home Business Personnel optimization in modern conditions: layoffs, layoffs. Improving personnel records management in a non-state enterprise (on the example of Avtotravel LLC) Optimization of personnel workflow in an organization

Personnel optimization in modern conditions: layoffs, layoffs. Improving personnel records management in a non-state enterprise (on the example of Avtotravel LLC) Optimization of personnel workflow in an organization

One of the All-Russian online seminars regularly held by the Garant company was dedicated to labor issues arising in modern conditions. Valentina Ivanovna Andreeva, Ph.D. PhD, professor of the department labor law and social security law of the Russian Academy of Justice (founders: Supreme Court Russian Federation and the Supreme Arbitration Court of the Russian Federation).

The current Labor Code regulates labor relations and relations related to the control and supervision of compliance with labor legislation and labor protection. At the same time, the application of the norms of this document revealed certain contradictions, shortcomings and gaps in the regulation labor relations. The lecturer highlighted some of them during the event. In addition, she told what documents an employer should draw up when hiring employees, how to fill out a work book correctly and make changes to this document.

Gaps in labor law

A number of provisions Labor Code is internally contradictory. Some of them are not set out clearly enough, or the content of other norms is not fully taken into account in their formulation. labor law. Consequently, the existence of such conflicts can complicate the activities of law enforcers and provoke the emergence of labor conflicts.

Valentina Andreeva:
- Indeed, for example, Article 128 of the Labor Code explicitly states that leave without saving wages provided upon written request of the employee. And article 255 of the Code states that an employee can receive maternity leave upon application and if there is a certificate of incapacity for work. The word "written" is not included in this rule. With a literal interpretation, it turns out that in the first case a written statement is needed, while in the other it is not clear: an oral statement is sufficient or a written statement is also necessary, which, by the way, is accepted in practice. These ambiguities give rise to the question: is it possible to agree with the authors of the articles who write: "The worker must write a statement with a request to grant her maternity leave and attach documents to it." It turns out that she should not do this, or maybe, because this type of vacation is provided precisely with a certificate of incapacity for work, and not just upon application.
Another example is related to the situation when an agreement between the parties must be reached when performing any actions. For example, when dismissing or dividing vacation into parts. In the first case, it is necessary to draw up an agreement on termination of the employment contract. Is it necessary to draw up an agreement in the second case? I think that it is enough to write a statement asking for part of the vacation. According to some authors, an agreement is needed.
Please also note that when drafting any documents, you should know if they have a unified form. For example, T-3 forms ( staffing), T-7 (vacation schedule) and a number of others are advisory in nature (with which some labor inspectors do not agree). Failure to use these forms does not lead to violations of the rights of employees, and therefore cannot be considered as a violation in documenting labor relations (note that these forms are mandatory for an accountant, which indicates serious inconsistencies in the norms in different legislative acts). But the T-2 form - the employee's personal card - is required.
In practice, there is often such a situation as replacing the signature of the head in his absence. According to the methodological recommendations approved by the Federal Archives for federal executive bodies, if there is no director, and instead of him there is a deputy, the documents should write "acting director." However, we cannot agree with this. To eliminate such errors, a draft law on documenting labor relations is currently being created. It states that the documents should indicate the position of the person who replaces the head: deputy director, Chief Engineer.

Recruitment

Every organization is faced with the need to recruit qualified personnel. On the one hand, the employer is free to choose personnel and can select candidates for vacant positions best suited to the specifics of the job for which they are hired. On the other hand, the Constitution of the Russian Federation and the Labor Code proclaim the principle of freedom of labor, which means that everyone has the right to freely dispose of their abilities for work, choose their occupation and profession.

Valentina Andreeva:
- Personnel documents of the organization can be divided into 2 groups: those related to applicants for the position and those related to employees. Thus, the announcement of the need for personnel can be attributed to the first group. Very often, employers indicate the presence of permanent or temporary registration in the region where the company operates as one of the requirements for a candidate. However, labor law clearly defines such a requirement as discriminatory. In this regard, the refusal to hire a Russian citizen due to his lack of registration at the place of residence or stay is illegal, as it violates the right to freedom of movement, choice of place of residence and residence.
Increasingly, there is also such a document as a job offer. On the one hand, it does not give rise to the obligation of the manager to hire a person, on the other hand, it indicates the achievement of certain agreements. But if the employment contract was nevertheless drawn up and the conditions contained in it do not correspond to those previously proposed, the specialist has grounds for a dispute with the employer.
The job applicant must check the identity document. In this case, the passport must not be expired. However, the existence of such a fact cannot serve as a refusal to hire. You can register an employee with a temporary identity card. After replacing the passport, appropriate changes should be made to the T-2 form card and the employment contract.
Particular attention should be paid to the work book. It must be issued on a 2003 form. If the employee began his seniority before 2004, then the form of the document will be of the sample of 1938 or 1973, and the insert in it must be made modern - 2003. If you find that the work book is not drawn up on the right form, then you should make a duplicate of it or issue a new one.
If in the work book of one of the employees the personnel officer revealed a mistake made by the previous employer, there are 2 ways to act. The first is that the employee independently applies to the organization that made a mistake in the work book, and there it is corrected in in due course. The second way - the company where the person works now, sends a request to the previous employer and, based on his official response, makes corrections to the work book. At the same time, corrective entries must be made in accordance with the Instructions for filling out work books. After the last entry, indicate the next serial number and the date the correction was made. And then, under one serial number, 2 phrases are entered: "The entry for the number ... is invalid" and the correct entry.
In the work book, in addition to the full name of the organization, its abbreviated name must also be indicated. If the company has not only a full, but also an abbreviated name, then both are recorded in the work book.
The records of dismissals in this document must be certified by the seal of the employer, which can include the seal personnel service organization, if it meets all the requirements for the seal of the organization, namely: it must be round and contain the following details:

full name of the organization;
her location.

In addition to the named details, the seal of the organization may contain the inscription "Personnel Department".
If there is no seal after the record of the dismissal of the employee, a problem arises with his admission to the main place of work, because the fact of termination of work at the previous main place of work is not confirmed (not certified by a seal). This problem does not arise if the employee worked for an individual entrepreneur before coming to you, since they may not have a seal.
The group of documents related to the employee includes, in particular, local regulations (for example, the regulation on bonuses, job descriptions, internal labor regulations, etc.), employment contract, staffing table, time sheet, etc. Personnel documents are signed by the head of the organization or another person authorized by him.
A personal file is not mandatory for registration, with the exception of the personal files of civil servants. But if you have started it, then the requirements of the Basic Rules for the Work of Archives of Organizations begin to apply. The period of storage of a personal file is 75 years.

Denial of employment

The employer may refuse to hire in cases where he referred to the condition provided for by federal law, or justified his refusal by the applicant's lack of necessary business qualities.

Valentina Andreeva:
- We note which conditions can be referred to when refusing to conclude an employment contract:

When refusing to conclude an employment contract with a specific applicant, the employer is obliged to explain to him the reason for the refusal and, at the request of the applicant, state it in writing. If, in the opinion of the applicant, the refusal to hire is illegal, he has the right to appeal it to judicial order.

Listeners ask...

As usual, in the second part of the online seminar, the audience asked the lecturer their questions. Let's consider some of them.

What consequences await the employer if he did not issue a work book on time to an employee who quit?

According to Article 234 of the Labor Code, the employer is obliged to compensate the employee for earnings that he did not receive in the event of a delay in issuing a work book to him. In addition, a former employee can sue the employer for compensation for non-pecuniary damage. Of course, the employee must first prove the infliction of moral harm. The court can accept many things as evidence: a certificate of illness that arose in connection with the loss of a job, moral suffering due to the inability to find a job, obtaining unemployed status due to a delay in issuing a work book, etc. In all cases of causing moral harm to an employee misconduct or the inaction of the employer, he is paid monetary compensation.

The organization has decided to reduce the number of employees. However, in connection with the departure of the employee on maternity leave, a temporarily vacant position appears. Should an employer offer it to laid-off workers?

In the event of dismissal due to a reduction in the number or staff of employees, the employer is obliged to offer the employee another available job. When an employee goes on maternity leave, she retains her place of work, therefore, it is temporarily free, and not vacant. The manager has no right not only to offer such a place of work to laid-off employees, but also to give them if they ask for it. You can do this: fire a downsizing employee, and the next day hire him to work on fixed-term contract to a temporary vacancy.

The employee quit his job own will. However, he refused to receive a work book, arguing that he had been incorrectly calculated. Is the employer obliged to pay the employee wages for all days of delay in issuing a work book?

Payment for forced absenteeism for days of delay in the work book is made if such a delay occurred through the fault of the employer. Since the employee refused to receive a work book, forced absenteeism should not be paid to him.

The teacher performs work for the organization under a civil law contract. Does he have the right to leave? Should I start a work book for such an employee?

A specialist who performs work under a civil law contract is not granted leave, since the right to leave arises only when an employment contract is concluded. There is no need to create a work book for such employees.

The company decided to reduce the staff of the entire division. However, one of the employees is on parental leave. Can the organization fire such an employee?

It is impossible to dismiss an employee at the initiative of the employer during his stay on vacation, including childcare. In addition, in accordance with paragraph 4 of Article 256 of the Labor Code, for the period of parental leave, the employee retains her place of work (position). It is also impossible to exclude her position from the staff list. It is necessary to wait until the end of the vacation and warn the employee about the upcoming dismissal due to the reduction in the staff. And only after 2 months the employment contract can be terminated. This can be done earlier with the written consent of the employee. In this case, the employer must pay the employee additional compensation in the amount of average earnings for the time remaining until the expiration of the notice of dismissal. In addition, she retains the payments provided for in Article 178 of the Labor Code: severance pay in the amount of the average monthly earnings and the average monthly earnings for the period of employment, but not more than 2 months from the date of dismissal.

The organization is liquidated, and a new legal entity is created. Is an employer obligated to transfer maternity workers to a newly created company? If not, how can they be fired?

In this case, the employer has the right (but is not obliged) to offer maternity leave in the order of transfer to a newly created company. In the event of the liquidation of the organization, labor contracts with employees on maternity leave are terminated in accordance with paragraph 1 of part 1 of Article 81 of the Labor Code.

T.V. Sudareva,
senior financial consultant law firm"Taxman"

Article 125 of the Labor Code provides for the possibility of dividing the annual leave into parts with the mutual consent of the employee and the employer. The law does not define the form of such an agreement. This means that the division of the vacation into parts is carried out at the request of the employee who has expressed a desire to share the vacation, and with the consent of the administration. On the contrary, if the initiative comes from the employer, then he offers the employee in writing to take part of the vacation, and he either agrees to this offer, or writes an application for the entire period of the next vacation.
If, however, the splitting of the annual leave into parts in the employment contract or in addition to it is fixed, it will look like coercion on the part of the employer and will lead to non-compliance with the norms of labor legislation, namely, it will violate the employee's right to a long uninterrupted rest. After all, employees are provided with an annual basic paid leave of 28 calendar days (Article 115 of the Labor Code of the Russian Federation). Replacement with monetary compensation is allowed only for vacation periods exceeding 28 calendar days (Article 126 of the Labor Code of the Russian Federation). Vacation as a type of rest time is mandatory for both the employer and the employee. Since Article 114 of the Labor Code states that employees are granted annual leave while maintaining their place of work (position) and average earnings. Only in exceptional cases is it allowed to transfer the vacation to the next year, if this is due to production needs and the employee agrees to such a transfer (Article 124 of the Labor Code of the Russian Federation). The same article imposes a ban on not granting leave to an employee for 2 consecutive years.

