Process Realization Plan

Recruitment and Terminal Benefits Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

1 1.00 Work Permit Arrangement

Check Status of Aquring Fresh Work Permits on the platinum status and work online cusrrent status of
1.01 ERM/ PRO red status high
Saudiziations basis of Saudiziation Achivements. permits in hand expatrates v/s saudis

check status of work permits in hand

Check Status work Empoloyee Rrelation accuracy of data with
1.02 along with visa category and no of visa inhand work permit status report high
permits Executive factual information
nationality

wrong / incomplete
The necessary vacant positions as per Form duly filled by conern
Position approval from Position Approval Form information received
2 2.00 requirement and necessasity of the concerned HOD department and prior medium
concerned HOD along with specific JD. on Position Approval
concern department head. approval from GM
Form

The Agencies duly

As per requirement we need to
Recruitment / Empoloyee Relation approved and having JD based on the positions JD nor described
3 3.00 search locally share all requirment to medium
Outsourcing - Locally Executive tieup as per prior recevied from the HOD completely
local agecies along with JD.
agreement.

The Agencies duly

As per requirement we need to
Recruitment / Empoloyee Relation approved and having JD based on the positions JD nor described
3.01 search locally share all requirment to medium
Outsourcing - Globally Executive tieup as per prior recevied from the HOD completely
local agecies along with JD.
agreement.

CV being received from Agencies

Receiving CVs and Empoloyee Relation the list of candidates Cv is not completly
thoroughly screened and forward to CV based on JD Low
screening Executive alongwiht CVs matching with JD
HOD for their pursual and sort listing
 Process Realization Plan
Recruitment and Terminal Benefits Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

interiew timing not

basedon management advise,
interview and employement application observed by both
interviews are being conducted Empoloyee Rrelation
finalization of JD form, interview assessment parties viz. medium
through telephonic / skype / face to Executive
candidate form, interviewer and
face
interviewe

interview panel final

interviewer select candidates and
shortlisted candidates interviewer / panel callon selection of list of shortlisted canddates N/A
provide shortlisted candidates
candidate

offer is being prepared based on

interview panel final
preparation of standard norm and forwarded to Empoloyee Relation
callon selection of list of finalize candidate N/A
commeercial offer candidate through agencies for Executive
candidate
acceptance

Document Collection, The scan copies of CV and

after acceptance of offer letter by
Verification & File Empoloyee Rrelation education certificate, authentication of
3.02 candidate, all necessary documents as per standard norms medium
Creation for Executive passport, experience documents submitted
are collected (scan copies)
Appointees certificates etc.

Need to verfy all documents such as

Certificate, Salary Slip,
Prior Employment Education certificate, experiences Empoloyee Rrelation
finalized appointee Experiences letter and N/A
Verification letter 6 or 3 months salary slip, other Executive
refrences check
course certificate. Refrences check

after approval of ERM, with wakal issuance to

consultation of management, wakalas Empoloyee Rrelation prior approval of wrong agency and
4 Wakala Process Wakala low
are being issued to concrened Executive concrened authorities quantity with specific
agencies globally category

We share contact details of our visa

employement visa stamping agency to selected Empoloyee Rrelation work permit with specific candidate back out
appointees low
processing appointees so that we can start their Executive visa category after visa stamping
visa stamping process.

report generation for

we create reports as every week and Empoloyee Relation ReportsMIS report of
completed above Department Manager N/A
share it to our manager or his records Executive respective areas
activity
 Process Realization Plan
Recruitment and Terminal Benefits Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

Once the wakala issue from our side

we need to share it to our visa
stamping agency for visa stamping
process, we have to maintain records
and need to follow up with our visa
stamping agency about the process
( medical, certificate HRD, etc)need to
prepare waiver letter for visa
stamping and need to do mofa and
chamber. need to follow agency
every alternate days about the visa
stamping process, Once all process delay in visa
done agency share us the visa stamp Wakala Copy issue by govt , processesing as well
documentation and
page and passport copy. Then we Empoloyee Relation ETR, Emergency Contact as expiry of work
5 5.01 Visa Processing with Visa stamping agency low
have to book ETR of apponitee as per Executive number of SMH Employees, permits on account of
followup For Appointee
management want him onboard. One orientation form. delay in stamping of
ETR book need to share it with appointees visa
appointees along with all necessary
contact details of SMH concern
employee so that he can contact in
emergency if any. When the
appointee has report to KSA main
office need to give him orientation
about the comapny and take his
signature on the orientation form.
after all process over handover him to
the department head where he is
appointee as.

