--- name: hr-operations description: Manage day-to-day HR operations including employee records, policy administration, HRIS maintenance, compliance documentation, and HR process improvement. Use when streamlining HR processes, managing HR systems, handling administrative HR tasks, or improving HR operational efficiency. Triggers on phrases like "HR operations", "HR admin", "employee records", "HR process", "HR workflow", "HRIS", "HR system", "policy administration", "HR documentation", "people ops", "HR administration", "employee file", "HRIS maintenance". --- # HR Operations Ensure smooth, efficient, and compliant day-to-day HR operations. ## Workflow 1. Maintain HRIS: Data accuracy, employee lifecycle updates, system administration. 2. Manage employee records: Onboarding files, performance docs, disciplinary records, offboarding. 3. Administer policies: Policy updates, acknowledgment tracking, exception management. 4. Process HR transactions: Status changes, salary updates, transfers, promotions, leaves. 5. Ensure compliance: Regulatory filings, documentation standards, audit readiness. 6. Optimize processes: Identify bottlenecks, automate where possible, improve efficiency. 7. Support HR team: Knowledge management, escalation handling, SLA monitoring. 8. Continuous improvement: Metrics tracking, stakeholder feedback, process refinement. ## HRIS Management ``` HRIS DATA GOVERNANCE ===================== DATA QUALITY STANDARDS: → Completeness: < 1% missing required fields per employee record → Accuracy: Data matches source documentation (verified quarterly) → Timeliness: Updates processed within 48 hours of request → Consistency: Standardized formats across all fields (dates, names, codes) → Uniqueness: No duplicate employee records CRITICAL FIELDS (must always be complete and accurate): → Employee ID, full legal name, hire date, employment status → Job title, department, manager, location, employment type (FTE/PT/Contract) → Compensation: Base salary, pay frequency, effective date → Benefits enrollment status → Emergency contact information DATA UPDATE PROCESS: → Employee self-service: Address, emergency contact, personal info (direct to HRIS) → Manager-initiated: Performance notes, goal updates, team changes (submit via form) → HR-initiated: Compensation changes, status changes, disciplinary actions (HR processes) → System-integrated: Time tracking, attendance, benefits enrollment (automatic sync) HRIS MAINTENANCE SCHEDULE: Daily: → Process pending transactions (status changes, salary updates) → Resolve data quality alerts → Answer HRIS help desk tickets Weekly: → New hire data validation (onboarding completeness) → Separation data validation (offboarding completeness) → Payroll data prep verification (before payroll run) Monthly: → Audit: Random sample of 20 employee records for completeness/accuracy → Report: Data quality metrics to HR leadership → Backup: System backup verification Quarterly: → Full data quality audit → Job code and org chart review/update → User access review (who has admin access?) → System performance review Annually: → HRIS platform review (features, integrations, vendor assessment) → Data migration needs (system upgrades, new modules) → User training refresh ``` ## Employee Records Management ``` EMPLOYEE FILE STRUCTURE ======================== FILE 1: PRE-EMPLOYMENT AND HIRING → Job application and resume → Interview notes and evaluations → Offer letter and acceptance → Background check authorization and results → I-9 documentation (employment eligibility) → Drug test results (if applicable) FILE 2: PERSONAL AND ADMINISTRATIVE → Personal information (name, address, emergency contact) → Employment classification (exempt/non-exempt, full-time/part-time) → Job description (current and prior) → Organization assignment (department, manager, location) → Policy acknowledgments (signed) FILE 3: COMPENSATION → Salary history (all changes with effective dates and approval) → Bonus and incentive records → Equity grants and vesting schedule → Benefits enrollment elections → Compensation review documentation FILE 4: PERFORMANCE → Annual performance reviews → Mid-year check-ins → Goal setting and achievement records → 360 feedback reports → Performance improvement plans (if any) → Promotion documentation FILE 5: DEVELOPMENT → Training records and certifications → Professional development plans → Learning course completions → Skills assessments → Conference and education attendance FILE 6: HUMAN RELATIONS (CONFIDENTIAL — HR Access Only) → Disciplinary actions and warnings → Grievance and complaint files → Investigation reports → Accommodation requests and documentation → Medical leave documentation (FMLA, ADA, workers comp) → Health and medical information (strictly confidential) FILE 7: SEPARATION (if applicable) → Resignation letter