Prepared
E.N. Podlipalina,
journal expert

1 p. 1 art. 77 Labor Code of the Russian Federation
2 tbsp. 125 of the Labor Code of the Russian Federation
3 order of the Federal Archive of December 23, 2009 N 76
4 tbsp. 37 of the Constitution of the Russian Federation
5 st. 2 Labor Code of the Russian Federation
6 order of the Ministry of Finance of Russia dated December 22, 2003 N 117n
7, paragraph 27 of the Rules, approved. fast. Government of the Russian Federation dated April 16, 2003 N 225
8 Instructions for filling out work books, approved. fast. Ministry of Labor of Russia dated 10.10.2003 N 69
9 st. 63 of the Labor Code of the Russian Federation
10 para. 2, 3, 4 st. 63 of the Labor Code of the Russian Federation
11 art. 65 of the Labor Code of the Russian Federation
12 st. 266 of the Labor Code of the Russian Federation
13 sub. "b" Art. 44, Art. 47 of the Criminal Code of the Russian Federation
14 art. 64 Labor Code of the Russian Federation
15 para. 6 art. 64 Labor Code of the Russian Federation
16 art. 237 of the Labor Code of the Russian Federation
17 art. 81 of the Labor Code of the Russian Federation
18 art. 233 of the Labor Code of the Russian Federation
19 Art. 81 of the Labor Code of the Russian Federation

The essence and significance of personnel policy, its tasks and functions. Determination of the types of documents in the activities of the personnel department of the organization Avtotravel LLC. The procedure for preparing orders for personnel. Analysis of the personnel work of the enterprise, its improvement.

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NON-STATE EDUCATIONAL INSTITUTION

HIGHER PROFESSIONAL EDUCATION

"MOSCOW INSTITUTE OF LAW"

DEPARTMENT OF STATE LEGAL DISCIPLINES AND DOCUMENTATION

FINAL QUALIFICATION WORK

Theme: Improvement personnel office work in a non-state enterprise (on the example of Avtotravel LLC)

Student: Guskova Anastasia Sergeevna

Specialty 032001.65 "Documentation and

documentation support of management"

Supervisor:

Candidate of Agricultural Sciences, Kandaurova Tatyana Ivanovna

MOSCOW 2012

Introduction

1. Theoretical aspects personnel policy activities

1.1 The essence and significance of personnel policy

1.2 Tasks and functions of personnel policy

2. Personnel department of Avtotravel LLC

2.1 general characteristics organization "Avtotravel" LLC

2.2 Personnel documents of Avtotravel LLC

2.3 The procedure for preparing orders for personnel

2.4 The procedure for processing documents when applying for a job

2.5 The procedure for preparing documents for vacation

2.6 Procedure for execution of documents during translation

2.7 Termination of the employment contract

3. Personnel service at Avtotravel LLC

3.1 Analysis of the personnel policy of Avtotravel LLC

3.2 Development of proposals for improving the personnel policy of Avtotravel LLC

List of sources used

Introduction

Personnel service - a set of rules and norms, goals and ideas that determine the direction and content of work with personnel. Through personnel activities, the goals and objectives of personnel management are implemented, therefore it is considered the core of the personnel management system.

The work of a commercial organization is determined by the efficiency of all processes taking place in it on various stages her activities. The profitability of an organization directly depends on the activities of its employees, in view of this, a properly built personnel policy is one of the most important issues in the organization of the work of the enterprise as a whole. The activity of the personnel service is indirectly aimed at obtaining additional profit by the organization, and this fact determines its essence. Profit is impossible without the work of the staff, which means that the rate of profit and its size directly depend on the efficiency of the personnel service.

Relevance of the topic thesis due to the fact that the activity of the personnel department, like no other type of activity, needs a properly built system of documentation support. Personnel work and the whole system of tasks of the personnel department at the enterprise is connected with people as the most an important factor industrial relations, and therefore errors in personnel work are not allowed. personnel department

Documents on personnel are the most important documents and require special care and accuracy in their execution and preservation over a long period of time. These documents reflect the work activity of the employee and confirm the length of service required for calculating a pension. In addition, personnel documents are distinguished by their ability to act as a legal act. For example, an order, on the one hand, certifies, confirms the presence legal fact conclusion, amendment or termination of an employment contract, i.e., it is an administrative document. On the other hand, the order registers this fact and acts as a primary accounting document and generates a technological chain of accounting and reporting personnel documents. Therefore, the order on personnel as a type of document can be simultaneously attributed not only to the unified system of organizational and administrative documentation, but also to the unified system of primary accounting documentation.

The object of research of the thesis s organization of documentation support for the personnel service of the Avtotravel Limited Liability Company.

The subject of the study is the improvement of the personnel activities of Avtotravel LLC, an organization for the transportation of passengers, located in the city of Korolev, near Moscow, with a population of 250,000 thousand people. The city of Korolev is 17 km away. from the city of Moscow on the federal highway Moscow - Kholmogory. Avtotravel LLC carries out passenger transportation on routes connecting such cities as: Moscow, Yaroslavl, Sergiev Posad, Aleksandrov, Rybinsk, Korolev, Pushkino. The volume of traffic in 2011 amounted to 6.85 million people. Avtotravel LLC has a staff of 444 employees of all departments.

The purpose of writing a thesis is to analyze the organizational support of activities and improve personnel activities in the work of the personnel department of Atotravel LLC.

The main tasks set when writing this thesis and analyzing the personnel work at Avtotravel LLC:

Consideration of the tasks and functions of the personnel department at the enterprise;

Determination of the types of documents in the activities of the personnel department of the organization;

Writing a description of the workflow of personnel work of Avtotravel LLC;

Holding complex analysis personnel work of Avtotravel LLC in order to identify weaknesses and subsequent implementation of innovations.

When writing the thesis, sources such as the Labor Code of the Russian Federation were used, which regulates the employment relationship between the employer and the employee. Based on the articles of the Labor Code, the enterprise should establish a unified procedure for registering the admission, dismissal and transfer of employees.

The novelty of the results of the study lies in the fact that for the first time proposals have been developed to improve the personnel activities of the enterprise and a change in the search and selection of employees in Avtotravel LLC.

The structure of the work is determined by the logic of the study, its goals and objectives. The work consists of an introduction, three chapters, a conclusion, a list of references, and applications.

The introduction substantiates the relevance of this work, defines the object and subject, sets the goals and objectives of the study.

The first chapter examines the essence and significance of personnel policy, reveals the theoretical significance of office work, the main content of personnel policy, describes the tasks and functions of personnel activities in the enterprise.

The second chapter describes the characteristics of the organization LLC "Avtotravel", considers personnel documents and the work of personnel records management.

The third chapter proposes measures to improve the personnel activities of the enterprise, the development of job descriptions, a change in the staffing table, a change in the search and selection of employees.

In conclusion, information about personnel activities and its functions is summarized. The predicted results are given when implementing measures to improve personnel activities.

1. Theoreticalaspects of the personnel service

1.1 The essence and significance of personnel policy

The personnel policy is formed by the management of the organization, implemented by the personnel service in the process of performing its functions by its employees. It is reflected in the following regulatory documents:

Rules internal regulations;

collective agreement.

The term "personnel policy" has a broad and narrow interpretation:

1. a system of rules and norms (which must be understood and formulated in a certain way), leading human resource in accordance with the company's strategy (it follows that all activities for working with personnel: selection, staffing, certification, training, promotion - are planned in advance and agreed with a common understanding of the goals and objectives of the organization);

2. a set of specific rules, wishes and restrictions in the relationship between people and the organization. In this sense, for example, the words: "The personnel policy of our company is to hire people only with higher education"- can be used as an argument in solving a specific personnel issue. According to the materials of the site: http://ru.wikipedia.org/wiki/Main_page

The formation of personnel policy is a fundamental orientation to its own staff or to external staff, the degree of openness in relation to the external environment in the formation of personnel.

An open personnel policy is characterized by the fact that the organization is transparent to potential employees at any level, the organization is ready to hire any specialist of the appropriate qualification without taking into account work experience in other organizations. Such a personnel policy may be adequate for new organizations that are pursuing an aggressive policy of conquering the market, focused on rapid growth and rapid entry into the forefront in their industry.

A closed personnel policy is characterized by the fact that the organization focuses on the inclusion of new personnel only from the lowest official level, and replacement occurs only from among the employees of the organization. Such a personnel policy is typical for companies focused on creating a certain corporate atmosphere, the formation of a special spirit of involvement.

An organization's HR strategy is an important part of running a successful business. The main and most important resources of the organization are, first of all, people. A well-designed, realistic HR strategy is one of the most important activities of the organization's management. This allows you to achieve optimal interaction between a person and an organization, as well as their relationship with the external environment. Stolyarenko, L.D. Psychology and ethics business relations: Tutorial. - 2nd ed., add. and revised / Stolyarenko L.D. - Rostov-on-Don: Phoenix Publishing House, 2003

The main content of the personnel policy: ensuring labor force high quality, including planning, selection and hiring, release (retirement, layoffs), staff turnover analysis, etc.; improving the organization and stimulation of labor, ensuring safety, social benefits; development of employees, vocational guidance and retraining, certification and assessment of the level of qualifications, organization of career advancement.

The level of personnel development directly affects the competitive capabilities of the organization and its strategic advantages. A competitive enterprise seeks to use the capabilities of employees as efficiently as possible, creating all efforts for the most complete return and intensive development of their potential. There are many sad examples of how ill-conceived decisions in personnel issues led the organization to collapse. If an enterprise considers its personnel as the main source of stable existence and prosperity of the business, then practice shows that such organizations succeed and can be competitive. Esipov, V.E. Business valuation: 2nd ed. / Esipov V.E. - St. Petersburg: Publishing house "Piter", 2008.

The main principle of personnel policy is that it is equally necessary to achieve individual and organizational goals. The main principles of individual areas of the personnel policy of the organization can be called the following (Table 1): Link to http://www.webarhimed.ru/

Table #1

No. p / p	Directions	Principles	Characteristic
	Organization personnel management	The same need to achieve individual and organizational goals (main)	The need to look for fair compromises between management and employees, and not to give preference to the interests of the organization
	Selection and placement of personnel	compliance professional competence practical achievements individuality	Correspondence of the scope of tasks, powers and responsibilities to human capabilities Level of knowledge corresponding to the requirements of the position Required experience, leadership abilities (organization of own work and subordinates) Appearance, intellectual traits, character, intentions, leadership style
	Formation and preparation of a reserve for promotion to senior positions	Competitiveness individual training compliance with the position regularity of assessment of individual qualities and capabilities	Selection of candidates on a competitive basis Systematic change of positions vertically and horizontally Preparation of a reserve for a specific position according to an individual program Effective internship in leadership positions Candidate's current fit for the position Evaluation of performance results, interviews, identification of inclinations, etc.
	Assessment and certification of personnel	Selection of assessment indicators qualification assessment performance evaluations	A system of indicators that takes into account the purpose of assessments, assessment criteria, frequency of assessments Suitability, determination of the knowledge necessary to perform this type of activity Performance evaluation
	Staff development	Advanced training self-expression self-development	The need for periodic revision of job descriptions for the continuous development of personnel Independence, self-control, influence on the formation of performance methods Ability and opportunity for self-development
	Motivation and stimulation of personnel, remuneration	Compliance of wages with the volume and complexity of the work performed even mix of incentives and sanctions motivation	An effective wage system Specificity of the description of tasks, responsibilities and indicators Motivating factors influencing the increase in labor efficiency

Any enterprise focused on successful existence and development plans its work not only for the near future, but also for the long term. Personnel policy and personnel strategy play an important role in these plans. The practice of functioning of many organizations indicates a clear relationship between strategic decisions on their management and the personnel management system. Therefore, planning work with personnel allows you to achieve your goals with minimal cost material and human resources.

