ORBIZ CREATIVEZ – HR Bible

📋 HR Task Board

Daily, weekly, and monthly operational tasks with strict execution timelines

🔴 DAILY TASKS

Every day

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Attendance & Shifts

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Pull attendance for 9:15 AM shift
Pull attendance for 11:00 AM shift
Mark Present / Late / Absent / Missing Punch
Follow up on missing punches (same day)
Close attendance exceptions with Dept Head confirmation
Track repeat late / absent employees

Leave Management

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Review new leave requests
Approve / reject leaves as per policy
Update leave tracker
Inform Dept Heads of approved leaves
Update leave balances

Manpower Readiness

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Confirm staff availability for all departments
Ensure Production, Packing, Logistics are adequately staffed
Flag manpower shortages to management
Arrange replacements / adjustments with Dept Heads

Employee Support

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Answer employee queries (attendance, leave, salary)
Handle advance requests
Guide new joiners / interns
Resolve minor workplace issues

Documentation

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Update employee master data
Collect & file ID proofs
Issue offer letters / confirmations
Update probation tracker
Maintain discipline records

Hiring

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Review open positions
Source candidates
Screen resumes
Schedule interviews
Follow up with candidates
Coordinate joining dates

Payroll Inputs

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Record OT (Dept Head approval only)
Ensure NO OT for Managers
Record advances
Record incentives
Update LOP entries
Verify payroll data accuracy

Discipline & Conduct

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Observe attendance misuse
Log discipline incidents
Issue verbal / written warnings (as approved)
Escalate serious issues to management

End of Day

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Prepare EOD HR summary
Update attendance final status
Check any leaves reported for next day and communicate with dept heads
Lock daily payroll inputs
Submit Report Before Leaving the Office

🔵 WEEKLY TASKS

Every week

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Attendance & Discipline Review

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Review attendance trends (shift-wise)
Identify repeat late / absent employees
Review discipline log
Escalate chronic cases

Overtime Control

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Review OT hours department-wise
Identify OT misuse or dependency
Discuss OT reduction with Dept Heads

Hiring Review

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Review open positions aging
Track offer-to-joining gaps
Review interview outcomes
Push delayed hires

Employee Pulse

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Speak to 7–10 employees
Note recurring complaints
Identify morale or workload issues

Training & SOP Gaps

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Identify repeated mistakes
Flag training or SOP clarification needs
Inform management

🟢 MONTHLY TASKS

Every month

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Attendance & Leave Closure

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Reconcile attendance records
Finalize leave balances
Verify LOP entries

Probation Management

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Track employees nearing 90 days
Collect Dept Head feedback
Prepare confirmation / extension / exit decisions
Issue confirmation letters

Payroll Support

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Finalize payroll inputs
Verify OT approvals
Reconcile advances
Support payroll processing
Confirm salary disbursement accuracy

Discipline Summary

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Review warnings issued
Track improvement status
Prepare escalation list (if required)

Compliance Readiness

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Update employee master list
Verify PF / ESI data
Organize HR records
Ensure audit readiness

Manpower Planning

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Review expected exits
Identify upcoming hiring needs
Plan staffing for next month
Align with production & sales forecasts

⚡ HR NON-NEGOTIABLE TASK RULES

Attendance must be checked daily
Missing punches must be closed same day
OT without approval is invalid
Managers must never get OT
Probation decisions must never be delayed
Verbal actions must be documented
Reports Must be Submitted on time

📄 Standard Operating Procedure (SOP)

Official HR responsibilities and operational standards

1. Purpose & Role

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Purpose: This SOP defines the standard daily, weekly, and monthly responsibilities of the HR Executive at Orbiz Creativez, ensuring smooth people operations, discipline, compliance, and workforce readiness.

Role & Responsibility: The HR Executive acts as the bridge between management and employees, supporting operations, compliance, hiring, attendance, payroll inputs, and employee engagement.

