Sop-Hr-01 - Human Resources Management

MAJU INTAN BIOMASS ENERGY SDN. BHD.
DOC. NO
SOP-HR-01
STANDARD OPERATING PROCEDURE
REV. DATE
09/09/2015
HUMAN RESOURCES MANAGEMENT
REV. NO.
01
PAGE NO.
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REVISION HISTORY
Rev. No
DCN No.
Page No.
Eff. Date
N/A
ALL
02/02/2015
NEW ISSUANCE
REF. NEW ISSUE DOCUMENT APPROVAL FORM NO.
001
01
DCN - 001
2,3,12,15,16
09/02/2015
Refer to DCN-001
Name
Position
Description of Changes
Originated By
Reviewed By
Approved By
KUMAR
BANUN
WITHORN ARPANUVAT
HR / Administration
Executive
Management Representative
General Manager
09/02/2015
09/02/2015
09/02/2015
Signature
Date
Note: The details of changes shall be documented in the DOCUMENT CHANGE NOTICE (DCN).
This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.
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Process / Step
Procedure
1.0
2.0
Records
PURPOSE
1.1
To ensure employees employed are competent by

providing with the necessary knowledge to perform
the jobs. Employees are to be continuously trained,
educated, developed and providing awareness to
ensure competency.
1.2
To ensure employees are employed according to

requirement and proper procedure.
1.3
To ensure recruitment process are being followed

to select the right employees in order to achieve
companys target and objectives.
1.4
To ensure termination procedures are being

followed upon resignation/ termination/ transfer/
demotion of employees with proper handover
method.
1.5
To ensure employees are adhering to leave and

travelling requirement in order to ensure no
disruption of daily operations.
SCOPE
This requirement shall be applicable to all departments,
functions and employees.
3.0
REFERENCES
3.1
3.2
3.3
3.4
3.5
3.6
3.7
4.0
ISO 9001 : 2008 Clause 6.2 (Human Resources)

MJE- QM (Company Quality Manual)
Employee Handbook
Yearly Training Plan
Akta Kerja, 1955
Akta Imigresen 1959/63
Akta Pasport 1966
APPENDICES
NIL
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Process / Step
Procedure
5.0
APPLICABLE FORMS
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
6.0
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.0
Records
Training Record
Staff Training Record
Training Requisition Form
Job Application Form
Induction Programme
Staff Performance Confirmation/ Appraisal Form
Business Travel Application Form
Leave Application Form
Induction Programme
Manpower Request Form
Training Evaluation Form
Yearly Departmental Training Request
Employee Appraisal Form
Employment Data Form
Attendance List
Handover Record
DEFINITION
6.1
"In-house training" is training organized by the

company, conducted regardless of internal or
external trainer and attended by the employees
within the company.
6.2
"External training" is any public training or

seminars.
6.3
H.O.D - Head of Department
6.4
Conformity to service requirements can be

affected directly or indirectly by personnel
performing any task within the quality management
system.
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Process / Step
Procedure
7.0
7.2
PROCEDURES
7.1
Responsibility
a)
The Admin/ HR Executive is responsible for the

contents of this document and to liase with the
various heads of departments to ensure the training
requirement is effectively implemented and to
ensure achieve the necessary competence
affecting conformity to product requirements.
b)
The Admin/HR Executive is responsible to place job

vacancy.
b)
The respective heads of departments shall be

responsible to identify their employees training
needs.
c)
The respective heads of departments or the

assigned trainer is responsible to train the
employee who are required to perform the tasks
specified in the job description & the
evaluation of the training to achieve the necessary
competency.
d)
The respective employees is responsible to adhere

to the leave application and travelling requirement
Staff Requisition & Employment Procedure.

a)
Respective HOD shall identify the need to take new

staff in their respective department by completing
the Manpower Request Form to the Human
Resources Unit.
b)
Need for new staff shall arise under the following

circumstances:
H.O.D Identify
7.2b
Human
Resources Unit
Records
Manpower
Request Form
i) to replace staff who is resigning.