1.2 Tasks and functions of the personnel department at the enterprise

For any commercial organization, the main thing is work and its results. Technology is applicable to almost any business resource management. It allows you to fairly accurately assess what the company has, what opportunities it has as a result, what is not enough to implement its plans.

There are several company resources. The first is tangible assets embodied in structures, machines, inventory etc. The second is financial assets in the form of fixed assets. working capital and credit resources. Next - intangible assets in the form of know-how, trademarks the reputation of the company in the market. There is also an administrative resource. It is close to labor, since we are already talking about people. It is provided by the management system built in the company, personal business qualities managers of all levels. And labor resources. Human Resources Department - business card enterprises. The first step of a person in an enterprise is the personnel department. A person tends to remember the beginning and end of different events. Based on materials from the site: http://www.bizneshaus.ru/kadry.html

For more effective management production management has developed strategic planning which affected all the activities of the organization, including personnel management. And here the main element that determines the direction of activity is personnel policy. It is designed to provide an optimal balance between the processes of updating and maintaining the numerical and qualitative composition of personnel in its development in accordance with the needs of the organization itself, the requirements of the current legislation, the state of the labor market, taking into account the trends in the activities of trade unions and other organizations that affect the labor resources of the region. The fundamental principles of the formation of personnel policy:

- scientific character, the use of all modern scientific developments in this area, which could provide the maximum economic and social effect;

- complexity, when all areas of personnel activity should be covered;

- consistency, i.e. taking into account the interdependence and interconnection of the individual components of this work;

- the need to take into account both the economic and social effects, both the positive and negative impact of an event on the final result;

- efficiency: any costs for activities in this area should be repaid through the results of economic activity.

In practical terms, the following main functions of the personnel management service can be distinguished:

1. A clear understanding and implementation of the strategic and tactical goals of your company. Unfortunately, in today's practice this is a weak point. The isolation of personnel departments from setting long-term goals leads to the fact that the existing human resources potential often does not make it possible to implement new ideas and technologies, and it takes too much time to restructure it, which is especially unacceptable in a market economy.

2. Forecasting the situation on the labor market and in your own team to take proactive measures. Without a serious study of the cost of labor, supply and demand of highly qualified workers of the required profile, changes in labor motivation and other factors of movement labor resources you can quickly lose the existing human resources potential. And in order to constantly increase it in the fight against competitors, it is also necessary to have sources of personnel replenishment, to know the situation in the field of personnel training, and to foresee unfavorable circumstances.

3. Analysis of the existing human resources potential and planning of its development taking into account the future. Personnel development planning follows from the implementation of the above functions. First of all, this is the planning of the natural movement of personnel for retirement, dismissal due to illness, in connection with study, military service, etc. This is not difficult to do, but it is necessary in order to prepare an equivalent replacement in a timely manner. More difficult is how to strengthen the potential of the team, increase its competitiveness. There are several ways, including the careful selection of personnel, the systematic improvement of their qualifications, and the creation of conditions for the most effective manifestation of their abilities. And also the functions of the personnel department include: According to the material of the site Kama-Protect Personnel management: http://www.7712009.ru/

· Creation of a personnel reserve, selection of candidates, determination of reserve groups.

· Selection of personnel from the reserve group.

· Drafting employment contracts.

· Evaluation of labor activity of each employee.

· Transfer, increase, decrease, dismissal depending on results of work.

· Vocational guidance and adaptation - the inclusion of recruited workers in the team, in the production process.

· Determination of wages and benefits in order to attract, retain, retain staff.

· Organization of personnel training.

· Leadership training.

· Discipline management.

· Motivation management.

· Evaluation of the labor market.

The purpose of the personnel department is to contribute to the achievement of the goals of the enterprise by providing it with the necessary personnel and effective use their qualifications, experience, skill, efficiency, creativity. Each organization must approve the Regulations on the personnel department, which spell out the organization of work, the main functions and goals of the personnel department. Based on the foregoing, we can conclude that the main tasks of the personnel department are:

Unconditional fulfillment of the rights and obligations of citizens in the labor field provided for by the Constitution; compliance by all organizations and individuals with the provisions of labor laws and trade unions, the Labor Code, model internal regulations and other documents adopted by the highest authorities on this issue;

The subordination of all work with personnel to the tasks of uninterrupted and high-quality provision of the main economic activity the required number of employees of the required professional and qualification composition;

Rational use of the personnel potential available to the enterprise, organization, association;

Formation and maintenance of efficient, friendly production teams, development of organization principles labor process; development of intra-industrial democracy;

Development of criteria and methodology for the selection, selection, training and placement of qualified personnel;

Training and advanced training of the rest of the employees;

Development of the theory of personnel management, principles for determining the social and economic effect from the activities included in this complex.

2. Human Resources Department of Avtotravel LLC

2.1 General characteristics of the organization Avtotravel LLC

The object of study of the thesis is the organization Limited Liability Company "Avtotravel", which was approved by OOO "Avtotravel" in 1997 in the city of Korolev, Moscow Region. Avtotravel LLC is located at the address: Moscow Region, Korolev, Pervomaisky microdistrict, st. Sverdlov, d. 29A. To date, Avtotravel LLC is one of the most large companies among transport carriers of passengers. The company employs more than 350 employees.

Avtotravel LLC is commercial organization. The main organizational document of the Society is the Charter. It defines the main goals and activities of the company. The Company is a legal entity, may, on its own behalf, acquire and exercise property and personal non-property rights, fulfill obligations, be a plaintiff and defendant in court. The Company is liable for its obligations within the limits of its property and services rendered. Avtotravel LLC has round seal, containing a company name, organizational and legal form, has the right to have stamps and letterheads with its name, acquires and exercises property and personal non-property rights, has an independent balance sheet, settlement and other, including currency, bank accounts in Russia. The legal status of Avtotravel LLC is determined in accordance with Civil Code of the Russian Federation and the Federal Law of the Russian Federation "On Limited Liability Companies".

The head of Avtotravel LLC is the General Director represented by Agapov A.A. He is the sole executive and administrative person of the Company, who heads the directorate, represents the interests of the Company and acts on its behalf without a power of attorney. The competence of the General Director includes the execution of all kinds of transactions; issuance of powers of attorney; approval of the structure, staffing, job descriptions of the company's employees, signing orders and instructions that are mandatory for all employees of the company.

The property of Avtotravel LLC is formed from contributions to the authorized capital, as well as from other sources provided for by the current legislation of the Russian Federation. The sources of formation of the Company's property are:

Authorized capital of the Company;

Income received from the provision of services by the Company;

Loans from banks and other creditors;

Other sources not prohibited by law.

To date, Avtotravel LLC serves 16 regular bus routes passing through the city of Korolev. The company has a park passenger taxi. The volume of traffic in 2011 amounted to 6.85 million people.

The purpose of the Company's activity is to make profit, the subject of activity is passenger transportation services.

The labor relations of Avtotravel LLC employees are regulated by the current labor legislation, labor contract, internal labor regulations, job descriptions of employees.

2.2 Personnel documents of Avtotravel LLC

Compliance with the Labor Code of the Russian Federation, the correctness of the execution of personnel documentation is controlled by both the Federal Labor Inspectorate (Rostrudinspektsiya) and the Federal tax office. The state inspector can come to the office of any organization, regardless of the form of ownership, and demand documents relating to personnel records, and other mandatory and internal company regulations and orders available in the organization (Federal Law of December 26, 2008 N 294-ФЗ “On the Protection of the Rights of Legal Entities and Individual Entrepreneurs in the Implementation of State Control (Supervision) and Municipal Control”). Based on site materials: http://base.garant.ru/12164247/

Documenting the activities of the personnel service covers all processes related to the preparation and processing of personnel documentation in accordance with established rules, and solves the following personnel management tasks:

Organization of labor of employees;

Conclusion of an employment contract and employment;

Transfer to another job;

Providing employees with vacations;

Encouragement of employees;

Imposing disciplinary sanctions on employees;

Certification of employees;

Maintaining staffing;

Accounting for the use of working time;

Engaging employees to work on weekends and non-working holidays;

Termination of the employment contract and dismissal from work.

The organization of the work of employees is carried out by adopting local regulations. Each employer must have internal labor regulations and a provision on the protection of personal data. Maintaining the personal files of employees is advisory for private companies. But for convenience, it is still better to form personal files or personal folders. In the personal file (personal folder) of the employee, you can include copies of documents that are required when applying for a job (passport, military ID, certificate of assignment of TIN, pension insurance certificate, marriage certificate, birth certificate of children - to provide income tax benefits; documents on education, etc.) and subsequently all the main documents created during the period of the employee’s labor activity that characterize his labor activity (applications for transfer to another job, letter of resignation, characteristics, documents on advanced training, copies of orders for admission , transfer, dismissal, etc.).

In addition, the employer must have the following documents on labor protection:

Instructions on labor protection by profession;

Journal of briefing (familiarization with instructions).

The heads of organizations are personally responsible for the documentary fund formed in the course of their activities. For violation of the legislation of the Russian Federation and other regulatory legal acts, improper maintenance of personnel records or lack thereof, one can be held liable for material, disciplinary, as well as civil, administrative and even criminal liability (Article 419 of the Labor Code of the Russian Federation). According to the site: http://www.profiz.ru/ Both the absence of personnel documentation reflecting labor activity and confirming the work experience of the employee necessary for calculating a pension, and its maintenance with violations of the requirements of the Labor Code of the Russian Federation, Instructions for maintaining work books, other laws and by-laws are unacceptable. The absence of mandatory personnel documents, the presence of which is expressly prescribed by the Labor Code of the Russian Federation, refers to cases of violation of labor legislation.