After all work done need to generate

Generation of Report Empoloyee Rrelation
6 6.01 reports on weekly basic and share it Manger Reports
on above. Executive
with department manager.
 Process Realization Plan
Recruitment and Terminal Benefits Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

After all process done and employee

join SMH, agencies forward their
invoices. we need to check and the
approved from ERM and send it to
finance department for payment after
payment of ERM / Empoloyee invoice is not based
6.02 keeping approved copy in the invoices Invoice copy low
recruitment invoice Rrelation Executive on facts and figures
respective agency file. Once the
paymentis being made by finance,
transfer bank slip to agencies and get
confirmation of payment received by
them.
 Process Realization Plan
Recruitment and Terminal Benefits Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

in case of any devisition from

issuance of Warning
company standard norms by any emails and official employee might turn
Letters, memoes and Empoloyee Relation HOD / Client instruction /
6.03 employee, thee necessary action correspondance from client out to MOL for low
related Executive intimation
being taken through proper / HOD resolution
correspondance (if any)
documentation.
 EMR - Janardan

Process Realization Plan

Employee Relations Department
Risk /
[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk Level
Opportunity

1 1.00 Newly Joined Employee:

On the basis of geniuness of

The Collection of Latest CVs, Educational / C.V., Educational / Experience
1.01 The Collection of Necessary Experience Certificates, and related documents if HR Executive Employee's Feedback & documents low
Documents Verification of the same at Certificates, Passport copies, Medical might differ
any with 16 pcs Passport size photograph. Report, Photographs etc.
later from CV

The employee unique ID is created in Excel

On the basis of facts and C.V., Educational / Experience
The Employee unique ID worksheet, SMH Management and Unisis ERP
1.02 Creations along with File HR Executive figures with necessary Certificates, Passport copies, Medical N/A
simultaneously along with necessary complete
supporting doc if any. Report, Photographs etc.
details in 75 columns viz. in Excel. worksheet.

After joining SMH need to prepare (Two copy

original Contract agreement) for 1 / 2 Years Salary Offer Letter, Passport copy with
services agreement between Employer and accepted offer letter by immigration stamped, position approval
1.03 Employment Agreement HR Executive N/A
Employee. Once signature completed need to be employee form and visa page. Date of Joining
scan, one set need to file in individual file and details.
one set handover to the employee.

After receiving Iqama from Jawazat office need

to issue bank letter for opening bank account
Issuance of Bank letter for payment process. If success to open a bank valid iqama with accuracy Salary Certificate, passport copy, Iqama delay inissuance
1.04 HR Executive low
opening bank account account need to scan account details and update in all respect copy. of iqama
the system and scan document need to send to
finance department.

The Mobilization / Demobilization The Mobilization forms completed in all respect

On the basis of facts and
1.05 of Employee and tracking of the and approved by concern authorities are duly HR Executive figures with necessary The Mobilization / Demobilization Forms delay in actual low
same in respective ERP Systems entered in to the concern ERP systems and mobilization
supporting dox if any.
viz. three. thereafter storage in the concern employee file

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 EMR - Janardan

Process Realization Plan

Employee Relations Department
Risk /
[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk Level
Opportunity

2 2.00 Site ID (identification) Matters:

2.01 The ID are of Three Types viz. Temporary ID (for 15 Days), ID for newly joined employee (Permanent), Shutdown IDs.

Making temporary ID form along with PPT copy The proper request for
ID - Temporary (for 15 days) Required Passport copy with visa and
2.02 and 2 pics photograph with authorized sign and HR Executive preparation by authorized N/A
immigration stamp
company seal. authorities.

After issuing iqama and receiving medical report The proper request for Site IDs Form, necessary supporting Dox
2.03 ID - Permanent (New) HR Executive preparation by authorized Delay in Iqama low
we have to apply permanent site ID for one year. authorities. as advised by Site-In-Charge.

The IDs are prepared based on the prior The proper request for Site IDs Form, necessary supporting Dox
2.04 Shutdown ID approved list from the concern departmental HR Executive preparation by authorized N/A
as advised by Site-In-Charge.
Heads. authorities.