ii) to cope with the increase in workload due to
increase in business volume or additional workload
as a result of statutory requirement or other needs.
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Process / Step
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c)
Upon the needs of employment, Job vacancy is

advertised by suitable method.
d)
All applicants for any vacancy has to fill in Job

Application Form (Manual) or by email/ online. It
shall be forwarded to the Human Resources Unit.
e)
All applicants shall be verified by the Admin

Executive/ Head Of Department based on the
qualification set under the respective Job
Description/ good working experience/ knowledge
and only qualified applications shall be shortlisted
for interview.
f)
The respective HOD must recommend of the Job

Application and approved by the General Manager
/ Director for the successful candidates before
he/she is hired by the company. Unsuccessful
candidates will be keep under review.
g)
Upon approval the candidate will be employed and

undergone Orientation/ Induction Programme, refer
to Clause 7.6 and their information are updated into
Employment Data Form.
h)
New employee will be evaluated for 3 months under

probation period prior to confirmation. Staff
Performance Confirmation/ Appraisal Form shall be
completed.
Advertise
Application
Shortlisted &
Interview
Selection
Yes
Approval
KIV
Recruitment
Undergone
Training
7.3
Records
Job Application
Form
Employment
Data Form
Staff
Performance
Confirmation/
Appraisal Form
Training Needs
a)
The Training Needs are to be established by the

Respective head of departments for their
employees.
b)
The guidelines for training needs are as follows :i) For all new employees.
ii) For existing employees taking up new job
assignment which required special knowledge.
iii) When there is a change in the process or
procedure which required new knowledge or skill.
iv) For employee whose job performance is not
meeting the expectation of the management.
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Process / Step
Procedure
7.4
Records
Type of Training
a)
Internal Training
i) Induction programme
ii) On the job training
iii) In-house training
b)
External Training (where appropriate)

Criteria For Training
Responsibility
a)
New Employee
Human Resource
(Orientation/ Induction Programme)
b)
Employees who are new to the job
c)
Respective H. O. D.
Any major changes in the methods,
or processes, machinery / technology
supplier concerned
Respective H. O. D.
d)
If employee performance is below

the required performance standard.
Respective H. O. D
e)
Employee who are proposed for Promotion.

Respective H. O. D.
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Process / Step
Procedure
7.6
Orientation /
Induction Program
7.7
On-Job Training
Trained By H.O.D
Orientation/ Induction Programme

a)
The Human Resource department is responsible for

the induction programme for new employee.
b)
Each new employee shall go through the

Orientation/ Induction programme
c)
Areas of Orientation programme are based on

Employee Handbook & Quality Policy / Objective.
d)
The new employee should be introduce to his/her

immediate superior and various colleagues which
he/she needs to liaise with.
e)
Upon completion of the Orientation Programme,

The Induction Programme Record shall be raised to
Human Resource Unit in order to update the
Staff Training Record.
Employee
Handbook/
Quality Policy/
Objective
Staff Training
Record
On-Job Training
a)
The respective H.O.D. shall be responsible for the

on job training for their employee.
b)
The area of on-job training shall be established by

respective H.O.D. according to job function
requirement.
c)
The respective H.O.D. shall ensure that the training

were able to provide necessary competence and
record the training given in Training Evaluation
Form. This form shall be signed by the trainer and
acknowledge by the employee concerned.
Training
Evaluation
Form
Training Evaluation Form shall be forwarded to the

Human Resource Unit for filing upon completion
the evaluation. Staff Training Record shall
be updated.
Staff Training
Record
Evaluation
d)
Update Staff
Training Record
Records
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Process / Step
In-House Training
Procedure
7.8
In-house Training.
a)
Training Record shall be raised and acknowledged

by both the trainer and trainee for any in-house
training conducted.
Training Record
b)
After completion of training, the trainer shall

evaluate the trainee by either oral or written test.
The result of the test shall be update in the Staff
Training Record.
Staff Training
Record
Evaluation
Update Staff
Training Record
7.9
Records
External Training.
a)
Upon completion of any external training, the