It is rather difficult to determine the full composition of personnel documentation that an individual entrepreneur must have. As in the case when the employer is a legal entity, the final list of personnel documents depends on many factors: the field of activity, location, working conditions, and even the desire of the employer himself. (Table 2)

List of personnel documents required for Avtotravel LLC:

Table number 2

No. p \ p	Document	What document governs	Note	Termstorage
	Internal labor regulations	Article 189 of the Labor Code of the Russian Federation	When hiring (before signing the employment contract), the employer is obliged to familiarize the employee with the PWTR against signature. Valid until replaced with a new one.	Constantly
	Regulation on the protection of personal data of employees	Article 86 of the Labor Code of the Russian Federation	When hiring (before signing an employment contract), the employer is obliged to familiarize the employee with the Regulations on the protection of personal data of employees against signature. Valid until replaced with a new one.	Constantly
	Staffing table (f. T-3)	Article 57 of the Labor Code of the Russian Federation	It is compiled every time when certain changes are made to it.	Constantly
	Book of accounting of work books and inserts to them		Stored in the personnel department and maintained constantly.
	Income and expense book for accounting for forms of work books and inserts to them	Instructions on the procedure for filling out work books and inserts to them (approved by the Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69)	It is stored in the accounting department along with the forms of work books and inserts to them; the forms are sent to the personnel department at the request of a personnel worker.	50 years (but upon liquidation of the company, it is submitted to the city archive along with other documents, the shelf life of which is 75 years)
	Regulations on wages	Section 6 of the Labor Code of the Russian Federation, Chapter 21 of the Labor Code of the Russian Federation	In the presence of complex systems of remuneration and labor and bonus systems. Valid until replaced with a new one.	Constantly
	Regulations on certification of employees	Article 81 of the Labor Code of the Russian Federation	When conducting certification at the discretion of the employer.	Constantly
	Vacation schedule	Article 123 of the Labor Code of the Russian Federation	Approved by the employer no later than two weeks before the start of the calendar year.
	Labor contract	Article 16, 56, 57, 67 of the Labor Code of the Russian Federation	It is concluded in writing with each employee.
	Job descriptions for each position in accordance with the staffing table		Applicable at the discretion of the employer	Constantly
	Job Orders	Article 68 of the Labor Code of the Russian Federation	Issued on the basis of an employment contract. They are announced to the employee against signature within three days from the date of the actual start of work.
	Orders for transfer to another job	Article 72.1 of the Labor Code of the Russian Federation	Issued on the basis of an agreement on transfer to another job (additional agreement to the employment contract).
	Dismissal orders	Article 84.1 of the Labor Code of the Russian Federation	When an employee leaves. Announced to the employee against signature
	Leave orders	Chapter 19 of the Labor Code of the Russian Federation	Issued on the basis of the vacation schedule or the employee's application
	Employee applications for unpaid leave	Article 128 of the Labor Code of the Russian Federation	Unpaid leave is granted at the request (at the request) of the employee in accordance with Part 1 of Art. 128 of the Labor Code of the Russian Federation or at the request of the law on the basis of the application of the employee (part 2 of article 128 of the Labor Code of the Russian Federation).
	Employee's personal card (form T-2)		Conducted for each employee
	Employment history	Article 66 of the Labor Code of the Russian Federation	The employer maintains work books for each employee who has worked for him for more than five days.	Upon dismissal, the employee receives a work book in his hands. Unclaimed work books are stored in the organization for 50 years; upon liquidation of the enterprise, they are archived
	Agreements on full liability		They are concluded with employees who directly serve material assets.
	Book of accounting (registration log) of orders for personnel	Instructions for office work in the personnel service of VNIIDAD "Exemplary instructions for office work in the personnel service of an organization"	Must be numbered and laced, sealed and signed by the employer
	Briefing log (familiarization with instructions)	Section 10 of the Labor Code of the Russian Federation

But this list is not exhaustive, since in the process of establishing an employment relationship, there may be an obligation to draw up other documents, for example, a certificate of state pension insurance for an employee entering work for the first time.

The most important document regulating the execution of a large number of personnel documents is the Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment." Based on materials from the site: http://www.termika.ru/dou/docs/detail.php?ID=1551 This resolution approved the so-called unified forms of primary accounting documentation for accounting for labor and its payment.

The correctness of maintaining personnel records, as well as compliance with labor laws and other regulatory legal acts containing labor law norms, is controlled by the State Archive of the Russian Federation and Rostrudinspektsiya, which carry out periodic planned and unscheduled checks. It can be said with confidence that in connection with the amendments indicated at the beginning of the article, introduced into the Labor Code of the Russian Federation, inspectors will soon visit entrepreneurs more often.

Let's summarize the preliminary results:

There are a number of mandatory personnel documents that an entrepreneur must have. The presence of these documents is expressly provided for by the Labor Code of the Russian Federation and other federal laws.

For the absence, improper maintenance and / or storage of personnel documents individual entrepreneur may be attracted to

civil, material, administrative and even criminal liability in accordance with the current legislation of the Russian Federation.

2.3 The procedure for preparing orders for personnel

In each organization, the head issues orders of two types: for core activities and for personnel. The obligation to issue orders on personnel is established by the Labor Code of the Russian Federation. For example, they are necessary when applying for a job (Article 68 of the Labor Code of the Russian Federation), upon termination of an employment contract (Article 841 of the Labor Code of the Russian Federation).

An order is an internal document of an organization issued by its head on operational, organizational, personnel and other issues. inner work organizations. And also it is the most important document in the system of personnel documentation. With its help, registration of hiring, internal transfers, dismissal, etc. takes place. On the basis of orders, all accounting forms are maintained (employee's personal card (form No. T-2), personal accounts), personal files, work books and a number of other documents are filled out. Orders on personnel are not only administrative documents, but also simultaneously relate to primary accounting documents, as they record the fact of admission, transfer or dismissal of a citizen and are the basis for calculating his wages. Orders on personnel document the process of movement of personnel in the organization.

Orders on personnel in Avtotravel LLC draw up the following procedures:

Recruitment;

Transfer to another job;

Dismissal (termination of the employment contract);

Granting holidays (review from vacation);

Making changes to accounting documents;

Application of incentive measures to the employee;

Imposing a disciplinary sanction on an employee.

All orders for personnel are prepared by the personnel service. The issuance of an order includes several stages: preparation, execution, registration, endorsement and familiarization of the employee with it.

The preparation of the order begins with the mandatory quality control of primary documents, which are compiled by the employees of the organization and transferred to the personnel department. Documenting the admission, dismissal and movement of personnel provides for the initial preparation of such documents as statements, memoranda, submissions, notifications, etc. These primary documents are called the basis documents for issuing orders on personnel. Before preparing an order on the primary document, the personnel officer must obtain a resolution from the head of the organization. The resolution is written by hand on the first sheet of the document on the right and expresses the decision of the head on the issue raised in the document. On personnel documents, the resolution is "permissive" or "prohibitive" in nature, possibly specifying the procedure and nature of the execution of the document. The resolution must contain: the name of the personnel officer to whom the order is given, the content of the order, the deadline for execution, the personal signature of the head and the date the resolution was drawn up. Documents-bases for orders on personnel with a resolution of the head of the organization are legal basis action specified in the order .

The preparation of a draft order for personnel consists in filling out unified form; each form contains a caption and instructions for completing it. Currently, the forms approved by the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1 are used. According to the site: http://base.consultant.ru/cons/cgi/online.cgi?req=doc&base=LAW&n=47274

The number of the order is affixed during its registration. Within the calendar year, personnel orders are registered by serial numbers with the addition of a letter index, in this organization the letter K is personnel orders.

The registration number of the order is necessary to record documents, but, in addition, it is one of the details that give the document legal force, that is, make the document indisputable from the point of view of its officiality.

Orders for personnel must be drawn up in strict accordance with the Labor Code of the Russian Federation.

* must be specified when applying for a job fixed size wages and admission conditions: temporarily (from ... to ...), with a probationary period (duration), etc.;

* upon dismissal - the reason for dismissal (a specific article of the Labor Code of the Russian Federation);

* when granting leave - its type, duration, start and end dates;

* when transferring to another job - type of transfer (if temporary - duration), new position and division, reason for transfer, change in wages;

* in case of encouragement or disciplinary sanction - the reason and type of encouragement or sanction;

The ascertaining part in orders for personnel may be absent.

The administrative part of the order begins with the indication of the surname (printed in capital letters), first name and patronymic (printed entirely in lowercase letters), it must contain the exact wording of the decision of a particular personnel issue.

In orders for personnel, it is provided for affixing such details as the date of issue of the order, which is placed in its header. Please note: Art. 68 of the Labor Code of the Russian Federation, it is determined that the order for employment is announced to the employee against signature within three days from the date of the actual start of work. This means that the date of issue of the order must correspond to this period. When working with orders on personnel, special attention should be paid to the design of dates - indicating the date is accompanied by an administrative action, an employee familiarization visa, a link to the base document. After the end of the main text of the order, the word “Basis” is written in all unified forms: and the name, date and number of the document (documents) are entered, which are the basis for issuing the order. The last step in the preparation of the order is its signing. A fully completed unified form is presented to the head of the organization for signature. Registration of the signature provides for an indication of the position of the head, his personal signature, initials and surname. The last requisite, which is filled in in unified forms, is an employee familiarization visa, consisting of the words “Familiarized with the order”, the employee’s personal signature and the date of familiarization.

Orders can be simple or complex in structure.

If the order concerns one person, then it is called simple (individual). In the headings to the texts of such orders, it is written: “On hiring ...”, “On transferring to another job ...”, “On promotion ...”, etc.

Combining several administrative items in an order makes the order complex.

In complex orders, when solving one personnel issue (hiring or dismissal, etc.), the heading is formulated depending on the issue being resolved. In complex orders that resolve several personnel issues (both hiring and dismissal, etc.), the heading is absent or given in a generalized form (“By personnel”). In these orders, as a rule, there is a certain sequence of arrangement of individual issues: first - appointment to positions, then - transfer to other positions, then - dismissal from positions. If several surnames are listed in one paragraph, then they follow in alphabetical order.

2.4 The procedure for processing documents when applying for a job

Employment begins with the applicant submitting a job application. The application is drawn up in the form accepted in the organization, addressed to the general director of the organization on hiring him, sets the date and signs the application with the immediate supervisor. The applicant, along with the application, provides mandatory documents for hiring him:

a passport or other identity document;

work book;

insurance certificate of state pension insurance;

TIN (if available)

· documentation military registration- for persons liable for military service and persons subject to conscription for military service;

a document on education, qualifications or the availability of special knowledge - when applying for a job that requires special knowledge or special training.

· Medical certificate of the driver (for drivers);

Driver's license (for drivers).

Article 65 of the Labor Code of the Russian Federation specifically stipulates that it is prohibited to demand from a person applying for work documents other than those provided for by the Labor Code of the Russian Federation, other federal laws, decrees of the President of the Russian Federation and resolutions of the Government of the Russian Federation.

Also, applicants applying for the position of a bus driver pass a test according to the rules traffic in the operation department. And with a good result (no more than 3 errors), they are further issued for work.

After the future employee has passed the test and provided all the necessary documents, it is necessary to familiarize him with a number of local regulations:

Internal labor regulations (provided for by part 3 of article 68 of the Labor Code of the Russian Federation);

job description;

Instruction on labor protection;

Regulations on the structural unit in which the employee will perform labor activity;

Regulations on trade secrets;

Regulations on wages.

The accepted employee signs in a separate journal about familiarization with all local regulations.