Once the IDs copies are received at our end, we

site ID not
store the IDs in a specific folders after scanning
renewed before
the same. The IDs Numbers along with expiry if
expiry / non
any are tracked in the separate worksheet of
The Storage, Tracking and The Valid IDs issued by the receipt of Site
2.05 Renewal of Site IDs Employee Master in particular. The same way HR Executive
concern sites / authorities Site IDs Form and Site IDs Copies.
low
ID from
data are also updated in SMH / Unisis Systems as
a normal practice and the hard copies are stored concerned
coordinator on
in the individual employee file as a mandatory time
practice.

2.06 It is a normal practice that followings documents are generally needed to be attached to any IDs Forms of any sites in particular.

Need Complete ID form, CR copy, vailed contract copy, Iqama copy, passport copy, medical blood group report, National ID copy, driving license and 2 passport size photograph with white background need to get
authorized signature and company seal. After that hand over to Project coordinator for further issuing site ID. We follow up with coordinator for collection of ID, Once the ID received from the site need to update
records in SMH Software and ERP. Need to scan and store in database for SMH records. After all the task completed need to send reports to all concern department.

3 3.00 The Different Site IDs and their Documentations if any:

12/01/2021 Page 7 of 24 10:49:03

 EMR - Janardan

Process Realization Plan

Employee Relations Department
Risk /
[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk Level
Opportunity

3.01 Chevron ID Renewal We are taking action for Site ID Renewal month
wise. ID renewal data to be collect from EXCEL
ERP and SMH Management software with expiry
date. Arranging all the required document and
3.02 PCC ID Renewal handover to PCO for further process.

(Need Old site ID's copy, Iqama, Vailed

PPT with visa page, medical Report,
We are collecting Iqama, ppt, site ID, vailed complete ID form with authorized
contract copy, moqeem copy, 3 auto sized Signature and seal, Company CR Copy,
3.03 Port ID Renewal
photograph with white backgrounds must need The proper request for vailed Contract, 2 photograph etc.)
company seal on every pages. HR Executive preparation by authorized
authorities.
The SABTANK IDs can be process only after
3.04 SABTANK ID
obtaining Port ID first.
This License are required specially for Riggers,
3.05 TUV Card Fork Lift Operators, Heavy Equipment Operators,
Welders.

This permits are required for the Vehicles for

Need Istimara, Vehicle Insurance Policy,
3.06 Vehicle sticker permit obtaining prior permissions to entered into the
Driver License , Iqama, ppt
restricted Areas of the Company / Plant.

4 4.00 Issuance of Any Kind of Certification being needed by Employees

As per employee request any type of certificate

Salary Certificate, Employment Certificate, The Forms duly completed Request Form duly filled by concern
Any Kind of Certification being
4.01 Certificate attestation, address proof letter etc. HR Executive and authorized by employee and prior approval from N/A
needed by Employees
are issued only after filling of necessary forms concern authorities Department manager
and duly approved by concern authorities.

5 5.00 The amendments to the Salaries, Perks etc.

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 EMR - Janardan

Process Realization Plan

Employee Relations Department
Risk /
[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk Level
Opportunity

As soon as we received Status change form with

final approval. We need to update Excel ERP,
UNISIS ERP, and SMH Management Software.
After updating the salary structure need to
informed concern authority for further approval
Salary Revision on account of any and verification print out memo and taking Initial
Change status duly
5.01 reasons viz. Promotion, salary
from ER Manager and it has sent to GM for final
HR Executive completed and approved Change Status Form N/A
revisions, Out living Status, approval. After final approval we need to scan
by concern authorities
Change Status etc. that memo and sending to Finance department
by email. Original Memo handover to Project
coordinator for getting employee's acceptance
and acknowledge. Once PCO revert back memo
with employee's acceptance it goes to individual
filing.

6 6.00 The custodian of Employee Files & Employee Verification from Outside Institutions:

As a mandatory practice all important and CVs, Offer Letter Employment Contract,
Storing of all necessary papers, All important Documents any correspondence between Company
6.01 documents in the personal file of confidential documents are properly need to be HR Executive relates to concern and employee, Leave Management,
store in each individual files from long term
each individuals point of view. employee Mobilization / Demobilization Forms, Site
IDs etc.