Human Resources Unit shall ensure to update the
employee training record.
b)
If certificate were provided (if any), a copy of the

certificate shall be submitted to the Human
Resource Unit for filing purposes.
External Training
Evaluation
c)
In the case of no certificate being provided, the

trainee shall acknowledge the Staff Training Record
but the acknowledgement of trainer is not mandatory.
d)
Upon completion of external training, the H.O.D or

assigned personnel shall evaluate the employee's
competency by using the Training Evaluation Form
(if applicable) and submit to Human Resources Unit
for reference purpose.
Update Staff
Training Record
Staff Training
Record
Training
Evaluation
Form
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Process / Step
Procedure
7.10
HR
establish
Training
Needs
Competency Training Needs Assessment.

a)
The respective H.O.D. is responsible to analyze and

establish the training needs for their employees,
where applicable training needs to be provided to
achieve the necessary competence among the
personnel.
b)
The respective H.O.D. shall review the employee

training records and conduct Annual Employee
Appraisal once annually. The Training Requisition
Form shall be raised on the proposed training for
the employee.
c)
The Employee Performance shall be recommended

by H.O.D and approved by the General Manager.
e)
Upon identification of training needs, the

respective H.O.D shall liase with Human Resources
Unit to generate the Yearly Training Plan.
f)
Training Requisition Form or Yearly Departmental

Training Request shall be raised by respective H.O.D.
to Human Resource Unit in the event when a new
training needs is identified but non achieve the
necessary competence among the personnel.
g)
This Training Requisition Form shall be approved by

the General Manager.
h)
Human Resource Unit shall then update the Yearly

Training Plan.
i)
Employee who had successfully attended training shall

have their Staff Training Record be updated.
Department
H.O.D
Employee
Performance
Appraisal
Request For Training
Approve
External/ Internal
Training
Records
Annual
Employee
Appraisal
Yearly Training
Plan
Training
Requisition
Form / Yearly
Departmental
Training
Request
Staff Training
Record
Training Record
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Process / Step
Procedure
7.11
Records
Resignation and Termination Of Employees.

a) Voluntary Termination (Including Resignations &
Retirement)
Notice Of Termination
/ Retirement (1
Month or More)
i.
A confirmed employee must provide to their H.O.D

notice in writing of their intention to resign or
retire by giving one (1) months notice or
otherwise one (1) months salary in lieu of notice
unless otherwise stated in the appointment letter.
ii.
Subject to management discretions, certain

category of employees shall give notice more than
one (1) month, it will be clearly stated in the Letter
Of Offer or Letter Of Promotion.
iii.
Upon receipt of an employees voluntary

resignation, the H.O.D should respond to the
employee with an acknowledgement on the Letter
Of Resignation. It shall then be forwarded to HR
Unit for further action.
iv.
The Company have the right to deduct the pay of

an employee should he resigns from his
employment with short or without notice. Any
unutilized earned annual leave will be paid for
upon resignation.
v.
Employees are subject to retirement on attaining

the age of sixty (60) years in the case of male and
fifty-five (55) years in the case of female.
vi.
Employee shall be informed in writing upon

reaching his retirement age.
vii.
The Company may consider extension of

employment in special circumstance at its sole
preprogative. Employee may be offered a contract
employment after the age of retirement
Departmental H.O.D
Acknowledgement By
H.O.D
Inform HR
Decision
NO
YES
Salary Calculation
Contract Extension
Letter Of
Resignation
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Process / Step
Procedure
viii.
In case there is an absence of retirement clause in

the initial Letter Of Offer to the employee, clause
7.11 (v) (a) as above is deemed to be applicable to
the said employees.
Records
Letter Of Offer
b) Involuntary Termination
i.
a. Continuously absent from work for more

than two (2) consecutive working days
without official leave or permission of the
superior or without reasonable excuse and /
or without informing or attempting to
inform the Company of the reason for such
absence.
b. Medically unfit for employment or unclean
medical report examined by the Companys
doctors.
c. Become bankrupt or make any composition
with his creditors.
d. Be convicted of any criminal offence other
than an offence which, in the opinion of the
Company, does not affect his position as an
employee of the Company.
Absent > 2 days