The next step in applying for a job is to conclude an employment contract with the employee. The employment contract is concluded in writing, drawn up in two copies, each of which is signed by the parties. One copy of the employment contract is transferred to the employee, the other is kept in the personnel department (Article 67 of the Labor Code of the Russian Federation). A signed and certified employment contract serves as the basis for the emergence of an employment relationship. An employee's refusal to sign an employment contract cannot serve as a basis for bringing him to disciplinary liability. The current legislation does not establish a single mandatory form of an employment contract, therefore, an employment contract is drawn up in an arbitrary form. When concluding an employment contract, an agreement of the parties may discuss the testing of an employee in order to test his professional skills (Article 70 of the Labor Code of the Russian Federation). The test condition must be specified in the employment contract and in the order for employment. The absence of a probation clause in the employment contract means that the employee is accepted without probation. A test for employment is not established for:

Persons applying for a job through a competition to fill the relevant position, held in the manner prescribed by law;

pregnant women;

Persons under the age of 18;

Persons who have graduated educational institutions primary, secondary and higher vocational education and for the first time coming to work in the specialty received;

Persons elected (chosen) to an elective position for paid work;

Persons invited to work in the order of transfer from another employer as agreed between employers; - persons employed for a period of up to two months;

In other cases provided for by the Labor Code of the Russian Federation, other federal laws and a collective agreement. The probation period may not exceed three months, and for heads of organizations and their deputies, chief accountants and their deputies, heads of branches, representative offices and other separate structural subdivisions of organizations - six months, unless otherwise established by federal law. Information about the establishment of the test in the work book of the employee is not entered.

In accordance with the provisions of the said article 68 of the Labor Code of the Russian Federation, employment is formalized by the order of the employer, issued on the basis of the concluded employment contract. The content of the employer's order must comply with the terms of the concluded employment contract. At the request of the employee, he must be given a certified copy said order. An order to hire an employee is an administrative document that draws up a signed employment contract. Neither an order nor a signed application for admission can replace an employment contract.

When applying for a job (order), the following is indicated: the name of the structural unit, position, probationary period, as well as the conditions for hiring and the nature of the work to be done (in the order of transfer from another organization, part-time, to replace a temporarily absent employee, to perform certain work and other). (Appendix No. 1)

It should be remembered that an employment order does not replace an employment contract, but is a one-sided internal document of the employer.

The personal data of the employee is entered into his personal card. Personal data, an order for employment, as well as an employment contract are drawn up in the "personal file" of the employee.

When concluding an employment contract for the first time, a work book and an insurance certificate of state pension insurance are drawn up by a personnel officer. Employment records are maintained for all employees working in the organization for more than five days.

The hiring of a citizen is completed by making an appropriate entry in the work book, which is the main document on the employee’s labor activity, all subsequent entries are made in it (for example, about transfers, incentives, dismissal).

2.5 The procedure for preparing documents for vacation

In accordance with paragraph 5 of Art. 37 of the Constitution of the Russian Federation, everyone has the right to rest. A person working under an employment contract is guaranteed paid annual leave established by federal law.

There are several types of vacations in the organization of Avtotravel LLC:

1. Basic (paid) vacation;

2. Leave without pay (provided upon request if necessary);

3. Maternity leave (such leave is granted for health reasons);

4. Leave for employees who have adopted newborn children directly from the maternity hospital (naturally, such leave is provided as needed and not annually);

5. Leave to care for a child until the child reaches the age of 3 years (during the first 1.5 years the woman is paid a child care allowance, in the remaining 1.5 years such allowance is not paid), provided to the woman or the father of the child, or grandmother, grandfather, other relative, guardian, actually caring for the child;

6. Additional leave without pay for employees with two or more children under the age of 14, employees with a disabled child under the age of 18, a single mother or father raising a child under the age of 14;

7. Vacation for passing exams in evening (shift) general education schools;

8. Leave in connection with studies in evening vocational schools;

9. Additional leave for passing entrance exams to graduate school;

10. Leave without pay for passing entrance exams to higher and secondary institutions of vocational education;

11. Leave in connection with studies in evening and correspondence higher and secondary institutions of vocational education.

All employees are entitled to annual basic paid leave. Vacation duration - 28 calendar days. The employee receives the right to leave of this duration if he has worked for one year. The right to use the leave for the first year of work arises for the employee after six months of his continuous work. By agreement of the parties, an employee may be granted paid leave before the expiration of six months (Article 122 of the Labor Code of the Russian Federation). The Labor Code prescribes that vacation does not include holidays established in Article 112 of the Labor Code of the Russian Federation. That is, if a holiday falls on the vacation period, it does not apply to the vacation period. In this case, the end date of the vacation is postponed.

Holidays are issued according to the holiday schedule. This document, in our opinion, is mandatory local act, since its design is regulated by Art. 123 of the Labor Code of the Russian Federation. The sequence of granting paid vacations is determined annually in accordance with the vacation schedule approved by the employer. December is the month in which plans are made for the coming year. One of the mandatory documents that must be adopted during this period is the vacation schedule. The vacation schedule for the next year, as follows from Article 123 of the Labor Code, must be approved by the employer no later than 2 weeks before the start of the calendar year, that is, before December 16. Since there are only a few days left before the adoption of this document, we will dwell on those points that must be taken into account when compiling it. Registration of holidays is carried out according to the vacation schedule (Appendix 12 (not given) - Unified Form T-7). The vacation schedule is mandatory for both the employer and the employee. The employee must be notified of the start time of the vacation no later than two weeks before it starts.

As mentioned above, the vacation schedule must be approved no later than two weeks before the end of the current production year and the beginning of the next, i.e. it's about mid-December. To work on the scheduling, you need:

Set the most "unloaded" periods of the organization's work

Find out the wishes of employees directly regarding the time of granting vacation

Establish which of the employees enjoy benefits when granting leave

To solve the first condition, it is necessary to analyze manufacturing process organizations, identify periods of workload and calculate when workflow slows down. Heads of departments can help to clarify the wishes of employees. It is necessary to instruct them to collect statements from their subordinates about the expected vacation time, to settle disagreements between employees that have arisen in the process of identifying this issue. After that, these managers must submit to the personnel department information about the start dates of the vacation of their subordinates for scheduling.

...

Prerequisites for the implementation of the project

In 2012, the group of companies consisted of 500 people. Personnel records management was carried out by three employees of the personnel department (two specialists and a manager). There were no special documents that would regulate the work of the department, everything was done by oral agreement. Accounting was carried out in the standard program "1C". Each employee was treated personally. People brought their applications directly to the personnel department. Here they were hired and fired. Employees passed and waited for one of the specialists to be released, copy their documents, enter data into 1C, print the necessary papers, then sign the documents and get acquainted with local regulations against signature ...

With the order received by the organization in early 2013, the recruitment department ensured an influx of workers within six months, in connection with this, the number of staff increased to 3 thousand people. The composition of the employees was as follows: 100 people - administrative and managerial personnel, 2900 - working personnel (guards and controllers). The turnover among the working staff was 10%.

The organization used a rotational method of work, shift shifts took place every two weeks: a mass dismissal of employees who worked the shift and did not want to work further, and a massive hiring of newly arrived people. Up to 50 appointments and the same number of dismissals had to be made per day (for comparison: on ordinary days, 10-15 appointments are made and the same number of dismissals).

In addition to registration of receptions (up to 300 per month) and dismissals (the same number), the functions of the department included: registration of vacations (up to 200 per month); issuance of certificates from the place of work and copies of work books (up to 100) to employees upon their request; organizing the issuance of bank cards for receiving salaries (up to 300 per month); documentary support for the movement of employees from one security facility to another (up to 500 per month); registration of new work books (about 80 monthly); collecting information for management on recruitment tools (how candidates learned about the availability of vacancies) and the reasons for dismissal; preparation of daily, weekly and monthly reports on the number, hiring and dismissal of employees.

The personnel department interacted with the security service (a unit that directly guarded the facilities and had the following structure: the head of the security department, deputy chiefs, heads of areas, senior shifts, security guards and controllers), as well as with the accounting department. At the same time, the previous work order was preserved (no regulations, accounting in the standard 1C program, personal work with each of the employees). The statements of employees from the security department were transferred without fixing documents and were often lost; there was no opportunity to check whether they were transferred. Workers often went to the personnel department and handed over their applications themselves without any fixation. Thus, the format and deadline for the transfer of documents by employees of the personnel department to the accounting department were arbitrary.

Despite the replenishment of the personnel department with three specialists (now there are five of them, not counting the chief), it was obvious that the unit was still not up to the job. This manifested itself in the following. On shift shift days, employees stayed at work until 22:00, on ordinary days - until 20:00, for which overtime was regularly paid. For six months, no one went on vacation, because it was not possible. The staff turnover of the personnel department has increased: over the past six months, three people have been replaced. There were daily complaints from the accounting department. Errors in documents (paper or electronic) amounted to 18–20%, violation of the deadlines for the provision of documents (orders on vacations and dismissals, documents for the production of bank cards, etc.) - 20–25%. There were complaints from the security service (about the long registration of the admission and dismissal of employees, the delay in the execution of requests, the loss of applications submitted, the untimely registration of vacations and certificates). All this contributed to the emergence of conflicts between personnel specialists, as well as between the personnel department, accounting and security services. Employees of the organization, both present and former, began to apply to the labor inspectorate and the court with statements about poor-quality and untimely execution of documents.

Implementation of the basic principles of the HR department

The task was set for the new head of the personnel department: to establish efficient work department entrusted to him without increasing the budget for wages to employees. As part of this task, it was necessary to stop receiving complaints from the security and accounting services, to achieve the execution of documents within the time limits established by law, to exclude complaints from employees to management and inspection bodies regarding the unsatisfactory execution of personnel documents.

To study the situation, the boss asked his subordinates to work as before for two weeks (during the period between shifts and during shift shifts). Seeing all these problems and taking into account the management's requirement not to increase the number of personnel in the personnel department, the boss chose an intensive way to change the work, namely, the maximum reduction in document processing time by reducing unproductive time costs. At the same time, the following principles of activity of the department were developed:

flow office work;
work with immediate supervisors of employees;
regulation of the activities of the personnel department;
maximum automation of tasks solved using the 1C program.

Let's consider how the introduction of these principles into the workflow took place and what effect was obtained.

Streamline HR record keeping

It's one thing to cook porridge for one family, and quite another for a company of soldiers: it's one thing, but the approaches are different. It is the same with office work: it is one thing to conduct it in a company with a staff of 100 people and a staff turnover of 10% per year, and quite another in a company with a staff of 3 thousand people and a turnover of 10% per month.

The essence of in-line personnel office work lies in the continuous (as on a conveyor) paperwork. That is, the specialist draws up not one dismissal and then one hiring, but a large number of documents of the same type in a specific period of time. At the same time, he performs many homogeneous operations in a row, concentrating on this and not being distracted by other issues.

Observing the work of subordinates, the head of the personnel department noted the unproductive loss of time. In this regard, problems that reduced the efficiency of time use were identified and measures were taken to eliminate them. (Table 1).

