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HR Reports

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Preface 

This book is concerned with management of people. People in organisations, endowed with a range of abilities, talents and attitudes influence the productivity, quality and profitability of the organisation. People set overall strategies and goals, design work systems, produce goods and services, monitor quality, allocate financial resources and market the products and services. Individuals, therefore, become “ human resources” by virtue of the roles they play in their organisation.

In theory, the management of people is not different from the management of other resources of organisations. In practice, it becomes different because of the nature of the resource, viz., people.
 
The human resources differ from other resources the management uses partly because individuals are endowed with personality traits, gender, role perception and differences in experience and partly as a result of differences in motivation and commitment.
 
Today human resource management has a greater impact on corporate profit than it had ever before. Until recently, the human resources function was considered to be a peripheral concern and was not taken seriously by aggressive profit oriented mainstream managers. The human resources manager was usually a functional specialist, mostly concerned with routine matters and, more often than not, confined to industrial relations, salary administration, and workforce planning at the organisation’s lower level. His/her contribution to overall corporate performance and profitability was never adequately recognised.
 
But today, both the workforce and the work itself have entered a period of rapid and profound change. New employee attitudes toward work, new legislations, the growing concern for individual rights, and the complexity of costs of employee benefits have made the human resources function of prime importance. The perception that employees are repositories of knowledge and skills, the realisation that employee motivation and job satisfaction can have significant effects on quality and profitability, and the appreciation of the need to retain trained and experienced personnel are some of these factors.
 
So the management of human resources has taken its place alongside finance, marketing and information technology. The human resources manager has come to enjoy the confidence of top management in matters of development, planning and strategy formulation. Because the human resources manager is making important policy decisions, he/she must also be knowledgeable about and sensitive to the environment in which the corporation operates.
 
The human resources manager is primarily concerned with maximising returns on the corporation’s greatest resource, viz., people. The success of the human resources manager affects the very survival of the organisation. A breakdown in employment, appraisal, training, and compensation systems can have immediate and damaging consequences to the operations of the company.
 
In any business organisation many individuals/ groups are involved in managing different HR aspects. Employees are recruited, promoted, transferred, terminated, retired and granted leave and increases in pay. Can all decisions on these issues be consistent with the best interests of both the company and the employee? Without guidance, such decisions can defeat the purpose of the company, can cause employee disaffection and can tarnish the reputation of the company.
 
So HR decisions must be made on the basis of truly enlightened policies and principles. It is imperative that all those on the decision chain be fully aware of these guiding principles and follow them in their day- to- day professional practice.
 
This book is conceived of as a means to achieving this purpose viz., a clear and concise presentation of the standard documentation principles and practices that modern HR manager can adapt/adopt according to the requirements of their specific professional contexts.
 
Generation of various documents and human resource reports designated by the term  “HR Reports” here begins with an analysis of information needs answering the question “who needs what, when, in what form and for what purpose?” The top management needs information of a certain level of comprehensiveness and generality. HR reports will, therefore, vary in nature, content and format. Other divisions in the company need information on their specific area of responsibility. Different HR reports will therefore have to be developed and submitted.
 
As the management of human resources is becoming more professional and sophisticated, the volume and variety of reports are increasing. It is inconceivable that human resources department can operate efficiently even one day without the use of a report. This book is intended as a professional guide to HR managers faced with the enormous variety of reporting types and formats.

The book “HR Reports” includes model reports to secure, interview, employ, orient, appraise, evaluate, promote, train, reward, and retire employees. In addition, useful survey questionnaires on performance management, HRD climate, compensation management, employee exit etc, are provided to help the reader. The objective of reports published in the book is to contribute to the success of people managers.
 
The reports presented in the book are arranged in a chronological sequence. It starts with a job advertisement and ends with full and final settlement of employee dues.
 
In the coming decades, the economy is going to rely heavily on knowledge-based industries. In such a scenario, people management will assume critical importance, and the role of HR manager will become that of a catalytic agent in the process of business development. It is hoped that the book will provide ready reference to HR managers in discharging their functions.
 