As and when any verification being sought by Official Request in Black

outside Institutions towards any employee, the and White from Email or a letter from concern
6.02 Employee Verification file is referred for any clarification being sought HR Executive respective institutions for institutions, basic data for concern N/A
for and replied accordingly after due verification employee's specific employee based on the request received
and approval from ERM verifications

Official Request in Black

Providing In-house requirements The documents being needed of any kind by
Email or a letter or list or verbal
and White from
concern departmental Heads or individuals are instructions from concern individuals to
6.03 of documents being needed HR Executive respective individuals for N/A
being provided case by case basis from time to provide the specific data or documents
internally employee's specific
time. of concern employee if any.
documents if any

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 EMR - Janardan

Process Realization Plan

Employee Relations Department
Risk /
[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk Level
Opportunity

Any other task of important for

deliverance with limitation of With Mutual
As and when there are important task needs be
time at the discretions of Understanding and dead
achieved on account of peak hours with ERD are
7 7.00 superiors and or colleagues and HR Executive line to achieve any As the case may be. N/A
being supported to complete the task together
or necessary support being specific task on peak
with other colleagues.
needed to achieve the desired hours.
task within ERD.

12/01/2021 Page 10 of 24 10:49:03

 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

1 1.00 Newly Joined Employee - Medical Process(Al-Shifa)

Issue Request Letter Address to

Hospital Authority. Arrange cash for With the request letter
Documents preparation medical expanse and salary cash attach Xerox copy of
1.01 and cash arrangement for advance from the account HR Executive Newly Joined Employee passport front & visa page N/A
Medical Process department. And then send the and two passport size
concern employee to the hospital photos.
with driver.

After around four working days we The hospital Authority

Collection Of Medical
1.02 have to collect the medical report HR Executive shell update the report Payment Receipt N/A
Report
from the hospital online in Jawazat system

Once the medical report collected

Scan and store the
1.03 Medical report than scan the report and store a copy HR Executive N/A Medical Report N/A
in employee individual file

2 2.00 Issuance of Temporary Iqama

Temporary Iqama on Xerox copy of passport front &

employee can use as a visa page, put company stamp on it, Xerox copy of passport
2.01 legal document till he make sure the border entry number is HR Executive N/A front & visa page N/A
receive is original iqama. visible and handover to the employee

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 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

3 3.00 The activities related to Bupa Insurance - Additions, Deletions, Insurance Certificate, Approval of Invoices etc.:

3.01 Registration With Bupa Insurance (Addition)

Whenever any new employee join in

Scanned copy of the
Add employee in Bupa the company by employment visa, we Make sure the application passport front page and
have to provide medical insurance to is accepted and updated
3.01 online system with border him from his date of joining. Frist HR Executive in the Jawazat system by visa page, make sure the N/A
entry number border entry number is
registration can be done with order Bupa visible.
entry number

Whenever any new employee join in

the company by Local Transfer, we Make sure the application Scanned copy of the New
Add employee in Bupa have to provide medical insurance to is accepted and updated Iqama(SMH) and
3.02 online system with Iqama HR Executive N/A
number him from his date of joining. The in the Jawazat system by completely filled Bupa
registration can be done with Iqama Bupa Declaration From
number.

After around four working days from

the application acceptance Bupa will
3.03 Receive the Bupa Card forward the original card through HR Executive Bupa card Bupa card N/A
courier. Than we have to deliver the
card to the employee ASAP.

3.04 Employee's Iqama Update/Correction/Lost card replacement/Upgrade With Bupa Insurance

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 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

once we receive the iqama, we send

3.05 Employee's Iqama Update the scan copy to Bupa throough email HR Executive Bupa card Bupa card / email N/A
in Bupa to update his iqama number in bupa
system

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 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

once we receive the filled application

from concerned employee with
Employee's Add necessary documents, we have to
prior management application form with addition withoout
3.06 Dependent With Bupa provide medical insurance to the HR Executive approval necessary documents. prior approval low
Insurance family from their date of entry in
Ksa . Frist registration can be done
with border entry number

employee who wish to travel outside prior management

KSA for any reason and proper employee request / Bupa
3.07 Bupa Certificate Issuance request being made for issuance of HR Executive approval / employee Card N/A
request
the same

if any employee leaving the company

on account of any reason, we need to Final exit copy /
prior approval from
3.08 Bupa Insurance Deletion with draw the insurance of HR Executive Resignation / termination delay in deletion low
Management
concernedemployee from Bupa after leteer / Bupa Card
leaving KSA

