Typical Functions of a Human Resource Manager

Introduction: The Typical Functions of a HR Manager

Until now, we have discussed how the HRM function in organizations works and the role of the function in organizational processes. We have also discussed the changing nature of the HRM function in recent years and how with the introduction of enterprise software, an entirely new dimension has been added to these functions. This article discusses the typical functions of a HR manager and analyzes how he or she can make a positive contribution to the organization and add value to the process. First, the HR manager has to juggle between hiring, training, appraisals, and payroll among other things. This means that a typical function of the HR manager would encompass the end to end management of the employee people lifecycle which means that the HR manager would have to take care of everything that is concerned with the people aspect right from the time the employee enters the organization till the time the employee quits or retires from the organization. Hence, the lifecycle of an employees time in an organization has to be managed and this means that the HR manager is responsible for the hiring, training, appraisals, payroll, and exit interviews.
Entry to Exit: Managing the Employee Lifecycle

If we take each of these activities in turn, we find that hiring is done in conjunction with the line managers who put out their requirements periodically on the kind of recruits they want and the number of recruits they want. Once the request reaches the HR manager, he or she has to scour the market for potential recruits. Usually, the HR manager does not personally do this and outsources this function to a placement consultancy. The next step is the interview stage after the shortlists are done and this is an activity where the HR manager either delegates the task of assessing the potential recruits to the staffing team or does the job personally. In large organizations like Fidelity and Microsoft, there are dedicated teams for each of these activities and this is something we would be discussing in detail in subsequent articles. After the interview stage is over, the important task of fixing the salary and benefits of the successful candidates has to be done. This is usually the time when the HR manager plays a critical role as he or she has to determine the fit between the role and the candidate and decide on the quantum of salary and benefits that is appropriate to the role and after examining the budgets for the same.
The Appraisal Process and the Exit Interviews

After these activities, the HR manager is also involved in conducting the last stage of appraisals or evaluating the appraisals. In recent years, the trend is more towards the latter where the HR manager in charge of the business unit evaluates the appraisals instead of participating in the process directly. This is done in a manner to determine the quantum of pay hike or bonuses keeping in mind the same principles that were discussed in the hiring activity. What this means is that the HR manager has to work closely with the line managers to get this done. In many organizations, employees can take their grievances to the HR managers in case they are not satisfied with their pay hikes or the quantum of benefits. They can also complain against their managers in a confidential and private manner. The last activity that the HR manager is involved in is conducting the exit interviews when employees leave the organizations. This is usually done on the last day of the employees stay in the organization and this process consist of a free and frank discussion on what the employee feels about the organization and why he or she is leaving the organization. The exit
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interviews offer valuable sources of insights into organizational behavior as the employees can vent their feelings on what works and what does not work in organizations.

HR OFFICER DUTIES
Human resources officers, more commonly referred to as HR managers, handle or oversee a variety of human resource management functions for their employers. In some organizations, an HR manager may be solely responsible for all HR functions of a particular business unit. In others, an HR manager may oversee the work of specialists who are responsible for specific areas. Regardless of how a department is structured, HR managers play important roles in compliance and employee relations.

Staffing
HR managers are involved with every aspect of the staffing process. They determine hiring needs, recruit candidates, screen applicants, conduct interviews and participate in the selection process. They must be knowledgeable about equal employment opportunity laws to ensure that staffing is handled in a non-discriminatory way. HR managers are also involved in creating and maintaining job descriptions.

Training
HR managers are involved in employee training, starting with employee orientation. Beyond making sure that new employees have the knowledge they need to get started, HR managers are also involved in determining training needs on an ongoing basis. This may include individual training designed to help employees improve specific skills or prepare for new job responsibilities, as well as departmental or organization-wide training initiatives.

Employee Relations
HR managers fulfill employee relations roles within their companies, performing various tasks and functions designed to ensure positive relationships between the company and members of its workforce. This may involve implementing and overseeing rewards and recognition programs; serving as a point of contact for employee complaints; and being involved in the discipline process when problems arise.

Compensation
Ensuring that employees are properly compensated for their work is an important function of HR managers. They make certain that jobs are properly classified as exempt or non-exempt and workers are paid correctly. They are responsible for properly processing payroll deductions and ensuring that payroll records are properly maintained. HR managers may also have input into establishing or updating pay scales.

Benefits Administration
HR managers are responsible for employee benefits administration, ensuring that employees are informed about and have an opportunity to enroll in the benefits programs available to them. They also serve as a liaison between the company and its benefits vendors, and make recommendations to company management regarding ways to improve benefit offerings.