Table 1. Measures to introduce the principle of workflow

Problems (as it was)	Problem solving (what happened)
It used to be noisy in the HR department. Approximately six people were hired or fired at the same time. Specialists often made mistakes when entering personal data into the program, which caused dissatisfaction on the part of the accounting department. Shift workers are a specific category of workers. Not all of them have time to take a shower after the train, not everyone is pleasant to talk to. When registering up to a hundred such employees a day, the specialists of the personnel department quite quickly professional burnout	Now employees do not enter the personnel department, but wait for their turn in the lobby. Specialists go to them every half an hour during the period between shifts and every 15 minutes. on shift shift days, they collect documents for admission and dismissal, answer questions. For this purpose, warning posters were placed in the foyer “Wait for your turn in the corridor, they will come to you”. The floor attendants and the heads of the security service were warned about the introduction of such an order. Workers who still try to get into the office are strictly stopped. As soon as the documents are ready, the personnel department specialists go to the employees, the latter sign and pick them up
Employees of the personnel department were often distracted from data entry, performing work that did not require special qualifications (collecting and copying documents). This reduced the accuracy of data entry, causing complaints from the accounting department.	On days between shifts, free specialists take turns coming to the workers for documents. During the shift, an attendant is appointed who only collects documents and copies the necessary papers, other workers do not do this, but focus on data entry. The task of the duty officer is to check that the candidate has filled out the questionnaire and the availability required documents. Then all the documents of one employee are put into a separate package, and the collected packages (8–10 pieces) are entered into the office. The duty officer makes copies of documents for personal files and distributes them to specialists. Upon dismissal, the execution of the application is checked, the availability of bank card to receive a salary, a bypass sheet is issued
Previously, work books and personal files were kept randomly in the office (documents of dismissed employees mixed with documents of working employees), which made it difficult to find them. Personal files for weeks lay in boxes not sorted by initial letters of surnames	Order has been put in place in the storage of work books. Now they are sorted by organizations (by initial letters). Employment records of laid-off (and undocumented) and absent workers have been specially selected so that they do not complicate the search. Separately, the personal files of working, dismissed and absent employees are stored, all of them are sorted by the initial letters of their surnames. According to the introduced rule, all work books and personal files of employees are laid out in their places no later than a week after registration
Previously, cabinets with work books were located in the next room. Personal files were arranged only by organizations (mixed with working and laid-off employees)	Now cabinets with work books and used personal files are located in the office of specialists, and personal files of those absent and dismissed are in the adjacent archive room. This made it possible to reduce the time for the movement of specialists and the search for documents of specific employees
Labor contracts collected from employees were signed by the chief executive the next day, and then distributed to direct supervisors for signing by employees and transferring one copy to them. The second copy was subject to storage in the organization. However, contracts were often lost and not received by employees (which caused them dissatisfaction) or to the personnel department (which is a violation of personnel records)	Now the power of attorney for signing labor contracts is issued to the deputy head, who during the shift shift is constantly in his office and signs them. These days, specialists from the personnel department freely enter his office throughout the day, sign contracts and give employees a copy of them. Employees stopped complaining about the lack of contracts, all copies intended for storage in the organization are available
The process of filling out work books (up to 300 per month) is very laborious, does not allow corrections, requires increased attention and concentration	Taking into account the fact that standard entries are made in most work books, stamps were made for the names of all holding organizations, as well as stamps: “Employment contract terminated”, “Accepted to the position of a security guard”, “Accepted to the position of controller”, “Copy is correct”, "General Director Ivanov A.A.", "Works to the present", etc.
Applications for leave (not according to the schedule) and the issuance of certificates were received daily. Direct supervisors often had to find out if vacations were issued. At the same time, they often complained about their untimely registration.	Now the collection of applications for leave and the issuance of certificates is carried out on strictly defined days - twice a month from the 1st to the 6th and from the 15th to the 21st. Leave applications are accumulated, transferred to the personnel department and executed in a strictly certain time(according to the work schedule of the department). At other times applications will not be accepted. After registration of all holidays, a report is generated, which is then sent to the security service for approval. After approval of the report, claims for registration of holidays are not accepted.
Employees often found it difficult to complete written statements, incorrectly and slowly compiled them	The developed application forms to the personnel department require only the affixing of the actual data and the signature of the employee. This greatly speeds up the checkout process.
Previously, a single questionnaire was used for hiring both workers and employees of management personnel (experience previous work, education, etc.). Job assignment and consent to the processing of personal data were filled out on separate sheets, workers were confused, documents were lost	The questionnaire has been redesigned, now workers enter only the most necessary information which greatly speeds up the process. The questionnaire also includes a referral to work from the security service and consent to the processing of personal data
Information about the tools for selecting an employee (the answer to the question of how he learned about the available vacancy) was received by the specialists of the personnel department orally. Workers often found it difficult to explain, and specialists forgot about the information received.	The questionnaire for workers included the question: “How did you find out about the available vacancy?” Sources of information are listed next. The employee only has to mark the necessary. Now, when entering data into the program, the HR specialist relies on the document, and not on the verbal message
The innovations being introduced had to be conveyed to the immediate supervisors of the security service	The company organizes regular (weekly) training for immediate supervisors on the competent submission of documents (in compliance with the established deadlines and forms), as well as consulting for those who apply on an individual basis

Working with direct supervisor

From personal work every employee had to be abandoned. A transition was made to the concept of working with immediate supervisors. These are senior shifts and heads of security areas. Employees of the personnel department are in contact with the working staff only when hiring and dismissing. This is agreed with the management of the security service, since their assistance is required. To implement this principle, special measures are taken (Table 2).

Table 2. Measures to implement the principle of working with direct supervisors

Problems (as it was)	Problem solving (what happened)
After applying for employment, employees did not know which object they needed to go to, and asked relevant questions to employees of the personnel department	Now employees are given memos with a brief instruction upon request for paperwork. In them, direct supervisors indicate the address of the facility to which the employee must proceed, as well as their full name and telephone number
Employees often brought their own applications to the personnel department. Documents from the security service were accepted without fixing and setting deadlines. There was no possibility to check the transfer of documents	All documents for registration are accepted from direct supervisors in the registry with special sections. In this register, the managers enter the full name of the person who submitted the documents and sign for receipt. The register is formed daily. The next day, strictly at 9:00, the deputy head brings the register and documents and hands them over to the head of the personnel department against signature. Now everyone can easily find a record about a particular application
Previously, vacation orders, certificates and other documents for signing by employees and handing over to them from the personnel department were randomly taken by the employees themselves or their immediate supervisors	Stationery trays were purchased according to the number of directions and placed in the form of a bookcase in the premises of the security service. Employees of the personnel department lay out in them executed documents that must be signed by employees and issued to them. The heads of the security department take these documents from the trays at a convenient time for them, without disturbing the employees of the personnel department
Employees constantly asked questions about the essence of work, vacations, dismissal, remuneration, obtaining certificates, etc. HR specialists spent a lot of time consulting them in person and by phone	Answers to questions that employees previously addressed to the HR department have now become the responsibility of line managers. Workers are redirected for information to the premises of the security service (as reported in the posted announcements). The personnel department no longer gives any clarification. This also applies to phone calls.

Regulation of the activities of the personnel department

Together with everyone, the principle of regulating the work of the personnel department and the regulatory registration of its relationship with the accounting department and the security service was adopted. This required the development and implementation of a number of corporate regulations. After studying the features of interaction between departments, the head of the personnel department proposed a regulation on the interaction between the personnel department and the security service and a regulation on the interaction between the accounting department and the personnel department, which strictly described the deadlines for submitting documents.

A standard for personnel workflow with samples of paperwork has been developed; a schedule of the department's activities was drawn up, setting a certain rhythm of work and periods for processing certain documents; prepared step-by-step instruction work in the 1C program on the main registration procedures in the modification used in the organization; a list of reports of the personnel department was compiled, indicating the responsible persons (uncertainty in this matter has been eliminated); a scheme of the main business processes for formalizing labor relations (dismissal, hiring, personnel transfers, vacations) was developed, reflecting the sequence of work of all departments involved.

During the implementation of the project, the following regulations were prepared:

Corporate standard of personnel records management.
Regulations for the interaction of the personnel department and the security service (Appendix 1).
Regulations for the interaction of accounting and personnel departments (appendix 2).
Regulations for the preparation of reports by the personnel department (Appendix 3).
Reporting list. Instructions for working with the program "1C".
Description of the business processes of formalizing labor relations.

The draft regulations were agreed with the concerned departments and management.

Maximum automation of operations performed in "1C"

The next idea was additional automation in the 1C program in order to reduce the number of documents drawn up in Word and handwritten. The whole department was involved in the process of identifying the operations that needed to be automated. Workers actively offered to automate one or the other. However, all this required certain material costs. The organization has a 1C programmer on its staff. To involve him in this project, management asked to determine the duration of the distraction of this employee in order to calculate the upcoming costs. As a result, together with this specialist, an automation plan and the number of required hours of work were determined. (Table 3).

