Talent Engagement 2 PDF

Course Overview Engagement Activities: ○ HR Connect, HI Talent Hypercare, Workforce 4.O, TCS Maitree, Fit for Life. Associate Concern Management: ○ Grievance & Complaint Management. Policy: ○ Separation, Leave Without Pay (LWP), I-Belong, Background Checks...

Course Overview Engagement Activities: ○ HR Connect, HI Talent Hypercare, Workforce 4.O, TCS Maitree, Fit for Life. Associate Concern Management: ○ Grievance & Complaint Management. Policy: ○ Separation, Leave Without Pay (LWP), I-Belong, Background Checks (BGC), Timesheet. Welfare & Wellness: ○ Health Insurance Schemes (HIS), TATA Welfare, TCS Cares, Exigency Management. Disciplinary Action Management: ○ Misconduct Types, Ethics, Domestic Enquiry, SAWA Process. Talent Engagement Activities Focus: Creating outstanding employee experiences via: ○ Employee Assistance & Wellbeing. ○ Performance Management, Retirals, Onboarding. ○ Rewards & Recognition. ○ Employee Concern Management. Course Introduction Objective: Understand the role of Talent Engagement HR. Topics: ○ Welfare & Wellness. ○ Policy & Procedures. ○ Associate Engagement Activities. ○ Associate Concern Management. ○ Disciplinary Action Management. Stakeholders in HRBP Role 1. HR Stakeholders: ○ HR Org Leaders, Unit-specific HR Heads, Regional HR Teams. 2. Business Stakeholders:  ○ TCS Org Leaders, Regional/Cluster Leadership, Project Management Offices (PMOs). 3. HR Functional Teams: ○ Talent Development, Policy, Compensation, BGC, HR Digitization, etc. 4. Non-HR Teams: ○ ISM, Admin, Finance. Timesheet Compliance Applicability: Mandatory for all employees, associates, contractors, and interns. Guidelines: ○ Fill daily; allocated/unallocated tasks tracked via Ultimatix portal or app. ○ Automatic entry for approved leaves. Freezing Rules: ○ Day freezes next calendar day; month-end freezes same day. Advance Timesheet: ○ Enabled for specific scenarios (e.g., Thursdays for Fridays, last 4 working days of the month). Leaves/Cancellation: ○ Max 5 exceptions per month; otherwise, loss of pay applies. ○ Non-compliance of 10+ days leads to potential "Stop Pay" notifications. Leave Policies 1. Casual Leave: ○ 7 working days, unused leaves lapse annually. ○ New joiners receive prorated leaves post first payroll run; credited quarterly. 2. Sick Leave: ○ 10 working days, carried forward up to 44 days, excess lapses annually. ○ Prorated credit for new joiners post first payroll run; credited quarterly. 3. Earned Leave: ○ 16 working days, serviced quarterly. ○ Carried forward up to 48 days; excess encashed in the final payroll of the financial year. 4. Maternity & Adoption Leave: ○ Maternity: 26 weeks paid leave for eligible women employees. ○ Adoption: 12 weeks paid leave (for both parents collectively, if TCS employees) under legal adoption/surrogacy. 5. Leave Without Pay (LWP): ○ Education: Up to 730 days. ○ Medical/Joining TCSer spouse overseas: 365 days. ○ Childcare: 545 days (for two children). 6. Holidays: ○ 8 public holidays annually, 2 flexi-holidays. ○ Associates joining post-July can avail flexi-holidays the following year. Leave Management Process Sick Leave: ○ Requires a medical certificate, verified by HR. Long Leaves (30+ days): ○ Post-return, employees must complete the Leave Resumption Form (LERF), approved by HR within 15 days. Welfare & Wellbeing 1. Health Insurance Scheme (HIS): ○ Comprehensive health insurance covering employees and family (spouse, children, parents, parents-in-law). ○ Coverage reviewed periodically; policy changes subject to revision. ○ Claims processed via MediBuddy app or the HIS portal. 2. Periodic Health Checkups: ○ Eligibility: Employees above 40 years; once every 2 years.  ○ For 50+ years/SP grades: Annually. 3. COVID Benefits: ○ Special provisions for COVID-related emergencies. 4. Afterlife Benefits: ○ Support for families in case of the employee’s demise. HRBP Role in Policy Management Raise awareness about HIS and other benefits. Handle queries, emergencies, and escalations related to claims. Assist in document validation and smooth grievance resolution. Case Studies & Examples 1. LWP Exception: ○ Medical emergencies (e.g., bed rest after an injury) require validation by TCS doctors; HR may approve as an exception. 