Medically Unfit
Bankrupt
Criminal Offence
Investigation
Domestic Inquiry
Committee
Domestic Inquiry
ii.
The company shall after appropriate inquiry

dismiss an employee on grounds of misconduct
and non-fulfillment of the expressed or implied
conditions of his employment.
iii.
Domestic Inquiry shall be initiated for any

misconduct and it shall in accordance with
Employement Act 1955 (Akta Kerja 1955).
Domestic Inquiry Committee Member and proper
procedure shall be followed. Domestic Inquiry
shall refer to work Instruction.
Meeting
Record
Dismiss
An employee is deemed to have terminated his

employment with the Company if:
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c) Exit Interview
Exit Interview
i.
An exit interview will be conducted for all

employees under regular employment who have
resigned from the post. Employees will be
informed the last working day, leave balance,
outstanding accounts, items need to be returned
during the exit interview.
ii.
All resigned & terminated employees are required

to return all properties belonging to the Company
and describe work/ task assigned make through
the prescribed Handover Record, which need to be
returned accordingly to clause 7.15 to the Human
Resources Unit.
Conduct Checking
Returning All
Belonging
Proposal
7.12
Promotional/ Upgradement
i.
Departments are encouraged to fill vacancies

through promotions of current staff.
ii.
Only employees who meet the minimum

qualifications for the posted position shall be
considered. An employee is selected for
promotion/ upgrading, may required to serve a
probationary period for not more than Six (6)
months and may be extended for a further
maximum period of six (6) months based on
performance.
iii.
Positions are posted for a minimum of five (5)

working day.
iv.
An employee interested in a posted job

opportunity must submit an application and/or
resume for the posted position to Human
Resources prior to the posted deadline date.
Qualified
Employee
Internal
Advertisement
Apply by
Qualified
Employee
Handover
Records
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Procedure
v.
Human Resources will evaluate the qualifications

of the applicants and identify those candidates
who meet the minimum qualifications of the
position.
vi.
In the event that the company decides not to

confirm the employee in the new position, he shall
be reverted to his former position compatible with
the ability and will continue to receive the
previous salary prior to the promotion/ upgrading
(if any)
vii.
The General Manager must approve all

promotional appointments.
Human Resources
Evaluate
Promotion
NO
YES
Revert Back
Records
Approve By
General Manager
7.13
Demotion/ Transfer
i.
A demotion is defined as the movement of an

employee from one established position to
another established position in a lower
classification.
ii.
The movement to a position in a lower

classification may be voluntary or involuntary, as a
result of departmental reorganization,
performance factors or disciplinary action.
iii.
The General Manager must approve all demotion/

transfer of employees.
iv.
An employee is selected for demotion, may

required to serve a probationary period for not
more than six (6) months, may extended for a
further maximum period of Six (6) months based
on performance.
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Process / Step
Procedure
v.
7.13
Records
An employee wish to request for transfer, a

written application should be made through the
Human Resource Unit. The Management shall at
its sole discretion to approve or reject any
application for transfer. Transfer shall be
recommended by H.O.D and approval shall be
from the General Manager.
Relevant Application For Employee

(a) Leave Application
Apply
Acknowledgement
By HR
i.
Employee shall apply leave 5 days in advance

prior to the actual day. The Leave Application
Form shall be completed duly.
ii.
The Leave Application Form shall furnished to

Human Resources Department for
acknowledgement and provide the balance
leave.
iii.
Head Of Department shall check the

availability of manpower for replacement or
any outstanding tasks that required urgently
to complete prior to approve the leave
application.
iv.
General Manager then shall approve the

application form.
v.
The approved Leave Application Form shall

return to Human Resources Department for
record and update.
H.O.D Approval /
Rejection
GM Approval /
Rejection
Submit To HR
Leave
Application
Form
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Records
(b) Business Travel Application

Apply
i.
Employee shall fill up the Business Travel

Application prior to start travel or in the
event of urgency verbal call are allowed,
provided the BTA shall be completed after
that.
ii.
H.O.D shall ensure enough manpower for

replacement in order to avoid any disruptions
prior to approve any travel application.
iii.
Approval shall be from H.O.D and General