Table 3. List of automated tasks and duration of work on them

№	Forms provided for automating the execution of operations	Achieved effect	Time spent on operations, h.
1	Forms of employment contracts are provided with the possibility of unloading from the contract program with the personal data of the employee, details of the organization, payment terms (salary, tariff rate), working conditions (shift method or shift mode), the ability to select the category of employees (“watch guard”, “shift guard ”, “shift controller”, “shift controller”, “specialists and managers”) and work parameter (“main / shift”)	The organization approved sample employment contracts for each category of employees, taking into account the specifics of the work. Unloading ready-made employment contracts from 1C allows you to eliminate errors when filling out employment contracts, reduces the time to apply for employment	8
2	The document “Employment in an organization” is provided with the form “Inventory of documents”, which contains the name of the organization, full name of the employee and a list of documents in his personal file	Eliminates manual filling of the list of documents in the personal file, speeds up the employment process	2
3	The reference book “Employee of the organization” is provided with the form “Certificate from the place of work”, which contains the letterhead of the organization, full name of the employee, position, date of admission (for the employee) and dismissal (for the dismissed), numbers and dates of the Admission Order (dismissal)	Eliminates the need to fill out certificates manually, speeds up the preparation of documents	2
4	The Acceptance Note form is provided for the Admission Order, which is needed to register an employee in other departments. The form contains the full name of the employee, the name of the organization, position, information about the work book (for the licensing department), a list of department marks. A special register has been opened for entering data on the work book	Eliminates the need to fill out an acceptance note manually, speeds up the preparation of documents	4
5	The Admission Order provides for the form “Application for deduction for a work book” (full name of the employee and the text of the application)	Provided in connection with the registration of a large number of new work books. Eliminates the need to fill out applications manually, reduces the time to apply for employment	2
6	The document “Personnel transfer in the organization” provides for two forms of an additional agreement (on a change in position and on a change in wages)	Eliminates the need to fill out the form manually, speeds up the processing of transfers and transfers	2
7	The Order on Admission provides for the form "Cover of the work book". Three employees are selected in the report, the full name of the employee and dividing lines for cutting are printed in the middle of the sheet. The form is printed and used as a cover for a work book	Developed in connection with the registration of a large number of new work books. Eliminates the need to fill out applications manually, reduces the time to apply for employment	3
8	The Order on hiring an employee provides for a form of a work book journal with the names of the columns according to the work book record book. The form is lined accordingly, the sizes of rows and columns are adjusted according to the format of the magazine. The following information is uploaded: full name, position, date of employment, work book number. The form is printed and pasted into the magazine	Eliminates the need to fill out the journal manually, speeds up the registration of employee hiring	3
9	The Order on hiring an employee provides for the form “Power of Attorney to receive a card”. Contains the data of the authorized person (the HR specialist is selected from the list), the data of the principal, the text of the power of attorney, bank details. Signed and submitted to the bank to receive the card		3
10	Bank files are uploaded with the distribution of settlement account numbers by employees (for salary transfer)	Eliminates the need to fill out the form manually, speeds up the issuance of a bank card for the employee to receive a salary	8
11	A special report has been developed to collect statistics on the reasons for dismissal. When an employee is dismissed, a special field is filled in by selecting the reason for dismissal (working conditions, relationships in the team, wages, at the initiative of the employer). The report contains the following information: Full name of the employee, direction, reason for dismissal	Facilitates the collection of statistical data (just ask the employee and mark one of the reasons in the list), allows you to make a selection for the head of any department	4
12	A special report has been developed to collect statistics on selection tools (media, the Internet, acquaintances, the “Bring a friend” campaign, agencies, worked earlier and returned). The report contains the following information: Full name of the employee, direction, selection tool	Facilitates the collection of statistical data (just ask the employee and select one of the reasons in the list), allows you to make a selection for the head of any department	4
13	A report form is provided for the "Bring a Friend" campaign, indicating the full name of the employee being rewarded and the full name of the employee involved. Formed by selecting the selection tool. In the column "Promotion" there is an additional field "Choice of the recommended employee"	Facilitates the collection of statistical data, eliminates the need to manually fill out a list of employees for bonuses under the “Refer a Friend” campaign	4
14	Automated calculation of vacation compensation. When calculating the period of service that gives the right to compensation for leave upon dismissal, surpluses of less than half a month are excluded from the calculation, and surpluses of more than half a month are rounded up to one month. Half a month is a period of 15 days	Since the 1C program did not take into account these provisions, there was a frequent return of documents from the accounting department and manual recalculation of compensation. Automation of this operation reduces the number of cases of return of documents, speeds up the processing of the dismissal of an employee	5
15	The name "Additional holidays" has been added to the list of holidays. Days are entered manually, payment is determined by average earnings	Additional automation was carried out due to the presence of a branch in the area with additional leave, as well as employees entitled to additional leave(liquidators of the Chernobyl accident, parents of a disabled child, etc.). Eliminates the need for manual registration of such holidays	3
16	When an employee is hired, the registration address is automatically entered in the address of residence (by default). If there is a second address, then it is entered manually	Eliminates the re-entering of the address, speeds up the registration of the employee's employment	1
17	The list of orders for hiring, dismissal, vacation, personnel transfer added the column "Direction" indicating the full name of the employee	Since there are many divisions in the organization, called directions, in order to maintain statistical records and prepare a report, it is necessary to know in which of them (in which direction) the employee is accepted. Automation excludes the manual search for an employee in areas and speeds up the collection of statistical data	3
18	When registering a time sheet, the requisites “Head”, “Responsible person” are automatically entered (by selecting from the list)	Eliminates the need to fill out the form manually, speeds up the processing of the dismissal of an employee	1
19	The list of local acts that the employee gets acquainted with is included in the form of an employment contract with the additional requisite "Signature". Excluded acquaintance of the employee on a separate sheet or in a special journal	Gets rid of styling additional document or keeping a journal, speeds up the registration of an employee's employment	2
20	An Options tab has been added to the Employee tab, which includes a Special checkbox and description, and a Missing checkbox and description. Employees marked with the "Special" flag are highlighted in blue in the list, those with the "Absent" flag are highlighted in red	Among the working staff there are many employees who leave their workplace without a dismissal. Now they are accounted for, they are highlighted in the list in color and are excluded from statistical reports on employees of the organization. Among the workers there are those to whom special attention should be paid (pregnant women, convicted workers, the disabled, etc.). They are highlighted in the list in color, it helps to take into account their features.	3
21	A special tariff guide has been introduced (each object has its own tariff), determined by selecting the appropriate object	Introduced in order to avoid setting the tariff rate manually. Eliminates an error in determining the tariff, speeds up the registration of the employee's employment
22	The entered data was checked for errors. When you click "Generate a verification report", a table is displayed indicating incorrectly filled fields (with extra spaces, the wrong number of digits, extra characters). A check was organized for the absence of a tariff rate. If the employee does not have a fixed rate, the program informs about it	Since a large number of documents increases the likelihood of error, special checks have been introduced to reduce the influence of the human factor	4
23	There is a message about entering the same full name of different employees. When entering personal data, the program offers to check whether this is a new employee or already working in the organization	With a large number of employees, the likelihood of the appearance of namesakes and namesakes increases. Special check eliminates confusion	3
24	There is a ban on the use of the same personnel number when five people work simultaneously in the same database (the standard program allowed this)	When five people worked in the program at the same time, the same personnel number was assigned to several employees, which caused complaints from the accounting department, since the employee could not be identified. Now this error has been removed.	4
	Total hours of work for additional automation		78

The costs for the implementation of automation amounted to: 150 thousand c.u. e .: (salary of a programmer) / 168 (number of working hours per month) x 78 = 69,640 c.u.

Savings from overtime pay to employees of the personnel department after the implementation of all measures amounted to:

72 hours (during the month, 3 employees were delayed 3 times a week for 2 hours) x (42 thousand USD (salary of an HR specialist) / 168 (number of hours worked per month) = 18 thousand USD per month.

Thus, the costs paid off in four months.

The implementation of activities continued for six months, with all four principles being implemented in parallel.

Project results

As a result of the measures taken, the receipt of complaints from the security service practically stopped (no more than one per month), 96% of the documents are executed in a quality manner, 98% - on time. The number of complaints from the accounting department has significantly decreased (2–4%), employees have ceased to apply to inspection bodies (not a single complaint has been received over the past six months). Six months after the implementation of the measures, the indicators remain stable, it is only required to comply with the implemented principles of work.

Annex 1. Regulations for the interaction of the personnel department and the security service (fragment)

This regulation was developed in order to determine the procedure for interaction between the personnel department and the security service.

1. The procedure for interaction when registering an employee for a job

1.1. The heads of departments/departments/sections (hereinafter referred to as the heads) of the security service, after agreeing on the employment of an employee, must fill out the following sections of the Employee Questionnaire:

1.2. To fill in the section “Checking documents (signature of an official)”, managers send the employee to the general director or to the head of the security service.

1.3. In case of re-employment of an employee, the personnel department sends the employee to the head of the security service to agree on re-admission.

1.4. After agreeing on the reception of the employee, the managers must fill out the following sections of the Memo for the employee:

After registration, the employee is sent

1.5. The personnel department provides the security service with lists of employees on the 3rd and 17th of the month.

1.6. The security service, before the 4th and 18th day of the current month, submits to the personnel department a report on the number of key employees and part-time workers in positions.

2. The procedure for interaction when issuing holidays, certificates, sick leave for employees

2.1. Applications for leave (on the approved form or in the form of a handwritten text according to the form) are submitted to the personnel department by the security service no later than 10 calendar days before the start of the leave.

2.2. Applications for the provision of certificates and copies of documents are submitted by the security service to the personnel department (on an approved form or in the form of a handwritten text according to the form) no later than 3 working days before the required date of submission. The term for preparing certificates and copies by the personnel department is 3 working days.

2.3. The period for applying for vacations is from the 1st to the 6th of the month and from the 15th to the 21st. The period for submitting applications for certificates is from the 1st to the 10th and from the 15th to the 25th of the month.

2.4. The head of the department and the deputy head of the security service affix an approval visa on the leave application. Leave is granted when the employee has worked for at least 6 months.

2.5. The personnel department presents to the security service for e-mail list of vacations for approval before the 8th and 24th of the month. The security service checks the list of vacations within one working day, in case of disagreement it provides the relevant information, if it is agreed, it coordinates the list by e-mail.

2.6. Disability lists are provided by the security service within two working days after receipt from the employee.

3. The procedure for interaction when processing dismissals

3.1. Applications for dismissal (on the approved form or in the form of a handwritten text according to the form) are drawn up at the workplace during the shift, endorsed by the head of the department and transferred by the security department or employees to the personnel department. In the case of an appearance at the office to write an application, the employee receives a form from the operational duty officer and endorses the application in the security department from the head of the department (deputy head of the security department). Then the application is transferred by the employee directly to the personnel department. The heads of departments (deputy heads of the security service) put down the number of shifts worked, the date of the last shift and the tariff, and also endorse the application.

3.2. The bypass sheet (approved form) is issued to the employee by the operational duty officer when he appears to process the dismissal. Employees endorse the bypass sheet with the operational duty officer, in the licensing and permit department and in the administrative department.

3.3. Upon dismissal during the shift, the bypass sheet is endorsed by the head of the department upon approval of the employee's application and submitted to the personnel department. During the shift period, bypass sheets are endorsed by the security department and submitted on the 3rd and 18th of the month to the personnel department.

4. Procedure for interaction during personnel transfers

4.1. Personnel transfers within the organization (from object to object, from direction to direction) are carried out on the basis of memos from the heads of departments / departments.

4.2. If an employee is absent from work for a period exceeding one month, the security department submits a memo on his transfer to the "Absent" category.

4.3. When an employee returns, the security department submits a memo on his direction to the facility within three working days from the moment of exit.

7. The procedure for transferring documents between the personnel department and the security department

7.1. Transfer of applications for vacations, certificates, disability certificates, applications for dismissals during the shift period are collected by the deputy security service during the day and transferred to the personnel department until 10:00 the next day according to the register against signature.

7.2. Documents prepared for signing by employees are transferred by the personnel department to the security department in trays (by directions) according to the register against signature.

Annex 2. Regulations for the interaction of accounting and personnel department

THIS REGULATION IS DEVELOPED TO DETERMINE THE ORDER OF INTERACTION OF THE HR AND ACCOUNTING DEPARTMENT.

1. Registration of documents in the 1C database by employees of the personnel department should be carried out on the day they are received. Information on the personal accounts of employees in the 1C database is filled in by the personnel department upon receipt of a bank card, but no later than the next business day.

2.Documents are transferred by the personnel department to the accounting department within a certain period of time.

2.1. Documents for issuing a vacation are submitted no later than five working days before the start of the vacation, according to the list and requirements for filling out.

2.1.1. The vacation order (copy) is signed CEO.

2.2. Documents for registration of dismissal are transferred no later than three working days before the day of dismissal in accordance with the list and requirements for filling out.

2.2.1. The dismissal order (copy) is signed by the General Director.

2.2.2. The bypass sheet must be completed.

2.2.3. The timesheet for the current month must be completed.

2.2.4. An employee's application must be available indicating the personal account (in the absence of a bank card as part of a salary project), in exceptional cases - an employee's application for payment from the cash desk only upon agreement with the chief accountant.

2.3. When an employee is dismissed on the same day (according to the date of the application), the documents according to the list specified in clause 2.2 must be provided no later than 15:00 of the current day.

2.4. Documents for registration sick leave must be submitted no later than the day of receipt to the personnel department.

2.5. The time sheet for the calculation and payment of wages for the current month must be submitted within the time specified by a separate local normative act organization, approved no later than the first working day of the current month.

4. There are certain requirements for the transfer of documents from the personnel department to the accounting department.