2. Emergency (Expecting Mother): ○ Prompt response, ensure medical assistance and family communication. 3. Health Insurance Enrollment Issue: ○ Update marital status/details in the system for additional beneficiary enrollment. Tata Welfare Trust Objective: Provide financial assistance to TCS and Tata Sons employees and their immediate families. Eligibility: ○ Confirmed employees with 1+ year of continuous service. ○ Service in merged companies is considered for eligibility. ○ Not applicable to business associates, contract consultants, ACE, and academic interns. Membership and Contribution Membership: ○ Automatic after one year of service. ○ Service in other Tata Group companies is considered. Contribution: ₹250 deducted from payroll annually. Benefits 1. Medical Assistance: ○ Covers non-HIS expenses or additional expenses after exhausting HIS limits. ○ Up to 90% of eligible expenditure for employees and 60% for family members. ○ Grants of up to ₹1,00,000 for employees with 5+ years of service; partial grants and loans for less. 2. Educational Assistance: ○ Grants or interest-free loans for postgraduate education (domestic/international). ○ Covers tuition, travel, boarding, lodging, books, etc. ○ Maximum assistance: ₹36,00,000 per employee, up to ₹18,00,000 per child. Loan Repayment Recovered monthly from payroll; halted during international assignments with frozen payroll. Outstanding amounts recovered during full and final settlement (FFS) in case of separation. Payment Workflow  1. Employee applies via Ultimatix with relevant documents. 2. Request verified by the welfare services team and forwarded to trustees. 3. Upon trustee approval, payment processed through corporate finance. 4. HRBP: ○ Connects with employees for documentation. ○ Acts as a liaison between the welfare team and the employee. Required Documents 1. For Medical Assistance: ○ Prescriptions, bills, reports, doctor's endorsement, HIS rejection proof, TWT forms. 2. For Educational Assistance: ○ Admission letters, fee receipts, performance records, prior qualifications, TWT forms. Case Studies 1. Anita's Educational Request Denied: ○ Reason: Her grade and economic status didn’t qualify under the trust's assistance criteria. 2. Allan's Loan Recovery: ○ Solution: Pay remaining dues or settle during FFS after resignation. Exigency Management Vaccination Drive Eligibility: TCS & Tata Group employees, beneficiaries, and contractual workers. Provision: ○ Vaccination provided at TCS CVC/hospitals in partnership with service providers. ○ Reimbursement for those unable to attend. HRBP Role: ○ Coordinate logistics, confirm schedules, assist with rescheduling, and ensure vaccination details are updated in GESS. Quarantine Leave Eligibility: All affected TCS employees. Provision: ○ 7 to 28 days paid leave based on COVID-19 scenarios. HRBP Role: ○ Apply leave on the employee's behalf and follow up on health and well-being. COVID Care Centers (Safe House Admission) Eligibility: TCS India employees and family (spouse, children, parents/in-laws) aged 18–75 with mild symptoms. Provision: ○ Free facilities in 13 cities, including medical monitoring and basic care. HRBP Role: ○ Assist with admission and connect with TCS doctors. TCS CARES – Counseling Services Eligibility: Employees and dependents. Provision: ○ Online sessions, self-help resources. HRBP Role: ○ Identify affected associates, connect them with counselors, monitor progress, and gather feedback. Hospitalization Services Eligibility: TCS employees and beneficiaries. Provision: ○ Assistance with hospital beds, critical medicines, oxygen cylinders, and end-to-end care. HRBP Role: ○ Facilitate admissions and manage emergencies. Quarantine Accommodation Eligibility: TCS employees and dependents. Provision: ○ Hotel isolation in 14 cities with a ₹50,000 advance for accommodation. HRBP Role: ○ Guide employees in availing tie-up facilities. Home Healthcare Services Eligibility: Employees with mild symptoms. Provision: ○ Virtual consultations, daily monitoring, and reimbursement under HIS (up to ₹15,000). HRBP Role: ○ Facilitate