Risk Management
Risk management is an important function for HR managers. All aspects of regulatory compliance related to personnel fall under the risk management umbrella. Topics include safety issues, equal employment opportunity laws and industry-specific requirements. HR
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managers must stay current with all applicable laws, advise company leadership about such matters and take steps to ensure compliance within the workplace.

HR ASSISTANT DUTIES & RESPONSIBILITIES

Most organizations have a department dedicated to supporting its employees, referred to as human resources, or HR. An HR assistant supports other human resources professionals and the organizations employees. HR assistants play a critical role in creating and maintaining employee records, playing close attention to the confidentiality of the information.

Qualifications
Applicants for HR assistant work should have a high school diploma or GED for HR assistant occupations. Good computer and typing skills are also required, because much of the work in HR involves using computer systems and typing. Good communication and interpersonal skills are critical for the job, because HR assistants work closely with all levels of employees and job applicants. Because they work with private employee information, HR assistants much know how to keep information confidential.

Recordkeeping
HR assistants compile and process employee records. They prepare new and existing employees personal information, track their attendance and time off, compile salary and termination information and benefit programs. They store employee information confidentially and accurately in secured files and computer systems.

Support
The human resources staff often includes managers, generalists, benefits administrators and recruiters. HR assistants supports HR staff by gathering employee information and files for their review, answering phones and taking notes during departmental meetings. They post job openings, gather resumes and applicant information and schedule interviews. They also support employees all around the company by answering questions about employment files, time-off, benefit plans and other information related to their employee records.

Reporting
HR assistants compile a variety of reports. This can include weekly, monthly and yearly reports for other departments, such as payroll and accounting to assist in the creation and distribution of paychecks. They also create all documentation for employee records. They often tally and create reports related to employee training and surveys, then work with other HR professionals to improve employee retention and address their training needs.

Careers and Salary

The Bureau of Labor Statistics predicts about 11 percent growth in the number of jobs for HR assistants through 2020. This growth compares to the 14 percent average growth predicted for all U.S occupations. The reason is that technology is being used to maintain more employee records, requiring less staff. In 2011, the average salary was $38,330 per year, according to the BLS.
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Minimum wage
A minimum wage is the lowest hourly, daily or monthly remuneration that employers may legally pay to workers. Equivalently, it is the lowest wage at which workers may sell their labor. Although minimum wage laws are in effect in many jurisdictions, differences of opinion exist about the benefits and drawbacks of a minimum wage. Supporters of the minimum wage claim it increases the standard of living of workers, reduces poverty, reduces inequality, boosts morale and forces businesses to be more efficient. Critics of the minimum wage claim it actually increases poverty, increases unemployment (particularly among low productivity workers), and is damaging to businesses.

Minimum Wages in Andhra Pradesh w.e.f April 1, 2013 to September 30, 2013
Revised minimum wages of Andhra Pradesh from October 2013 will soon be announced. ANY MANUFACTURING PROCESS CARRIED OUT IN ANY FACTORY AS DEFINED IN SECTION 2(m) OR SECTION 85 OF THE FACTORIES ACT, 1948 OTHER THAN THOSE NOTIFIED UNDER PART-I OR PART-II OF THE SCHEDULE OF THE MINIMUM WAGES ACT, 1948. Notification issued vide G.O.Ms.No.54, LET&F (Lab.II) Dept., dt:22-06-2007 Published in Gazette No.418, dated 17-07-2007 Wages Linked at 487 CPI points CPI points notified as on 01.04.2013 = 975 points VDA to be paid from 01.04.2013 to 30.09.2013 = 975 - 487 = 488 points Per point rate of VDA notified in the notification = Shown against each category at Col.No.4. Minimum Wages and VDA payable from 01.04.2013 to 30.09.2013 VDA for 488 Sl.No. Name of the Category Basic Wage Total wage points 1 2 3 4 5 6 1 Highly Skilled 4479 9 4392 8871 2 Skilled 2854 5.75 2806 5660 3 Semi-skilled 2404 4.75 2318 4722 4 Unskilled 2024 4 1952 3976 5 Office Staff I) Manager 4237 8.5 4148 8385 ii) Steno/Accountant 2854 5.75 2806 5660 iii) Clerk/Typist/Cashier 2635 5.25 2562 5197

Difference between Salary and Wages?

Answer
The most common difference between a wage and a salary is that wages are often paid per hour or weekly while Salary on the other hand refers to how much one is paid monthly or yearly. The earners are normally paid for performance but not by the hour.

