Outsourcing of HR, IR and Admin
Transactional work is not the core to any
business expect Outsourcing business. However, an error in
transaction or a late submission can lead to a significant loss of
time adding inefficiency and ineffectiveness in the overall
execution of work for which the company exists. Hence, transactional
work is critical but not strategic to an organization and yet it
contributes significantly to its success. Transactions are
essentially repetitive, monotonous and continuous in nature and have
very low to nil discretionary content. Such transactional work can
be found in every function across a company. Purple vision is to
capture the entire transactions market in its Outsourcing Division.
To begin with, Purple will focus on HR, IR and Admin Outsourcing.
To enable that each transaction is done competently, which means the
transaction should be accurate, complete and consistent, Purple has
created templates for each process in HR, IR and Admin. These
templates need to be seen in conjunction with the existing process
being practiced and a new template merging the existing Client
Company process with the Purple template will provide a robust
foundation to achieve the criteria of accuracy, completeness and
consistency.
As part of Outsourcing, Purple will collect data, analyse data,
validate data and provide the same in various constructs as per
Client Company requirement. At no stage is any Associate of Purple
HR Outsourcing authorized to take an executive decision.
Through Outsourcing to Purple, a Client Company must visibly benefit
from effective, efficient, timely and zero error transaction, that
is our credo and has to be complied with at all times.
Steps in Outsourcing
Step 1: As – Is Study
This means a study on each of the transaction processes within HR,
IR and Admin as guided by a document created for this purpose. The
document is attached hereto as Annexure 1.
Step 2: Analysis of Required Documents
For outsourcing to be a success there needs to be absolute clarity
on obligations of Client Company and Purple. For this purpose, the
SLA is entered into. To make the SLA effective and real, it is
essential that certain documents need to be available on part of the
Client Company as well as Purple. The As – Is study reveals
deficiency on both sides. During this step, Purple helps bridge the
gap by creating the required documents or by suitably modifying the
SLA, such that there is no scope of any ambiguity.
Step 3: Support completion of required documents
Associates of Purple in consultation with Client Company officials
shall create documents required to make the SLA effective.
Step 4: SLA Comfort
The entire SLA document will be shared with the Client Company and
point by point discussed by the duly authorized persons from Purple
to arrive at decision points, timelines, documents to be relied
upon, points of contact and so on. Once the SLA is signed off, it
cannot be changed unless agreed to by both the signing authorities.
Whenever such changes are made, an entire fresh document will be
created with a relevant version number.
Step 5: Commercial Agreement
Commercial Agreement does not fall within the scope of the
Outsourcing Manual.
Step 6: Assessment of existing HR, IR and Admin Team
This would be essential when existing employees are transferred to
the rolls of Purple. The parameters on which the assessment will be
done shall be:
a. Qualification
b. Experience
c. Past 3 years Performance Ratings
d. Personal Interview by Purple Officials. Please refer Annexure 2
for Personal Interview Format
When the existing employee is transferred to the rolls of Purple,
Purple will issue a fresh letter of appointment with revised set of
terms and conditions as well as CTC, along with a confidentiality
and non-disclosure agreement. To the extent possible, Purple will
not create any significant discrepancy in the CTC that the employee
was entitled to whilst on Client Company rolls.
Every Purple Associate shall undergo an appraisal within 7 days of
the close of the quarter for review of his / her performance and
identifying corrective actions.
Purple is committed to ensuring 7 days training for its Associates
each year.
Step 7: Communication with the HR, IR, Admin Team:
Once the decision has been arrived at on the future course of action
with regard to existing employees in HR, IR and Admin, a joint
communication would be made by the Client Company HR Head /
Nominated person and Purple Officials on the way forward.
Step 8: Conclude Contract, NDA, SLA
The Client Company and Purple will enter into an NDA, outsourcing
Contract and SLA. Every Associate of Purple dealing with the Client
Company will be required to sign individual NDAs if such is the need
expressed by the client.
Step 9: Commence Outsourcing
From the appointed day, the work will commence. For this purpose,
the tool box appearing at Annexure 3 shall be used. This tool box
provides for a list of activities to be completed on the 1st day of
outsourcing. It is absolutely mandatory to complete the same on the
1st day of outsourcing.
The tool box contains the following:
An audit checklist of documents being taken over namely
Personal Files
Computer/ Laptop
List of pending issues in the department
Employee Master
Leave Records of Employees
All Payroll input data
Comprehensive checklist of statutory compliances viz. Status on
Returns, Registers, Payments, Licenses and the like.
Any asset of the Company which gets handed over shall be documented
and signed as received.
A complete copy of the tool box is to be sent by 10:00am of the
following day to the Purple Corporate Office situated at 104, Maple
Wood, Opposite Aga Khan Palace, Nagar Road, Pune – 411006.