Setting up HR Policies

Objective

To provide a clear, step-by-step guide for admins to effectively set up company policies ensuring compliance, version control, and acknowledgment from employees.

Key Steps

1. Access the HR System

   • Ensure you have full administrative access to the HR system.

   • Log in to the HR system.

2. Navigate to Company Policies

   • Click on the "Company Policies" section in the HR system dashboard.

3. Add a New Policy

   • Click on "Add New Policy."

   • Choose one of the following options:

     • Create a Blank Policy:

       • Open your Word document with the policy text.

       • Paste the policy name and content into the designated fields in the HR system.

       • Edit and format as needed.

     • Upload an Existing File:

       • Select a PDF file of an existing policy.

       • Note that PDF files cannot be edited within the system.

     • Use a Template:

       • Browse the available templates and select one that fits your needs.

       • Review the template and make any necessary edits.

4. Version Control

   • After making edits, save the document.

   • If prompted, confirm that you want to update the version number. This will trigger a new workflow for acknowledgment.

5. Assign Policy Acknowledgment

   • Choose whether the policy is mandatory for all employees or specific groups.

   • Select the acknowledgment text that employees will see (e.g., "I acknowledge and understand all aspects of this policy").

6. Review Changes

   • Use the "View Changes" feature to track all edits made to the document.

   • Ensure all changes are documented for transparency.

7. Print the Policy

   • If needed, click on the "Print" option to generate a PDF version of the policy for offline use.

8. Employee Acknowledgment

   • The system will notify employees to log in to acknowledge the policy.

   • Monitor who has acknowledged the policy through the reporting functionality.

9. Follow-Up Reminders

   • The system will automatically send reminders to employees who have not acknowledged the policy.

Cautionary Notes

• Ensure that all policies comply with national employment standards and legal requirements and any changes made to templates are at the risk of the organisation.

• Be cautious when making edits that significantly change the meaning of the document; consider notifying employees of substantial changes.

Tips for Efficiency

• Use dual screens to streamline the process of copying and pasting from Word documents.

• Regularly review and update policies to ensure they remain compliant and relevant.

• Use templates whenever possible to save time and ensure compliance with legal standards.

• Encourage a culture of compliance by clearly communicating the importance of acknowledging policies.