15. Training & Development
Training tied to essential job functions with time tables for completion.
Progress reports on training by individual or team
Training tied into performance evaluations or organizational development activities

16. Organizational Development
Strategic plan led by HR defining
what, where, when and how specific organizational activities to support the Vision, Mission and Culture
Continuous Improvement, TQM.

17. Organizational Development
T&D “Flavor of the Month” –
disorganized approach
Succession Planning and fast track advancement in the company.

18. Compensation & Benefits
Compensation & Benefits Survey conducted on an annual basis – are we competitive in the job market?
Pay rates and ranges based on the market and comparable jobs

19. Compensation & Benefits
Total company cost of compensation and benefits -
“Hidden Pay Check Letter to the Home”

20. Compensation & Benefits
Compensation tied to job performance.
Across the board increases.

21. Comp & Benefits Survey Watson Wyatt, Towers & Cooper, Mercer
survey data used for senior level management salaries and total compensation packages

22. Leave(s) of Absences Written attendance policy
Leave(s) policy – PTO, FMLA eligible, Military, Bereavement, etc.

23. Employee Relations
Consistent pre-hire screening, assessing and thorough background checking.
Orientation, on boarding.
Feedback review of 30, 60 and 90 days “how are things going?
Explanation of pay ranges and how you
can advance with our company.
Training in basic safety rules.

24. Employee Relations
Non union philosophy statement shared with associates. We at XYZ company believe that we can solve any and all problems without the interference from any outside third party group.

25. Employee Relations & Safety
Preamble of OSHA’s Federal Register with OSHA rules and regulations will show you that the AFL/CIO helped initiate the start of OSHA.

26. Safety
Job Descriptions do not address physical and mental needs of the job to satisfy ADA, or workers compensation.
Safety committees addressing issues, perform inspections and investigate accidents.

27. Safety MSDS, HazCom, Bloodborne Pathogen program
Emergency evacuation procedures or annual practice drills.
Disaster recovery or business continuity program.

28. Good News All of this can be corrected through these steps:
Awareness: Identify the problem.
Communicate: Describe why we need to correct
Organize: Prioritize on how will we do it
Execute: Do it!

29. Questions & Answers Strategic HR Partners Judy Giddings, PHR, CP