INTEGRATED SOLUTIONS

NEW EMPLOYEE process

 

 
 

Prepared By:

Lead Author, Integrated Solutions

Date

 
 

 
 

Approved by & Effective on Date of Signature below:

Yufen Chang Yu, Integrated Solutions

Date

 

 

 

 

THIS DOCUMENT IS TO BE REGARDED AS THE OFFICIAL NEW EMPLOYEE PROCESS WITHIN INTEGRATED SOLUTIONS. IT IS TO BE MAINTAINED UNDER CHANGE CONTROL BY THE DOCUMENT CONTROL COORDINATOR.

 

 

 

 

 

CHANGE SHEET

 

TITLE: Integrated Solutions New Employee Process

 

DESCRIPTION OF CHANGE

ISSUE

DATE

SECTION

DESCRIPTION

1.0

3/10/97

All

 

· Original issue.

 

 

TABLE OF CONTENTS

 

1.0 Objectives 4

2.0 Policy 4

3.0 Benefits 4

4.0 Components 5

5.0 Human Resources Orientation 5

6.0 Features Outline 6

7.0 Engineering organization Orientation 7

8.0 Roles of the players 8

8.1 Component 1: Human Resources Orientation 8

8.2 component 2: Engineering organization Orientation 8

1.0 Objectives

Objectives of the New Employee Orientation are as follows:

· First and foremost, to achieve rapid Employee assimilation into the work environment.

· To strengthen Employee relations through the dissemination of better information about Integrated Solutions.

· To increase productivity of new Employees by giving them a better understanding of our organization, products, partners and customers.

· To increase new Employees' loyalty and, ultimately, retention by helping to create a better feeling of belonging to Integrated Solutions.

· To familiarize new Employees with the Integrated Solutions Quality philosophy, along with its employee programs and training.

2.0 Policy

At Integrated Solutions, we feel that every Employee who joins our company should be made to feel welcome and a part of the team from the very first day on the job. In addition to being the proper thing to do in human and social terms, it is sound business practice to do everything in our power to make the new Employee's adjustment to the job as rapid and pleasant as possible. To that end, it is our policy to. . .

a) let every person who is selected for employment know that we are glad to have him/her as an Employee and fellow worker.

b) provide every new Employee with all of the information he/she needs to be acquainted with the work, company and his/her employees.

c) keep every Employee fully informed on all matters of company policy and company action which might involve his/her work interest in any way.

d) maintain open channels of communication through which Employees can obtain information, get answers to their questions and discuss their problems openly with Managers and CEO.

e) introduce all new Employees to our Quality philosophy and the related programs and training that are required to assimilate the Employee into our Quality culture.

3.0 Benefits

The benefits of the New Employee Orientation are as follows:

· To encourage people to choose Integrated Solutions as a place to pursue a lifetime career.

· Recognize people as our key resource.

· Develop a team approach.

· Foster a relationship between employee and Manager which creates an atmosphere that can lead to the highest achievable productivity.

 

4.0 Components

The New Employee Orientation is divided into two major components:

· Human Resources Orientation

· Engineering Orientation

Each of the components plays an intricate part in the orientation process that supports the objectives set up for the program. By following these components, we will also provide for consistency in the application of Employee orientation.

5.0 Human Resources Orientation

The following table lists the resources involved in this orientation:

Owner

HR Coordinator

Others Involved

Integrated Solutions CEO

Location

Human Resources & Engineering

Tools

Information Outline, Benefits Information Packets, Checklist

Orientation Completed

Employee's First Day

 

6.0 Features Outline

I. Welcome

· Introduce Employee to Members of Integrated Solutions

· Set the tone for Orientation Process

II. Initial Information (Outlined in Appendix A)

    A) Facility

· ID Badges

· Library

· Telephones

· Cafeteria

 

· Safety and Health · Mailroom

· Coffee Rooms

· ATM

 

    B) Employee Communications

· Bulletin Boards

· Electronic Mail

    C) Compensation

· Pay Periods
  • Direct Deposit

    D) EEO Policy

· EEO Policy

· Overview of Diversity Policy

    E) Total Quality Management

· ISO 9000

· Quality Manual

· Quality Plan

· Quality Policy

    F) Training & Development

· Internal Training

· Career Development Counseling

III. Organizational Awareness

    A) Organization Charts

· Corporate Organization Chart

· Explain how they fit into Corporation

 

6.0 FEATURES OUTLINE (CONTINUED)

 

IV. In-Processing

The HR Assistant meets with new employee on start date and covers the following:

    A) Facility

· EEO Veterans and Handicap

· Federal W-4 Income Tax

· State Income Tax

· Invention and Secrecy Agreement

· INS Form I-9

 

· Employee Badge

 

    B) Handouts with New Hire Packet

· Benefits Program Summary

    • Employment Contract

· Our Business Ethics

· Current Phone List

    C) Benefits Information

· Vacation

· Holidays

 

· Sick Time

· Health Care

 

 

7.0 Engineering organization Orientation

The following table lists the resources involved in this orientation to the Employee's department:

Owner

Engineering organization Manager

Others Involved

Project Leader

Location

Area of Newly Hired Employee

Tools

Checklist (i.e. Appendix B), Engineering Organization Chart, Performance Review Material, Quality Material

Orientation Completed

During Employee's first week of employment

 

I. One Week Prior to Start Date:

Follow up with Administrative Assistant to ensure the following are in place for the new Employee:

9 Office

9 Equipment (PC, Printer, etc.)

9 Telephone

9 Supplies

9 Manuals & Materials

II. First Day:

    A) Tour of Facility

9 Rest Rooms

9 Location of Departments

9 Computer Floors

9 Cafeteria

9 Library

9 Mailroom

9 Copy Rooms

9 Manager's Office

9 Conference Rooms

9 Employee's Office (Desk, Supplies, PC)

    B) Introductions

9 Project Leader

9 Project Team

9 Administrative Employee

9 Rest of Group

    C) Lunch

9 Take new Employee to lunch, either at the cafeteria or a local dining establishment. Submit bill to Administrative Assistant for reimbursement.