healthcare package access and ensure reimbursements. Ambulance Services Eligibility: Employees and families across 16 cities. Provision: ○ StanPlus tie-up for medical emergencies; HIS reimbursement up to ₹2,000. HRBP Role: ○ Coordinate ambulance services. Pandemic Emergency Medical Assistance Loan Eligibility: Employees and family in hospitalization scenarios. Provision:  ○ Interest-free loans up to ₹2,00,000, repayable in 24 monthly installments. HRBP Role: ○ Support application via Ux system. Associate Concern Management Grievance Management Common Causes: ○ Lack of timely responses, policy/process awareness gaps, and unclear resolution ownership. Governance: ○ Monthly/quarterly reviews with HR and CHRO. ○ Grievances addressed within 4 days. Escalation Workflow: ○ Level 1 (Immediate supervisor) → Level 2 → Appeal Committee. Complaint Management System Process: 1. Complaint logged by individuals. 2. Grievance Officer assigns action owners (HR heads). 3. Required actions implemented, summarized, and case closed. Employee Engagement Overview Focus: Understanding and implementing engagement initiatives led by Talent Engagement HRBPs. Key Programs: ○ HR Connect ○ Hi Talent Hypercare ○ iBelong ○ Workforce 4.0 ○ TCS Maitree ○ Fit4Life Key Engagement Programs 1. HR Connect Purpose: Centralized platform for HRBP to engage with employees and resolve challenges. Role of HRBP: ○ Connect with employees, analyze data, and craft resolutions for associate-related and business challenges. 2. Hi Talent Hypercare Designed for proactive HR engagement to resolve key concerns. 3. iBelong Purpose: Enhance onboarding experience for lateral hires globally. Key Features: ○ Digital onboarding platform fostering connections (Manager, Buddy, HR). ○ Promotes quick startup, satisfaction, and reduced attrition. HRBP Responsibilities: ○ Strengthen pre-joining engagement and facilitate induction. ○ Monitor progress, resolve concerns, and ensure compliance. ○ Schedule and track orientation events, provide feedback. 4. Workforce 4.0 Objective: Empower employees with a culture of pride, agility, and leadership. Key Activities: ○ Leadership connects, cascades, and townhalls. ○ Recognition programs like "Digital Champion" and "TCS Superstar." ○ Nurturing leadership through "Inspire to Lead" programs. HRBP Role: ○ Ensure regular connects between leaders and teams. ○ Promote and record engagement activities in Ultimatix. 5. TCS Maitree Purpose: Foster associate engagement and corporate sustainability. Activities: ○ Skill development, environmental sustainability, health awareness. ○ Events like international days, charity drives, and sports initiatives. HRBP Role: ○ Plan and execute activities, encourage participation, and identify volunteers. 6. Fit4Life Purpose: Promote fitness, team spirit, and social causes through workplace initiatives. HRBP Responsibilities in Engagement 1. Regularly connect with employees to address concerns and record observations. 2. Facilitate onboarding and ensure progress monitoring for new joiners. 3. Organize and promote engagement events and leadership connects. 4. Track compliance and satisfaction via reports and feedback. Disciplinary Action Objective Foster a positive work environment aligned with the Tata Code of Conduct. Protect TCS, clients, intellectual property, confidentiality, and employees. Applicability All TCS employees (full-time, part-time, and deputed employees globally). Covers employees working at TCS offices, client sites, or remotely. International Assignments: ○ Misconduct by TCS employees abroad is managed as per the host country’s rules. ○ Offshore HR reviews findings for termination/discharge cases. Governance Framework Follows the Industrial Employment (Standing Orders) Act, 1946, ensuring: ○ Defined service rules (Standing Orders). ○ Alignment with principles of natural justice. ○ Applicability to all employees, irrespective of cadre, at TCS. Types of Misconduct 1. Behavioral: ○ Unauthorized absence, habitual late arrival, unprofessional conduct, and insubordination. ○ Sexual harassment and security violations. 2. Fraud: ○ Misuse of company benefits, forged documents, and policy violations. 