Manager.
iv.
Completed application shall be submitted to

HR Department to keep as records.
H.O.D Approve /
Reject
GM Approve /
Reject
HR To Verify &
Record
7.14
Business Travel
Application
Attendance List
Any functions or briefing related to daily operations of Maju
Intan Biomass Energy shall use the Attendance List to record
personnel who attended.
Attendance List
7.15 Management of Handover Record

a) The Handover Record shall be completed by employee under
the below scenarios:
- Employee who is resigning from their position
- Employee who is terminated from their position
- Employee who is assuming new position within the
same department/ company.
- Employee who is temporary absence from position
Handover
Record
who is
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Records
b) Temporary absence of employee that is longer than four

(4) weeks shall be required to complete the Handover Record
in order for employee temporarily covering the functions gain
knowledge and information to ensure a smooth transition in
carrying out their duties.
c) Handover Record shall be finalized during the week before
employee leaves position. Ideally, there should be a period of
overlap with the employees successor.
d) In the event, it is not possible, the employee should send
the handover record to HR Dept before departing and
supplement the record with phone or by email with the
successor.
e) If the successor has not yet been appointed, the Handover
Record shall be submitted to HR Dept and a copy to HOD for
reference.
f) Employee who assume new duties at new positions, should
ensure to request Handover Record from their predecessor.
g) Handover Record should be factual rather than analytical.
Sections of the template that do not apply may be ignored.
h) A copy of the Handover Record shall be kept as record by
the HR Dept for reference.
8.0
RECORDS
All records specified in the clause 5 of this procedure shall be
kept and retained in accordance to the Control of Records (SOPDC-02).

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MAJU INTAN BIOMASS ENERGY SDN. BHD.

STANDARD OPERATING PROCEDURE

HUMAN RESOURCES MANAGEMENT

MAJU INTAN BIOMASS ENERGY SDN. BHD.

STANDARD OPERATING PROCEDURE

HUMAN RESOURCES MANAGEMENT

To ensure employees employed are competent by

To ensure employees are employed according to

To ensure recruitment process are being followed

To ensure termination procedures are being

To ensure employees are adhering to leave and

ISO 9001 : 2008 Clause 6.2 (Human Resources)

MAJU INTAN BIOMASS ENERGY SDN. BHD.

STANDARD OPERATING PROCEDURE

HUMAN RESOURCES MANAGEMENT

"In-house training" is training organized by the

"External training" is any public training or

H.O.D - Head of Department

Conformity to service requirements can be

MAJU INTAN BIOMASS ENERGY SDN. BHD.

STANDARD OPERATING PROCEDURE

HUMAN RESOURCES MANAGEMENT

The Admin/ HR Executive is responsible for the

The Admin/HR Executive is responsible to place job

The respective heads of departments shall be

The respective heads of departments or the

The respective employees is responsible to adhere

Staff Requisition & Employment Procedure.

Respective HOD shall identify the need to take new

Need for new staff shall arise under the following

i) to replace staff who is resigning.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

STANDARD OPERATING PROCEDURE

HUMAN RESOURCES MANAGEMENT

Upon the needs of employment, Job vacancy is

All applicants for any vacancy has to fill in Job

All applicants shall be verified by the Admin

The respective HOD must recommend of the Job

Upon approval the candidate will be employed and

New employee will be evaluated for 3 months under

The Training Needs are to be established by the

MAJU INTAN BIOMASS ENERGY SDN. BHD.

STANDARD OPERATING PROCEDURE

HUMAN RESOURCES MANAGEMENT

External Training (where appropriate)

Employees who are new to the job

If employee performance is below

Employee who are proposed for Promotion.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

STANDARD OPERATING PROCEDURE

HUMAN RESOURCES MANAGEMENT

Orientation/ Induction Programme

The Human Resource department is responsible for

Each new employee shall go through the

Areas of Orientation programme are based on

The new employee should be introduce to his/her

Upon completion of the Orientation Programme,

The respective H.O.D. shall be responsible for the

The area of on-job training shall be established by

The respective H.O.D. shall ensure that the training

Training Evaluation Form shall be forwarded to the

MAJU INTAN BIOMASS ENERGY SDN. BHD.