 

(this should preferably be done by the Manager; however, if there is a conflict, responsibility should be delegated to the project leader.)

 

 

III. By End of First Week:

    A) Project Review

9 Go over Project with New Employee

9 Cover Employee's Responsibilities

9 Cover your expectations of Employee

    B) Performance Review Process

9 Philosophy of Process

9 Logistics of Process

    C) Schedule a Meeting with Document Control Coordinator

9 Quality Philosophy

9 Process Training Requirements

9 Quality Process Web Page

9 ISO 9000

 
   

 

8.0 Roles of the players

8.1 Component 1: Human Resources Orientation

8.1.1 Player: HR Coordinator

This person really has two roles. First, he/she is owner of the component, managing the process and the other players involved in the process. Second, it is the responsibility of this individual to actually carry out features I, II, and III as described in the component section of this proposal.

8.2 Component 2: Engineering organization Orientation

8.2.2 Player: Engineering organization

As does the HR Coordinator in the first component, this individual has a dual role. First, he/she is the owner, managing the process and people involved in the process. Second, the Manager is to carry out features I, II and III as outlined in the checklist. This includes making all the appropriate introductions, taking the new Employee to lunch, giving facility tour, describing the project and department and an explanation of the performance review process.

8.2.3 Player: Project Leader

Assist the Manager in the preparation activities outline in the checklist and bring the new Employee up to date on the project, making the person feel part of a group, making introductions and taking him/her to lunch. The Project Leader will provide the employee with a project plan with areas of the new employees responsibilities clearly stated and documented. Expectations clearly defined.

8.2.4 Player: Integrated Solutions Document Control Coordinator (DCC)

Set aside, during the new Employee's first week, one half hour or more to meet with the person (to be arranged through the Area Manager). During this time, the DDC should cover the IS Quality philosophy, the related training program, our ISO 9000 efforts and our Quality Manual.

8.2.6 Players: Other Employees in Group

Create a welcoming atmosphere for the new Employee; answering questions and acting as a valuable resource of information. Required introductions: 1. Other employees working for the Team Leader. 2. All Engineering organization managers, including the Integrated Solutions CEO.

 

Appendix A: New Employee Orientation Outline

 

Component 1: Human Resources Orientation

I. General Information

A) Facility

B) Employee Communication

C) Compensation

D) EEO Policy

F) Training and Development

II. Organizational Awareness

A) Corporate Organization

B) Specific contract

III. In-Processing

A) New Employee Forms

B) Handouts

C) ID Badge Authorization

IV. Benefits

A) Vacation

B) Holidays

C) Sick Time

D) Insurance

 

Component 2: product/business Orientation

I. First Day

A) Introductions

B) Tour

C) Engineering Organization Awareness

D) Lunch

II. Within the First Week

A) Meeting with Engineering Manager

B) Project Review

C) Performance Review Process

D) Meeting with DCC

 

 

Appendix B: New Employee Orientation Checklist for Managers

 

On _______ 199__, _________________________________ (NEW EMPLOYEE'S NAME) will be joining your Engineering organization. As owner of the Orientation portion of the New Employee Orientation Program, it is your responsibility to ensure the following activities are carried out within the given time frame and to return this checklist to Human Resources the week following the new employee's start date. Thank you.

I. One Week Prior to Start Date:

Follow up with Administrative Assistant to ensure the following are in place for the new Employee:

9 Office

9 Equipment (PC, Printer, etc.)

9 Telephone

9 Supplies

9 Manuals & Materials

II. First Day:

    A) Tour of Facility

9 Rest Rooms

9 Location of Departments

9 Computer Floors

9 Cafeteria

9 Library

9 Mailroom

9 Copy Rooms

9 Manager's Office

9 Conference Rooms

9 Employee's Office (Desk, Supplies, PC)

    B) Introductions

9 Project Leader

9 Project Team

9 Rest of Group

9 Administrative Employee

    C) Lunch

9 Take new Employee to lunch, either at the cafeteria or a local dining establishment. Submit bill to Administrative Assistant for reimbursement.

(this should preferably be done by the Manager; however, if there is a conflict, responsibility should be delegated to the project leader.)

III. By End of First Week:

    A) Project Review

9 Go over Project with New Employee

9 Cover Employee's Responsibilities

9 Cover your expectations of Employee

    B) Performance Review Process

9 Philosophy of Process

9 Logistics of Process

9 Within one month, the training assessment and plan will be completed using the Employee Training Guide and template.

9 Quality Philosophy

9 Process Training Requirements

9 Quality Process WEB Pages

9 ISO 9000