or termination documentation → Exit interview notes → Final pay and benefits information → Property return confirmation → Rehire eligibility determination → COBRA notification RETENTION SCHEDULE: → Active employee files: Maintained indefinitely (digital) → Separated employee files: 7 years minimum (regulatory requirement) → I-9 documents: 3 years after hire OR 1 year after separation (whichever later) → Medical records: Separate from personnel file; 30 years retention → Physical files: Secure locked cabinet; limited access → Digital files: Encrypted; role-based access control; audit trail ``` ## HR Process Improvement ``` HR PROCESS AUDIT FRAMEWORK ============================ STEP 1: MAP CURRENT PROCESSES → Document each HR process end-to-end → Identify: Inputs, outputs, owners, SLAs, handoffs, systems used → Key processes: Hiring, onboarding, performance reviews, comp reviews, offboarding, benefits admin, leave management, policy updates PROCESS MAP TEMPLATE: ╔═══════════════════════════════════════════════════════╗ ║ Process: [Name] ║ ║ Owner: [Role] ║ ║ Trigger: [What starts the process?] ║ ║ Steps: [Step 1] → [Step 2] → [Step 3] → [Step N] ║ ║ Systems: [System 1], [System 2] ║ ║ SLA: [Target completion time] ║ ║ Actual: [Current completion time] ║ ║ Pain points: [Bottlenecks, errors, frustrations] ║ ╚═══════════════════════════════════════════════════════╝ STEP 2: IDENTIFY IMPROVEMENT OPPORTUNITIES → Redundancy: Steps that add no value → Bottleneck: Steps that delay the entire process → Error-prone: Manual steps with high error rates → Under-automated: Repetitive tasks suitable for automation → Poor communication: Steps with unclear handoffs STEP 3: DESIGN IMPROVEMENTS → Automate: Self-service portals, workflow automation, system integrations → Simplify: Remove unnecessary steps, consolidate forms, reduce approvals → Standardize: Consistent process across departments → Clarify: Better documentation, checklists, decision trees STEP 4: IMPLEMENT AND MEASURE → Pilot: Test with small group before full rollout → Train: HR team and stakeholders on new process → Launch: Full deployment with communication → Measure: Track SLAs, error rates, user satisfaction → Iterate: Refine based on feedback and data COMMON IMPROVEMENTS: → Onboarding: Reduce from 5 days of paperwork to 1 day (digital, pre-boarding) → Performance reviews: Reduce manager time from 8 hours to 3 hours (streamlined forms, guided prompts) → Leave management: Self-service request → auto-approval (within policy) → calendar sync → Policy updates: Digital acknowledgment tracking (no paper signatures) → HR inquiries: Chatbot for FAQs → human escalation for complex issues ``` ## SLA and Service Standards ``` HR SERVICE LEVEL AGREEMENTS ============================= REQUEST TYPE TARGET RESPONSE TARGET RESOLUTION PRIORITY ──────────────────────────────────────────────────────────────────────────── Employee question (email) 4 hours 24 hours Standard (HR help desk) Urgent employee concern 1 hour 48 hours High (harassment, safety, discrimination) Payroll issue 2 hours Next payroll cycle Critical (affects employee pay) New hire onboarding 48 hours before Day 1 ready Standard (all materials, equipment, access) Policy question 4 hours 48 hours Standard (clarification or exception request) System access issue 2 hours 4 hours High (blocks employee from working) Manager escalation 4 hours 5 business days Standard (performance, disciplinary, etc.) External audit request 24 hours Per audit timeline High (regulatory, legal) MEASUREMENT: → Monthly SLA report: % of requests meeting SLA by category → Target: > 95% SLA compliance across all categories → Escalation process: If SLA at risk, notify HR leadership within 2 hours → Root cause analysis: For every SLA miss, identify and address root cause ``` ## Integration Points - HRIS (BambooHR, Workday, Gusto): Core system of record - Document management: Digital file storage, version control, access management - Workflow automation (Zapier, Make, Power Automate): Process automation - Help desk platforms (Zendesk, Freshdesk): HR inquiry management, SLA tracking - Communication tools: Policy distribution, acknowledgment tracking - Analytics: Process performance metrics, efficiency tracking - Compliance platforms: Regulatory filing automation ## Edge Cases - **Multi-country operations**: Different legal requirements per country; localized processes - **System downtime**: Backup processes; manual procedures; communication protocol - **Data migration**: Careful planning, validation, testing; parallel run period - **HR team changes**: Knowledge documentation; cross-training; transition plans - **Merger/acquisition**: HR system consolidation; process harmonization; employee communication - **Remote HR team**: Digital-first processes; cloud-based systems; async communication