The insider perspective that this book provides of the HR profession will turn out to be valuable for Management students in general and aspirants to HR management positions in particular. Students and job seekers can use this book to acquire a feel of the real world of the HR manager.
 
The ultimate test of any book is acceptance by its readers. My earlier law books in Kannada viz., “Kaarmika Kanoonu Mattu Maadari Patragalu”, “Karmika Sanghagala Kayide Mattu Niyamagalu” and “Kaigarika Kayidegalu” have passed this test laudably. These books have been bought not only by institutional libraries, but individual professionals as well. I believe that the present volume, unique as it is, will meet the needs of all those who are concerned with managing people.

M.R.Nataraj
​
Contents

​
  1. Personal Mission Statement
  2. Job Advertisement In Newspapers
  3. Sample Display Advertisement For The Position Of `Human Resources Manager’
  4. Internal Job Advertisement
  5. Employee Referral Programme
  6. Job Analysis Questionnaire
  7. Solicited Letter Of Application
  8. Unsolicited Letter Of Application
  9. An Ideal Bio-Data
  10. Writing A Professional Resume
  11. Pre Interview/ Company Application Form
  12. Interview Letter
  13. Application For Reimbursement Of Conveyance
  14. Interview Follow-Up Letter
  15. Interview Evaluation Sheet
  16. Interview Assessment Sheet 
  17. Letter To An Unsuccessful Interview Candidate
  18. Letter Of Intent
  19. Letter Of Appointment For A Permanent Position
  20. Letter Of Appointment For A Permanent Position-2
  21. Appointment Order For Fixed Term Assignment
  22. Letter Of Appointment On Fixed Term Assignment-2
  23. Letter Of Appointment Of A Consultant
  24. Welcome Mail
  25. Welcome Mail-2
  26. Company E-Mail And Internet Policy
  27. Letter To Seek Additional Time
  28. Letter Declining Employment Offer
  29. New Employee Orientation Programme List
  30. Employment Verification
  31. Recruitment Climate Survey
  32. Model Questionnaire For Compensation Survey
  33. Employee Compensation Enhancement
  34. Revision Of Employee Compensation And Benefit Programme
  35. Employee Promotion
  36. A Probationer’s Evaluation Form
  37. Position Confirmation Of An Employee
  38. Extension Of Probation Period
  39. Termination Of A Probationer
  40. Stoppage Of Salary Increase To An Employee
  41. Letter Of Transfer
  42. Employee Resignation Letter
  43. Resignation Acceptance Letter
  44. Resignation Withdrawal Letter
  45. Exit Interview
  46. HR Solutions To IR Problems
  47. HR Climate Survey Questionnaire
  48. Letter From Managing Director Seeking Honest Appraisal From Employees
  49. Performance Management
  50. Employee Opinion Survey On Performance Management
  51. Self Analysis/Assessment Of Employee Performance
  52. Performance Evaluation And Employee Development Plan-[Supervisory And Managerial Employees]
  53. Performance Evaluation And Employee Development Plan-2 [Supervisory And Managerial Employees
  54. Potential Appraisal [Supervisory And Managerial Employees]
  55. 360° Performance Assessment
  56. The 360 Degree Feedback Questionnaire
  57. Job Analysis Questionnaire
  58. A Model Specification Format For The Job Of An Information Systems Manager
  59. A Model Specification Format For The Job Of A Personnel Manager
  60. A Model Skill Inventory Of A Personnel Officer
  61. A Replacement Summary For The Position Of Marketing Manager
  62. “Employee Suggestion Scheme” Announcement
  63. “Guidelines To The Employee Suggestion Scheme”
  64. Suggestion Form
  65. Employee Suggestion Evaluation Form
  66. Appreciation/ Accomplishment Letters
  67. Letter Of Appreciation / Accomplishment-1
  68. Letter Of Appreciation / Accomplishment-2
  69. Complimentary Letter To An Employee On Handling Of Difficulty
  70. Acknowledgement Of Customer Praise Of Employee
  71. Apology For A Poor Service Rating On A Customer Questionnaire
  72. Enrolment Form For A Management Development/Training Programme