3. Daily HR Operations – Morning

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Attendance verification (check-in/out, late marks, absentees)
Leave approvals and balance updates
Workforce availability confirmation with team leads
Reporting manpower gaps to management

4. Daily HR Operations – Mid-Day

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Employee query handling (leave, salary, policy)
New joinee / intern support
Employee file & document maintenance
Discipline & conduct monitoring

5. Daily HR Operations – Afternoon

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Recruitment coordination (screening, interviews)
Payroll inputs (OT, incentives, LOP, advances)
PF / ESI attendance validation
Contract & temporary staff tracking

6. End-of-Day Responsibilities

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Daily attendance & HR summary
Leave & absentee report
Exit / attrition follow-up (if any)
Next-day manpower planning

7. Weekly Responsibilities

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Recruitment status review
Attendance & overtime analysis
Employee feedback coordination
Training & policy communication

8. Monthly Responsibilities

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Payroll finalisation support
PF / ESI compliance readiness
Leave balance reconciliation
Attrition & manpower analysis

9. HR Code of Conduct

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HR must remain confidential, impartial, approachable, firm on discipline, and aligned with business priorities at all times.

10. Performance Expectations

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Accuracy in records
Timely reporting
Employee satisfaction
Compliance adherence
Proactive workforce planning

11. Escalation Matrix

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Issue Type	Escalate To
Operational issues	Team Lead
Discipline / policy breach	Management
Compliance / legal	Management & Consultant

⚠️ SOP Review & Control

This SOP shall be reviewed annually or upon major operational or compliance changes.

📖 HR Playbook – Detailed Operating Guide

Complete execution manual for HR operations at Orbiz Creativez

⏰ Working Hours

9:15 AM – 6:30 PM

☕ Break

1:00 PM – 2:00 PM

📅 Probation

90 days (standard)

🏢 Departments

17 departments

1. Purpose

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This playbook defines how HR runs daily people-operations at Orbiz Creativez with speed, structure, fairness, and compliance. It is designed for a fast-paced creative + manufacturing environment and acts as a single reference for HR execution.

2. HR Mission & Non-Negotiables

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Mission

Keep the right people in the right place, on time, productive, safe, and growing—while protecting culture and compliance.

Non-Negotiables

Attendance integrity, respectful workplace, safety compliance, confidentiality of salary/employee data.

Decision Rule

If it's not documented, it didn't happen.

3. Department Structure

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Admin
Accounts
HR
Purchase
Production
- Designing
- Printing
- Laser Cutting
- Laser Marking
- CNC Cutting
- Making
- Gel Section
Packing
Inventory
Logistics
Sales
Direct Marketing
Digital Marketing
Ecommerce
Experience Center

4. Daily Operating Rhythm

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Daily Time Blocks

9:15–10:30 Attendance + Leave + Manpower readiness

10:30–1:00 HR floor support + documentation + onboarding support

1:00–2:00 Break

2:00–4:00 Hiring pipeline + payroll inputs + compliance checks

4:00–6:30 Issue closures + EOD reporting + next-day plan

5. Attendance & Leave Playbook

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Attendance Daily Procedure

Pull attendance by 10:00 AM
Tag exceptions: Late, Absent, Missing punch
Verify with department leads by 10:30 AM for critical manpower roles (production/packing/logistics)
Close missing punch corrections by same day (or next morning maximum) with lead confirmation

Leave Rules (Operational)

Planned leave: request in advance wherever possible; ensure handover note
Emergency leave: approve quickly based on lead confirmation; collect details later
HR must notify the reporting lead of approved leave immediately

6. Overtime (OT) Playbook

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Approval: OT only with Department Head approval (written/WhatsApp/Tracker)
Managers: OT is NOT applicable for Managers
Recording: Capture OT date, hours, reason, approving head, employee name
Payroll input: OT must be submitted to HR before payroll close

7. Hiring & Recruitment Playbook

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Hiring Funnel

Requirement confirmed (role, salary band, join date, reporting lead)
Sourcing: referrals + local channels + job boards
Screening call (10–12 min) + shortlist
Skill test / practical trial (role-based)
Interview (Lead + HR)
Offer + documentation
Joining + onboarding

Screening Scorecard (1–5)

Role fit & skills
Attitude & reliability
Communication clarity
Salary alignment
Joining timeline

Offer Pack Checklist

Offer letter / appointment details
ID proofs + photo + address
Bank details
Emergency contact
PF/ESI details (if applicable)
Acknowledgement of policies

8. Onboarding Playbook (Day 1 → Day 90)

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Day 1 Must-Haves

Welcome + facility tour + safety briefing (where applicable)
Explain working hours (9:15–6:30) and break (1–2)
Attendance / leave rules explained
Assign reporting lead + buddy
Collect documents & signatures

7-Day Checkpoint

Attendance/punctuality review
Tool/access gaps closed
Basic role clarity + training needs