4.1. Employees of the personnel department transfer documents according to the register (Appendix 1 to this regulation) daily at 12:00 and 15:00. The register is drawn up in two copies: one for the personnel department, the second for the accounting department.

4.2.Documents of the personnel department with the entry of relevant data into the database of the 1C ZUP program must be completed in a timely manner and with high quality.

4.3. In case of violation of the deadline for the transfer of documents, a memo certified by the head of the personnel department, with justification of the reasons, is attached to the register.

4.4. If errors are found or there are other comments on the information provided / entered in 1C, the documents are returned for revision according to the register in accordance with Appendix 1, indicating the relevant comments.

Annex 3. Regulations for the preparation of reports by the personnel department

№	Periodicity	Date Time	Name	Destination	Responsible
1	Daily	9:30	Hiring and leaving report	By mailing list	Team Leader No. 1
2	Weekly	Monday, 9:30	Reception report by day of the week	Supervisor
3	Weekly	Monday, 9:30	Attendance report	Supervisor
4	Weekly	Monday, 9:30	Report on issued cards	Supervisor
5	Monthly	Until the 5th of the next month	Report on dismissed, hired, transferred employees of the AUP	Chief Accountant
6	Twice a month	By special order	Timesheets	Chief Accountant
7	Monthly	2nd until 16:00	Recruiting department report	Head of selection department	Team Leader No. 2
8	Weekly	9:30 Monday	Report on total strength and recruiting plan	Supervisor
9	Twice a month	12th, 22nd, 2nd of the month	Report on established work books	Accounting
10	Twice a month	3rd and 17th of the month	Lists of employees (F. I. O.) by areas	Security service - by mailing list
11	Twice a month	8th and 24th of the month	Information on issued vacations (F. I. O.) by department	Security service - by mailing list
12	Twice a month	5th and 18th	Changeover Report	Supervisor
13	Monthly	Until the 3rd of the next month	Monthly performance report	Supervisor	Head of Human Resources

1 The company guards various facilities in Moscow and the Moscow region, has branches in the regions. The number of employees is 3 thousand, the main contingent is security guards and controllers.

Personnel documents - this is a fairly large list of papers that should be in any company or individual entrepreneur where there is wage-earners. Some of them relate to corporate personnel issues, others relate to the calculation and payment of salaries, and others to the current problem of personal data protection. Accordingly, various organizations can check such personnel documents. state structures controlling this or that “personal” issue: the labor inspectorate, Roskomnadzor and, of course, the Federal Tax Service and funds.

Meanwhile, in the absence of one or another document of personnel records, claims from inspectors and fines are possible.

Let's figure out which personnel documents the head or owner of the company needs to check first of all, because. they are binding documents of the LLC.

Employment contracts . An employment contract must be concluded with each employee in writing. It is necessary to draw up and sign an agreement within 3 days from the start of employment. The employment contract is drawn up in 2 copies, and one of them is given to the employee. The contract specifies the place of work, position, payment, term of the contract, duration probationary period etc. All changes related to working conditions (for example, an increase in wages) are recorded in additional agreement to an employment contract.

Important! In order to save on insurance premiums, many conclude not an employment contract, but a civil law contract. As practice shows, inspectors have long been familiar with this way of saving, therefore they study contracts very carefully in order to identify the replacement of labor relations with civil law ones. If a violation is detected, there will be a fine: for a company - up to 100 thousand rubles, for individual entrepreneurs - up to 10 thousand rubles.

Personal cards of employees . To be completed for all employees. The card can be maintained according to the unified form No. T-2 (approved by the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1), or a self-developed form approved by the head (provided that it contains all the necessary details) can be used. A personal card is a mandatory personnel document. But from January 1, 2013, the forms of primary accounting documents contained in the albums of unified forms of primary accounting documentation are not mandatory for use.

In practice, many will continue to maintain T-2 and do not develop their own form, since it is uploaded automatically in accounting programs (information of the Ministry of Finance of Russia No. PZ-10/2012).

Employment books . As a rule, the books are kept by the head of the company or by his order he appoints responsible person. The work book is the main personnel document confirming the length of service of the employee, and all employers, without exception, must keep them. For an employee who has not worked anywhere before, a work book is required to be created and issued by the employer at the written request of the employee. When issuing a work book to an employee, the employer charges him a fee, the amount of which is determined by the amount of expenses for its acquisition (clause 47 of the Rules, approved by Government Decree No. 225 of April 16, 2003).

In addition to the books themselves, the list of personnel documents, the presence of which is mandatory in the company, includes a book of accounting for the movement of work books and inserts in them, as well as an income and expense book for accounting for forms of a work book and inserts (Resolution of the Ministry of Labor of Russia dated 10.10.2003 No. 69). Upon dismissal, the work book is issued to the employee on the last day of his work. The fact of issuing a work book to an employee is reflected in the book of accounting for the movement of work books and inserts in them. Column 12 indicates the date of issue of the book, and column 13 contains the signature of the employee.

Important! The availability of work books and the procedure for their maintenance are checked by the labor inspectorate and the FIU. For violation of the terms for issuing a book or incorrectly filling it out, material liability is provided (Article 234 of the Labor Code of the Russian Federation).

Is it possible to send a work book by mail to a laid-off employee?
The work book can be sent by mail (subject to the consent of the employee to be sent to the specified address), if the employee was absent on the day of dismissal or refused to receive it. In such a situation, the employer must send the employee a notice of the need to appear for work book or agree to send it by mail (part 6 of article 84.1 of the Labor Code of the Russian Federation, clause 36 of the Rules for maintaining and storing work books).

staffing . The “staff” indicates the structure, composition and number of personnel: a list of structural units, job titles, professions, indicating qualifications (classes, categories, etc.). From the point of view of personnel records management, the staffing table is included in the mandatory personnel documents (Articles 15, 57 of the Labor Code of the Russian Federation).

Important! In practice, the staffing table can be very useful in resolving various disputes over wages, in proving to the tax inspectorate the validity of the costs of attracting personnel from outside, etc.

Job Descriptions . On the one hand, the job description is not included in the mandatory documents of the personnel service, because. the company decides whether to develop it or not. On the other hand, in the event of a dispute with an employee, it can be very useful. For example, if an employee claims that he was wrongfully disciplined, then without instructions it will be difficult to prove anything.

Important! Although job descriptions refer to optional documents in personnel work, it is still better to prepare them, since they can be used to limit the authority of an employee. For example, it can prescribe the responsibility of the sales manager to coordinate with the management of discounts to customers and transactions over a certain amount. Also, in order to prevent fraudulent actions in the instructions, it is necessary to restrict access rights to the company's accounting program.

Internal labor regulations . This personnel document prescribes the procedure for hiring and dismissing employees, the rights and obligations of the parties, the mode of operation, rest time, incentives and penalties, etc. (Article 189 of the Labor Code of the Russian Federation). A new employee must be familiarized with the Rules against signature.

Vacation schedule . It is a mandatory personnel document by virtue of article 123 of the Labor Code of the Russian Federation. The schedule is drawn up by the head of the personnel department (if any) and signed by the general director. Moreover, this must be done no later than mid-December, i.e. two weeks before the start of the new calendar year. All employees must be familiar with the document. When drawing up a schedule, it is important to remember that when dividing vacations into parts, one of the parts must be at least 14 calendar days.

Regulation on personal data . It is also included in the list of personnel documents that must be in any company without fail (Federal Law of July 27, 2006 No. 152-FZ, Article 88 of the Labor Code of the Russian Federation). The regulation prescribes the composition of personal data, the procedure for their processing and transfer to third parties, the rights and obligations of employees during processing, etc. The document is drawn up in any form, but in any case, its content must comply with the requirements of Law No. 152-FZ. All employees of the company must be familiar with the Regulation against signature.

Consent to the processing of personal data . You can not process the personal data of an employee until the employee has given consent to their processing. Consent must be obtained in writing from each employee.

Penalties for lack of employee consent to data processing
For the lack of consent to the processing of personal data, fines are provided: for companies - from 15 to 75 thousand rubles, for officials- from 10 to 20 thousand rubles. (Article 13.11 of the Code of Administrative Offenses of the Russian Federation).

Regulations on wages . The regulation on remuneration is drawn up when the organization, in addition to salaries, provides for other payments (for example, bonuses, bonuses) or there are different systems wages. The Regulation prescribes the principles of remuneration, the procedure for indexing wages, reimbursement of travel expenses, payment of overtime, conditions for paying bonuses, etc. (Article 135 of the Labor Code of the Russian Federation). All this, in principle, can be spelled out in the internal labor regulations, but in practice, the conditions for remuneration are singled out in a separate provision - this way there will be fewer questions during inspections by regulatory authorities.

Time sheet . The company keeps records of the time worked by each employee (Article 91 of the Labor Code of the Russian Federation). For this, a time sheet is used - in the form of No. T-12, T-13 or developed by the employer independently. On the basis of the time sheet, wages are calculated and pay slips are filled out. That is, the report card is included in the main personnel documents of the organization.

Document confirming the form of the pay slip . When paying wages, the employer must notify each employee in writing of constituent parts wages due to him for the relevant period, the amount and grounds for the deductions made, as well as the total amount of money to be paid. Since the legislation does not provide for a unified form of a payslip, this form is developed by the employer independently and approved by an order or other internal personnel document.

Orders . Various non-unified forms of orders, which are compiled by the company on its own, can also be included in mandatory personnel documents. Orders on core activities are issued on issues related to the work of the organization as a legal entity (for example, an order on the appointment of persons responsible for fire safety, on the deadlines for submitting reports, on the organization of military registration, etc.). Orders on personnel (as a rule, unified) are issued on issues related to the activities of the organization as an employer (on hiring, on transfer, on dismissal, on bonuses, etc.).

We, in turn, can offer you the service of maintaining personnel documents. Entrusting personnel regulations and in general personnel records to us, you can not be distracted by paper issues, but calmly do business.

Call, write - we are always ready to help you with any personnel issue or personnel document!

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Personnel management procedures	Documents under development
Documenting the conclusion of an employment contract and hiring	Application for a job. Employment contract (agreement) Order (instruction) on hiring an employee Personal sheet on personnel records (questionnaire) Autobiography Resume
Documentation of general management issues labor collective and staffing	Collective agreement Charter (regulation) on the organization Internal labor regulations Regulation on the structural unit Job description Structure and staffing Staff list Order on the distribution of duties between the management of the organization
Documentation of accounting for the use of working time	Schedule for the provision of additional days of rest Application for the establishment (cancellation) of part-time work
Documenting the organization of material incentives for personnel	Regulations on remuneration and material incentives Regulations on the organization of remuneration of employees Regulations on bonuses to personnel Regulations on social payments and benefits (in social package) and etc.
Documentation of basic personnel management procedures	Code of Ethics of the Organization Regulations on personnel certification Regulations on work with the reserve of personnel for promotion to managerial positions Regulations on work with young specialists Regulations on the management of the business career of personnel, etc.
Documenting the provision of vacations to employees	Vacation schedule Application for the grant of leave Order (instruction) for the grant of leave to the employee Note-calculation for the grant of leave to the employee
Documenting the termination of an employment contract and dismissal from work	Letter of resignation Representation of termination of the employment contract Minutes of the elected trade union body Order (instruction) on the termination of the employment contract with employees