  73. Programme Evaluation Form
  74. Employee’s Annual Training Record
  75. Voluntary Retirement Offer
  76. Application For Voluntary Retirement Offer
  77. Voluntary Retirement Acceptance Letter
  78. Communication To Department Heads Regarding The “Voluntary Retirement Offer”
  79. Message From The Chief Executive Officer To The Proposed Code Of Conduct
  80. Code Of Conduct
  81. Grievance Resolution Policy
  82. Company Safety Policy
  83. Safety Oath To Be Taken On National Safety Day
  84. Recruitment Manual
  85. Vehicle Usage Policy
  86. Dress Code Policy
  87. Corporate Policy On  ‘Prevention Of Sexual Harassment Policy’
  88. Corporate Policy On  ‘Prevention Of Sexual Harassment Policy’- 
  89. Employee Undertaking
  90. Leave Policy
  91. Medical Reimbursement Claim Form
  92. Notice Of Retirement
  93. General Service Certificate To Be Issued To An Outgoing Employee
  94. Personal Status Change Application
  95. Salary, Designation And Employment Certificate
  96. Address Proof Certificate
  97. Letter Of Reference                                    
  98. Application For Change Of Address
  99. Rental Agreement
  100. Agreement With An Outside Caterer To Supply Food At The Factory
  101. Agreement Between A Company And Labour Contractor
  102. Lease Deed Between An Employer And Factory Building Owner
  103. Agreement For Personal Loan
  104. Affidavit   For Change Of Name
  105. Affidavit To Be Given In Respect Of Education Of Children At A Foreign Country
  106. Non-Disclosure / Confidentiality Agreement
  107. Non Disclosure Agreement To Be Obtained For An Outsourcing Agency
  108. Non-Disclosure Agreement Between A Manufacturer And Supplier Of Products
  109. Non Disclosure Agreement/Undertaking To Be Obtained From An Individual Employee
  110. Agreement To Be Obtained From Employees Sent On Overseas Assignments
  111. Agreement To Be Obtained From Prospective Employees
  112. Contract for Carriage and Forwarding
  113. Surety Declaration Form
  114. Circular Prohibiting The Use Of Gutka Inside The Factory Premises
  115. Notice Against Absenteeism.
  116. Notice Against Employee Late Coming
  117. Notice To Terminate Of The Occupation Of Company Quarters
  118. Letter To A New Customer
  119. Company Name Change- Letter To Employees
  120. Company Name Change- Letter To Customers, Suppliers Etc
  121. Company Name Change- Letter To Government Agencies/Statutory Bodies
  122. Condolence Message On The Death Of A Colleague
  123. Farewell Letter
  124. Thanks Giving Letter
  125. Position Description Of A Personnel Manager
  126. AppplicationFor Employment
  127. A Career Path Description Of An HR Vice President
  128. Heads Of Expenditure For Hr Division
  129. Personnel/Manpower Requisition
  130. Annual Analysis Of Recruitment Source Identification
  131. Trainee Evaluation Form
  132. Identification Of Training Cost
  133. Approval Paper For The Reimbursement Of Education Fees
  134. Role Of Line Managers In Human Resource Development
  135. Employee Complaint Form
  136. Job Evaluation Form
  137. Candidate Evaluation Document
  138. Prospective Employee Profile
  139. Presentation Pattern Of Curriculum Vitae From The Educational Institutions
  140. Recruitment And Selection Cost Analysis
  141. Calculation Of Employee Productivity
  142. Model Accident Report
  143. Annual Statistical Analysis Of Accidents
  144. Monthly Accident Analysis
  145. Duties And Responsibilities Of 'Domestic Enquiry' Roles
  146. Absenteeism Report- Daily/Weekly/Monthly
  147. Overtime Report- Daily/Weekly/Monthly
  148. Leave Utilisation Report- Weekly/Monthly
  149. Weekly Or Monthly Report On Overtime Cost
  150. Shift-Wise Daily Report Of Striking Employees
  151. Monthly Summary Of Union Membership
  152. Blood Group Analysis
  153. Annual Analysis Of Manpower Separation
  154. Full And Final Settlement Of An Employee
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