30-Day Review

Lead feedback on performance and behavior
HR feedback discussion
Improvement plan if needed

Probation Control (90 days)

Maintain probation tracker for every new joiner
At Day 75–85: collect lead's recommendation (Confirm / Extend / Exit)
Document the decision and communicate formally

9. Payroll Operations Playbook

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Daily Inputs HR Maintains

OT hours (approved)
Incentives/bonus (approved)
Advances (amount/date/approver)
LOP days
Deductions or exceptions (with approval)

Payroll Close Checklist (Monthly)

Attendance locked and validated
OT approvals collected from department heads
Advances reconciled
Exceptions list approved by management
Payroll summary prepared for sign-off

10. Discipline & Conduct Playbook

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Progressive Discipline Ladder

Verbal warning (logged)
Written warning (acknowledged)
Final warning (with timeline)
Termination (management decision + documentation)

Incident Report Minimum Template

Date/time/location
People involved + witnesses
Facts only (no assumptions)
Immediate action taken
Next steps + owner + deadline
Approvals

11. Engagement & Retention Playbook

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Weekly Pulse (10 minutes)

Ask 5 employees: one blocker, one suggestion, any conflict, any tool/material gap
Log recurring issues and share top 3 patterns with management

Recognition System (Lightweight)

Best Execution (weekly shoutout)
Perfect Attendance (monthly)
Quality Hero (rework-free work)

12. Compliance & Records

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Maintain statutory and HR records as per applicable law and consultant guidance. Keep employee master, attendance, wage registers/records, and PF/ESI details organized and audit-ready.

Employee File Checklist

ID proof, address proof, photo
Emergency contact
Offer/appointment letter
Policy acknowledgements
PF/ESI details (if applicable)

14. Escalation Matrix

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Issue Type	Owner	Escalate To	Timeline
Attendance / Leave dispute	HR	Dept Head → Management	Same day
Discipline / Misconduct	HR	Management	Immediate
Serious conflict/harassment	HR	Management (Confidential)	Immediate
Compliance/legal clarification	HR	Management → Consultant	Within 24 hrs

⚡ Quick Reference

Ready-to-use templates, checklists, and communication formats

Daily HR Checklist (Tick Sheet)

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Attendance checked and exceptions listed
Leave approvals updated + leads informed
Manpower gaps flagged (dept-wise)
Employee queries handled / logged
New joiner support (if any)
Documents updated/collected
Hiring pipeline updated
OT approvals recorded (if any)
Payroll inputs updated (advances/LOP/incentives)
EOD report sent + next-day plan

Communication Templates

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Daily Attendance Summary (to Leads/Management) Date: ____ Present: __ | Absent: __ (names) | Late: __ (names) | Missing punch: __ (names) Manpower risks: dept + impact + mitigation Hiring: interviews today/tomorrow, offers pending Payroll notes: OT approvals pending / advances / exceptions

Missing Punch Message (Employee) "Hi {Name}, your attendance punch is missing today. Please confirm your check-in/out time and get approval from {Dept Head}. Once approved, I will update the record."

OT Approval Request (to Dept Head) "Request OT approval for {Name} on {Date}: {Hours} hours. Reason: {Reason}. Please approve."

EOD HR Report Format Date: ____ Attendance: Present __ / Absent __ / Late __ / Missing punch __ Leaves approved: ____ Open issues: ____ (owner + due date) Hiring: interviews scheduled / offers pending Payroll notes: OT approvals pending / advances / exceptions Tomorrow risks: dept-wise manpower or deadline risks

Daily Output Checklist

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Attendance verified and exceptions listed (late/absent/missing punch)
Leaves approved/updated, balances adjusted, team leads informed
Manpower risk flagged (per department) with mitigation plan
Employee queries resolved or logged with SLA and owner
Hiring pipeline updated (open roles, interview schedules, offers)
Payroll inputs updated (OT approvals, incentives, advances, LOP)
EOD HR report sent to management

Key Operating Standards

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⏰ Working Hours

9:15 AM – 6:30 PM

☕ Break Time

1:00 PM – 2:00 PM

📋 Probation Period

90 days (standard)

⚡ OT Policy

Dept Head approval only; NOT for Managers

⚡ Critical Reminders

If it's not documented, it didn't happen
Attendance integrity is non-negotiable
Missing punches must close same day
OT without approval is invalid
Probation decisions cannot be delayed
All verbal warnings must be logged
Maintain confidentiality of salary and employee data