4 4.00 Matter Relates to Iqama for Employees and their dependents plus & Renewal of Work permits Annually:

Issuance of Work Permits Issuance of Work Permits (Labour prior approval from Passport with border entry delay in taking
4.01 (Labour Card) Card) HR Executive appropriate authority number prompt action medium

prior approval from Passport with border entry delay in taking

4.02 Issuance of New Iqama Issuance of New Iqama HR Executive medium
appropriate authority number prompt action
prior approval from Iqama / email of HOD / delay in taking
4.03 Iqama Profession Change Iqama Profession Change HR Executive medium
appropriate authority certificates prompt action
Correction Of Name In Correction Of Name In Iqama / prior approval from Iqama / email of HOD / delay in taking
4.04 Iqama / Passport Data HR Executive medium
Transfer Passport Data Transfer appropriate authority certificates prompt action

Renewal of Work Permits Renewal of Work Permits (Labour prior approval from delay in taking
4.05 HR Executive Iqama medium
(Labour Card) Card) appropriate authority prompt action

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 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

prior approval from delay in taking

4.06 Renewal of Iqama Renewal of Iqama HR Executive Iqama medium
appropriate authority prompt action

5 5.00 Matter Relates to GOSI for Employees viz. Saudi and Non Saudi

delay in taking
5.01 Registration With Gosi Registration With Gosi HR Executive DOJ / DOT, The basic data medium
Mandetory Practice for prompt action
like Iqama, Salary breakup
complainces etc. delay in taking
5.02 Gosi Deletion Gosi Deletion HR Executive medium
prompt action

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 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

6 6.00 Matter Relates to Exit Re-entry, Final Exit and Local Transfer - In / Out:

The Leave Application,

Exit and re-entry Visa Exit and re-entry Visa Single / Approval from Concern delay in taking
6.01 Single / Multiple Multiple HR Executive authorities, To & Fro ETR prompt action medium
Copy
The approval from the
Management with all
necessary documents Resignation / Termination
from concern authorites Letters, Exit Interview delay in taking
6.02 Final Exit Visa Final Exit Visa HR Executive Form, Final Exit Copy, One medium
way ETR to the country of prompt action
Origin, Site Clerance Form

Collection of IDs / Iqama /

Collection of IDs / Iqama / Bupa Cards
6.03 Bupa Cards - From Final - From Final Exit or Vacation HR Executive All original Dox Iqama, Bupa Card, Driving delay in taking medium
Exit or Vacation Lincene, Site IDs etc. prompt action
Employees Employees

The approval from the Passport Copies, Sponsor's

Sponsor Transfer - In and Management with all approval for local transfer delay in taking
6.04 Out Sponsor Transfer - In and Out HR Executive necessary documents with three letters for MOL, prompt action medium
from concern authorites Jawazat and SMH

7 7.00 Matter Relates to Visit Visa / Work Visit Visa / Family Visit Visa:

Work Visit Visa Approval Work Visit Visa Approval and delay in taking
7.01 and Invitation Issuance Invitation Issuance HR Executive prompt action medium
The Name of the Agencies
for Sourcing, passport
Copies of Applicants, the delay in taking
7.02 Work Visit Visa Renewal Work Visit Visa Renewal HR Executive The approval from the medium
port of origin, the time prompt action
Management with all
duration for visa with type
necessary documents
of visa, Visa Cateories for
from concern authorites
each applicants, time span
for bring onbaord with
12/01/2021 Page 16 of 24 SMH 10:49:03
 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process The Name of the Agencies
for Sourcing, passport
Copies of Applicants, the
[Link]. [Link]. Activity Descriptions Responsibility The approval Criteria
Acceptance from the Related Docs /the
Records Risk / Opportunity Risk Level
Management with all port of origin, time
duration for visa with type
necessary documents of visa, Visa Cateories for
SMH's Work Visit Visa SMH's Work Visit Visa Control Chart from concern authorites delay in taking
7.03 Control Chart MIS Cum MIS Cum Report HR Executive each applicants, time span medium
for bring onbaord with prompt action
Report
SMH
Family visit visa delay in taking
7.04 application Family visit visa application HR Executive prompt action medium