3. Others: ○ Alcohol/smoking on premises, dual employment, and project refusals. ○ Information security breaches, misuse of company property, and negligence. Punishments for Misconduct  Minor Actions: ○ Counseling, verbal warnings, written memos. Moderate Actions: ○ Fines, suspension, withholding increments. Severe Actions: ○ Demotion, dismissal, termination, discharge. Process Workflow 1. Misconduct Reported: ○ Preferably in writing (email or handwritten). 2. Preliminary Investigation: ○ HR gathers facts and evidence, reviews details. 3. Case Review: ○ Central Disciplinary Actions (DA) team reviews findings. 4. Actions Taken: ○ Investigation/domestic inquiry initiated, leading to appropriate action. 5. Closure: ○ HR ensures all artifacts are documented, CIR (Case Incident Report) is closed. HRBP and Compliance Team Roles HRBP: ○ Act as the first point of contact. ○ Conduct preliminary investigations and gather artifacts. ○ Liaise with the branch compliance team and manage CIR closure. Compliance Team: ○ Oversee all low-severity cases, coordinate with central DA team for high-severity cases. ○ Guide HRBPs on processes and ensure adherence to guidelines. Artifacts for Disciplinary Cases Absconding: ○ Resignation emails, leave records, fitness certificates. Fraud: ○ Incident reports, acknowledgment letters, and financial confirmations. Behavioral Issues: ○ Meeting minutes, emails, and attendance records. Case Studies 1. Employee Behavior: ○ Issues like unprofessional conduct and negligence are handled through CIRs. 2. Security Policy Violations: ○ Prohibited actions like personal device photography are addressed via security protocols. Separation Process Types of Separation 1. Resignation: Voluntary exit with a notice period as per policy. 2. Retirement: ○ Age: 60 years (early retirement possible after 20 years of service or at age 50). ○ Includes benefits and a paid vacation ceremony. 3. SAWA (Stop Attending Work Action): Absconding process initiated for unexplained absence. 4. Discharge: Due to disciplinary reasons; immediate release after necessary procedures. 5. Death: Retirement benefits extended to the family. 6. Business Exigency: Separation due to redundancy; notice period applies. Separation Workflow Phase 1: Separation Initiation (Day 0-3) HRBP validates resignation letter and informs the Separation Officer (SO). Resignation acknowledgment email sent. Separation initiated in iTalent. Phase 2: Retention Discussion (Day 4-30) HRBP conducts retention discussions. Resignation withdrawals handled via iTalent. Resignation acceptance email sent on Day 30. Phase 3: Finalization and Exit (Day 30-90) SO coordinates IS asset return using the Material Movement Tracker (MMT). Exit interview, retiral forms, and clearances completed. Release letter issued on the Last Working Day (LWD). Good Practices to Reduce Resignations Provide career guidance and leadership coaching. Continuous feedback and professional development. Build a culture of rewards and recognition. Special Scenarios 1. Immediate Release: Subject to stakeholder approvals; release must be on a working day. 2. Unauthorized Absence: Absence reported in the system; release date aligned with the resignation date. 3. LWP Resignation: LWD is the last working day before leave commenced. Early Retirement Eligibility: ○ 20+ years of service, or ○ 50+ years of age. Process: ○ Email request validated by HR. ○ Requires supervisor, ISU head, and ISU HR head approvals. ○ Gratuity paid on the approved retirement date (last day of the month). HRBP Role in Separation Validate resignation and coordinate the process. Conduct retention discussions and ensure compliance. Track exit interviews, asset return, and clearances. Compliance and Engagement Responsibilities 1. Talent Transformation: ○ Mentor capability building, 360-degree feedback. ○ Continuous appraisal feedback. 2. Engagement: ○ Plan quarterly engagement events. ○ Conduct townhalls, one-to-one connects, and project confluences. 3. Compensation and Benefits: ○ Ensure timely NHP payouts and drive GEM awards. 4. Organization-Level Compliance: ○ Ensure compliance with SBWS, vaccination, and work-from-office policies.