7 Additional Answers
Wages are generally paid per hour. This means that you have to be present and working in order to get paid. Salary refers to how much you get paid every year. Salary earners rarely have to punch a time clock, or keep an accurate account of their hours, because they get paid for performance rather than by the hour. Salary is the monthly salary that is normally calculated on an annual basis. Wages on the other hand are those compensations that are paid per hour or per days worked. The difference between wage and salary is that wage is used to refer to the amount paid to an employee depending on the amount of hours worked, whereas salary refers to a fixed monthly remuneration an employee receives not considering of hours worked. Employment agreement is used to determine the type payments an employer pays the employees. The main difference between salary and wage is that wages are mostly paid by the hour whereas salaries are mostly paid constantly, consistently and the same amount either at the end of the week, month or end of the year. Other differences include; those who earn salaries are paid for time off whereas those earning wages are not paid for time off, those earning salaries rarely get paid for overtime whereas those earning wages get paid for overtime and lastly, those earning salaries enjoy perks and benefits whereas those earning wages do not enjoy any perks or benefits. Though sometimes used interchangeably, wages are a computation of earnings or compensations per hour or per day multiplied by the number of days per week. It could also be monthly. Compensation given to temporary staff is commonly referred to as wages. Salary on the other hand is the computation of one's compensation per year but paid monthly. It is mostly used when compensating permanent employees. The difference between a salary and a wage is that wages are paid on hourly basis based on the number of hours' one works in a day while a salary is quoted on yearly. Unlike salaried workers, wage workers have no access to paid vacations and sick days as each time spent away from work is not paid for. Wages are basically expressed as hourly payment while salaries are expressed packages. Salaries may include things like base salary, stock options, retirement, benefits, and bonuses. Salary earners usually receive paid time when they are not working but wage earners have to work to receive any payment.

WHAT IS PROVIDENT FUND Employee provident fund or EPF or PF as normally referred is a retirement scheme for private sector employee. 12% is compulsory deducted from your salary and 12% is contributed by the employer. You may contribute higher % from salary but there is no such obligation on the employer. The amount accumulated is disbursed at retirement or VRS. It can be transferred while changing jobs. You or your family get pension after the age of 58.

Employees Share
(to EPF Fund)

Employers Share
(to EPF & Pen, Fund)

12% of Basic + DA Of Provident Fund Total 15.67 %

3.67% of Basic + DA Of

8.33% of Basic + DA Of Pension Fund Total 8.33 %

Employees' State Insurance (ESI)

Employees' State Insurance is a self-financing social security and health insurance scheme for Indian workers. For all employees earning 25000 (US$380) or less per month as wages, the employer contributes 4.75 percentage and employee contributes 1.75 percentage, total share 6.5 percentage. This fund is managed by the ESI Corporation (ESIC) according to rules and regulations stipulated therein the ESI Act 1948, which oversees the provision of medical and cash benefits to the employees and their family through its large network of branch offices, dispensaries and hospitals throughout India. ESIC is an autonomous corporation under Ministry of Labour and Employment, Government of India. But most of the dispensaries and hospitals are run by concerned state governments.

Gratuity :
a sum of money paid to an employee at the end of a period of employment. "an end-of-contract gratuity of 20% of the total pay received" Gratuity is one of the least understood components of salary. InvestmentYogi explains everything about Gratuity and the tax implications for you. Gratuity is a part of salary that is received by an employee from his/her employer in gratitude for the services offered by the employee in the company. Gratuity is a defined benefit plan and is one of the many retirement benefits offered by the employer to the employee upon leaving his job. An employee may leave his job for various reasons, such as retirement/superannuation, for a better job elsewhere, on being retrenched or by way of voluntary retirement. Eligibility As per Sec 10 (10) of Income Tax Act, gratuity is paid when an employee completes 5 or more years of full time service with the employer(minimum 240 days a year). How does it work? An employer may offer gratuity out of his own funds or may approach a life insurer in order to purchase a group gratuity plan. In case the employer chooses a life insurer, he has to pay annual contributions as decided by the insurer. The employee is also free to make contributions to his gratuity fund. The gratuity will be paid by the insurer based upon the terms of the group gratuity scheme.

Difference Between Recruitment And Selection

Both recruitment and selection are the two phases of the employment process. The differences between the two are: 1. Recruitment is the process of searching the candidates for employment and stimulating them to apply for jobs in the organisation WHEREAS selection involves the series of steps by which the candidates are screened for choosing the most suitable persons for vacant posts. 2. The basic purpose of recruitments is to create a talent pool of candidates to enable the selection of best candidates for the organisation, by attracting more and more employees to apply in the organisation WHEREAS the basic purpose of selection process is to choose the right candidate to fill the various positions in the organisation. 3. Recruitment is a positive process i.e. encouraging more and more employees to apply WHEREAS selection is a negative process as it involves rejection of the unsuitable candidates. 4. Recruitment is concerned with tapping the sources of human resources WHEREAS selection is concerned with selecting the most suitable candidate through various interviews and tests.