8 8.00 The matter relates to Driving / TUV Licenses:

Driving License(Forklift) - Driving License(Forklift) - Driving License, email for delay in taking
8.01 HR Executive Management's approval approval, Forms and Home medium
Issue/Renewal Issue/Renewal Country Licenses prompt action

TUV Licenses - Test Report from delay in taking

8.02 TUV Licenses - Issue/Renewal HR Executive Management's approval medium
Issue/Renewal authorised Institutions prompt action

9 9.00 The scanning of all the necessary Dox viz. Iqama, passport, Driving Licenses, Storage of WVV, Related Dox for Delegates if any:

The scanning of all

necessary The scanning of all necessary
The documentary Iqama, Passport, Driving delay in taking
9.01 documents(Iqama/Passpo documents(Iqama/Passport) and HR Executive medium
evidences Licenses etc. prompt action
rt) and storing in the storing in the system
system

10 10.00 Custodian Of Passports:

non-creation of
documentory
The employee's request Original Passport, evidienceon timely
Issuance, storage and Issuance, storage and control of Withdrawal Form, email of
10.01 control of Passports. Passports. HR Executive and Management's concern authorities, basis / updation of medium
Approval data into the
Declaration Form respective control
system

12/01/2021 Page 17 of 24 10:49:03

 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

non-creation of
Original Passport, documentory
Declaration Forms for The employee's request evidienceon timely
10.02 custodian of passport by Declaration Forms for custodian of HR Executive and Management's Withdrawal Form, email of basis / updation of medium
passport by employees. concern authorities,
employees. Approval Declaration Form data into the
respective control
system

non-creation of
documentory
evidienceon timely
Passport Expiry in next 6 Passport Expiry in next 6 Months - Based on the data from
10.03 HR Executive Orginal Passport basis / updation of medium
Months - 2017 (Report) 2017 (Report) Original Passport
data into the
respective control
system

Passport data transfer

Passport data transfer from Old PPT Requires Old and New delay in taking
10.04 from Old PPT to New PPT to New PPT in Jawazat System HR Executive Passports Old and New Passports prompt action medium
in Jawazat System

12/01/2021 Page 18 of 24 10:49:03

 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

11 11.00 Daily / Monthly MIS And Reconciliation of Employee Master along with updating of Data in Employee Master / ERP / Unisis:

Gosi/Iqama/Bupa/Passpor Gosi/Iqama/Bupa/Passport Data

t Data update in ERP
11.01 System and SMH update in ERP System and SMH HR Executive
Employee Master .xls
Employee Master .xls

PRO Dispatch Documents- PRO Dispatch Documents- 2016

11.02 2016 (Report) (Report) HR Executive

Reconciliation of
11.03 Employee Master Vs Reconciliation of Employee Master Vs HR Executive The Documentary
BUPA Insurance List Iqama/Passport and Data
BUPA Insurance List Evidences of respective
from Gosi/MOL/BUPA
data
Reconciliation of
Reconciliation of Employee Master Vs
11.04 Employee Master Vs Gosi Gosi List HR Executive
List
non reonciliation of
Reconciliation of Reconciliation of Employee Master Vs data on timly basis
11.05 Employee Master Vs HR Executive between SMH
Ministry of Labour List Ministry of Labour List medium
employee master
versus list of MOL /
Reconciliation of GOSI / BUPA
Reconciliation of Employee GOSI Vs
11.06 Employee GOSI Vs Ministry of Labour List HR Executive
Ministry of Labour List

Any other task of

important for deliverance
with limitation of time at As and when there are important task With Mutual
the discretions of needs be achieved on account of Understanding and dead
11.07 superiors and or peak hours with ERD are being HR Executive line to achieve any As the case may be.
colleagues and or supported to complete the task specific task on peak
necessary support being together with other colleagues. hours.
needed to achieve the
desired task within ERD.

12/01/2021 Page 19 of 24 10:49:03

 EMR - Monzur

Process Realization Plan

Employee Legal Documentation Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

12/01/2021 Page 20 of 24 10:49:03

 EMR - Leave Management

Process Realization Plan

Employee Leave Management Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

1 1.00 Leave Management:

received leave application from Leave Application duly

Receiving of leave incomplete
concerned Departmental head / HR Executive completed in all respect Leave Application low
application information
client and approved.

Before taking any action for booking Leave Application duly

Verification of eligibility Verification of History
1.01 the eligibility of each employee is HR Executive completed in all respect Leave Application low
of Leave in detailed
checked in detailed and approved.

Once all the form is clear it need to Leave application form, Exit
send to afinance department for company norms and Reentry paper, Leave
payment of employee Empoloyee Relation
1.02 vacation settlement and they will standard practices for history paper and ETR., delay in payment medium
benefits before travel Executive
clear all his due and file the copy in payments Vacation pay slip and bank
employee files for records. transfer slip

As and when any booking is requires

communication of
Tours and Travel for our delegates, it shall be done Prior approval from
1.02 HR Executive Action Plan and ETR Copies impropper low
Booking for Delegates based on their specific instructions concern authorities
information
and or schedule.

Specific Travel Schedule

Sending Proper Error in sending
For Obtaining best competitive Authorized Travel given by employee with
1.03 Information, data and HR Executive accurate data with low
quotes from Travel Agencies. Agencies dates, passport copy and
Docs to Travel Agencies specific schedule
related any information

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 EMR - Leave Management

Process Realization Plan

Employee Leave Management Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

Obtaining Competitive
delay in receiving
Quotes and Best Rates with emails from respective
1.04 Based on above information, data HR Executive reply and in return low
comparison of Quotes connectivity agencies
high cost
with Each Agencies.

Reply to the same email

Once the Agency is finalized ETR to be Prior comparison and
1.05 Issuance of ETR HR Executive from where we have not replied on time low
issued immediately approval from ERM
received the specific quote.

On the basis of employee / Concern Reply to the same email

Prior comparison and
1.06 Re-scheduling of ETR Authorities / client 's request Re- HR Executive from where we have not replied on time low
approval from ERM
scheduling are being done received the specific quote.

Once the ETR is received it is store in

non-storage of ETR
1.07 Storage of ETR the Network in a specific folder for HR Executive ETR issued soft copy of ETR low
on timely basis
future reference

The ETR are circulated prior to date of

departure / arival to TPT, OPS,
Circulating ETR to ETR not circulated on
1.08 Finance as the case may be for their HR Executive Confirmed ETR issued ETR COPY low
respective departments time
information, record and necessary
further action if any

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 EMR - Leave Management

Process Realization Plan

Employee Leave Management Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

Where ever there is a cost recovery is

non-recovery of
Recovery Information there towards any reasons from the
1.09 HR Executive Confirmed ETR issued ETR COPY amount inspite of medium
to Finance employee, the information is send to
clear instruction
Finance for their further action

Global Travel Solutions (GTS) are

Online Approval of Travel Order are in the
having on line approval for the Travel non-approval on
1.10 Travel Order for Global HR Executive same line of ETR issued ETR Copy low
Order issued based on our timely basis
Travel Solutions (GTS) and or rates agreed upon
instructions and confirmation.

Approval of Travel The Travel Agencies are sending the Travel Order are in the
inoices not as per
1.11 Order and Invoices on Travel Order and Invoices on monthly HR Executive same line of ETR issued ETR Copy low
approved travel order
monthly basis basis to SMH for approval and or rates agreed upon

Once the verification of Invoices are invoice not

Properly Checked by Fiyaz
Approved Invoices to being done, it shall be forwarded to Invoices / Travel Order forwarded on timly
1.12 HR Executive and duly approval from low
Finance Finance for their record and Copies basis / not received
ERM
necessary further record and action. of inoice on time

2 2.00 Evaluating Travel Agencies Performances and comparing the same among other travel Agencies

On Monthly basis With Total sales achieved Agencies The detailed working of
MIS Generated through
2.01 comparison of wise and coming up with outcome of HR Executive booking made and ETR N/A
detailed working
Performance the same if any issued

3 3.00 Exploring the Best and Competitive Travel Agencies locally

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 EMR - Leave Management

Process Realization Plan

Employee Leave Management Process

[Link]. [Link]. Activity Descriptions Responsibility Acceptance Criteria Related Docs / Records Risk / Opportunity Risk Level

Who is willing to give us

Finding out the Who can support us in peak hours the best services and
3.01 Competitive Travel and having reputed name in Travel HR Executive commercial terms and brochure / agreement N/A
Agencies Locally Market conditions to run the
show

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