Sources of Recruitment
Every organisation has the option of choosing the candidates for its recruitment processes from two kinds of sources: internal and external sources. The sources within the organisation itself (like transfer of employees from one department to other, promotions) to fill a position are known as the internal sources of recruitment. Recruitment candidates from all the other sources (like outsourcing agencies etc.) are known as the external sources of recruitment.

Sources of Recruitment
The different sources of recruitment are classified into two categories, viz., 1. Internal : sources of recruitment are from within the organisation. 2. External : sources of recruitment are from outside the organisation.

Internal Sources of Recruitment

The internal sources of recruitment are:1. Promotions : Promotion means to give a higher position, status, salary and responsibility to the employee. So, the vacancy can be filled by promoting a suitable candidate from the same organisation. 2. Transfers : Transfer means a change in the place of employment without any change in the position, status, salary and responsibility of the employee. So, the vacancy can be filled by transferring a suitable candidate from the same organisation. 3. Internal Advertisements : Here, the vacancy is advertised within the organisation. The existing employees are asked to apply for the vacancy. So, recruitment is done from within the organisation. 4. Retired Managers : Sometimes, retired managers may be recalled for a short period. This is done when the organisation cannot find a suitable candidate. 5. Recall from Long Leave : The organisation may recall a manager who has gone on a long leave. This is done when the organisation faces a problem which can only be solved by that particular manager. After he solves the problem, his leave is extended.

Merits of Internal Sources

The benefits / advantages / merits of using internal sources of recruitment:1. It is time saving, economical, simple and reliable. 2. There is no need of induction training because the candidate already knows everything about the organisation, the work, the employee, the rules and regulations, etc. 3. It motivates the employees of work hard in order to get higher jobs in the same organisation. 4. It increases the morale of the employees and it improves the relations in the organisation. 5. It reduce executive turnover. 6. It develops loyalty and a sense of responsibility.

Demerits of Internal Sources

The limitations / demerits of using internal sources of recruitment:1. It prevents new blood from entering the organisation. New blood brings innovative ideas, fresh thinking and dynamism into the organisation. 2. It has limited scope because it is not possible to fill up all types of vacancies from within the organisation. 3. The position of the person who is promoted or transferred will be vacant. 4. There may be bias or partiality in promoting or transferring persons from within the organisation. 5. Those who are not promoted will be unhappy. 6. The right person may be promoted or transferred only if proper confidential reports of all employees are maintained. This involves a lot of time, money and energy.

External Sources of Recruitment

The external sources of recruitment are:1. Management Consultants : Management consultants are used for selecting higherlevel staff. They act as a representative of the employer. They make all the necessary arrangements for recruitment and selection. In return for their services, they take a service charge or commission. 2. Public Advertisements : The Personnel department of a company advertises the vacancy in newspapers, the internet, etc. This advertisement gives information about the company, the job and the required qualities of the candidate. It invites applications from suitable candidates. This source is the most popular source of recruitment. This is because it gives a very wide choice. However, it is very costly and time consuming. 3. Campus Recruitment : The organisation conducts interviews in the campuses of Management institutes and Engineering Colleges. Final year students, who're soon to get graduate, are interviewed. Suitable candidates are selected by the organisation based on their academic record, communication skills, intelligence, etc. This source is used for recruiting qualified, trained but inexperienced candidates. 4. Recommendations : The organisation may also recruit candidates based on the recommendations received from existing managers or from sister companies. 5. Deputation Personnel : The organisation may also recruit candidates who are sent on deputation by the Government or Financial institutions or by holding or subsidiary companies.

Advantages of External Sources

The benefits / merits / advantages of using external sources of recruitment:1. It encourages young blood with new ideas to enter the organisation. 2. It offers wide scope for selection. This is because a large number of suitable candidates will come for the selection process. 3. There are less chances of bias or partiality. 4. Here there is no need to maintain confidential records.

Limitations of External Sources

The demerits / limitations of using external sources of recruitment:1. It is very costly. This is because advertisements, test, medical examination etc., has to be conducted. 2. It is very time consuming. This is because the selection process is very lengthy. 3. It may not develop loyalty among the existing managers. 4. The existing managers may leave the organisation if outsiders are given higher post.

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