Strategic human resource management system development and standardization services

Content

Company Organizational Structure Chart and Department Functions

This document outlines the company’s organizational model, designed to ensure clarity in authority delegation, role assignment and optimization of management efficiency and interdepartmental coordination. It includes:

• Overall Organizational Structure Chart: Developed based on the company’s management model, showing the Board of Directors’ delegation of authority to functional departments (as specified in the Board’s official delegation decision) The delegation may be organized by region or by departmental function adapted to the specific characteristics of each business.

• Board of Directors Delegation Decision (assignment of department management to individual board members) specifies which board member manages which department. The CEO / General Director is the highest authority; the chart illustrates the hierarchy reporting lines, management levels and operational teams.

• Operational Regulations of Functional Departments: Defines departmental functions, responsibilities, organizational chart, job descriptions for all positions (including duties, authority, relationships, reporting lines, position requirements and job performance KPIs)

• Departmental Standard Operating Procedures: Each department develops and documents its SOPs for relevant business operations, which are reviewed and approved by the Board of Directors

• Internal Document Management system: Establish a standardized internal document software system for consistent application company wide. This serves as a foundational resource for onboarding new employees, compliance inspections and long-term resource planning.

Competency Framework & Career Development Roadmap

These documents define the required knowledge, skills, and behaviors for each position, while establishing a clear career development path for employees within the organization. It includes:

• Competency framework by job title: Categorizes professional competencies, core competencies, and managerial competencies

• Competency assessment criteria: Defines levels from basic to proficient, serving as a foundation for training and performance evaluation.

• Career development roadmap by employee group: Outlines promotion levels and competency requirements at each stage.

• Integration with training, evaluation, salary and promotion policies: Ensures sustainable and fair talent development

• Application in workforce planning and succession planning supports preparation for key positions in the organization

• Accompanying templates: Competency maps, competency tracking sheets and individual development plans

Recruitment process

A document providing detailed guidance for each step in the recruitment process, ensuring that candidate selection is carried out correctly, within approved headcount, with quality hires, and on schedule. In includes:

• Recruitment steps: From submitting recruitment requests, posting job openings, screening applicants, interviewing, applying evaluation criteria, to making hiring decisions.

• Assignment of responsibilities: Specifies roles of HR, functional managers, and director approval at each stage

• Candidate processing and response timelines: Defines response times at each stage to enhance candidate experience and ensure recruitment progress.

• Required candidate documents: Personal records, diplomas, application letters, evaluation forms, test results

• Accompanying templates: Recruitment request forms, interview score sheets, job offer letters, onboarding checklists, etc.

• Recruitment storage and reporting mechanism: Procedures for record keeping and periodic reporting to monitor effectiveness and optimize costs.

• Supporting templates: All forms used throughout the recruitment process

This document establishes the steps to be followed in recruitment activities, the personnel responsible, candidate response timelines, and the documents to be collected from applicants.

Training policy and training agreement with accompanying templates

These documents define the principles and commitments related to training activities within the organization including:

• Training formats: Internal training external training, on the job training, orientation training promotion related training, etc

• Criteria for selecting training participants: Based on job requirements, performance evaluation results, and HR planning.

• Cost support and approval process: Specifies who approves, and the maximum budget according to position/ level

• Post training commitments: Defines minimum service periods after training and binding terms based on the training value

• Training cost reimbursement: Rules for repayment in cases of early resignation, breach of commitment of failure to meet training requirements.

• Penalties for violations: Specifies penalty amounts, repayment timelines and methods of cost recovery

• Post training reporting, evaluation and monitoring: Includes templates for learning reports, application of knowledge and effectiveness surveys.

Performance Evaluation Process and Evaluation Metrics

These documetns definie the system of criteria used to measure employee and departmental performance, including:

• Key performance Indicators by position: Output, quality, timeliness, efficiency, error rates, task completion levels etc.

• Objectives and Key results by level: Individual department and companywide objectives to align daily activities with strategic goals.

• Scoring methodology: Weight of each criterion pass/fail thresholds and formula for calculating total scores

• Evaluation period and process: Monthly, quarterly or annual evaluations; identifies evaluators, feedback providers, and result reporting procedures

• Link to compensation, rewards and promotion: Serves as a basis for salary increases, bonuses, promotion proposals and job rotations

• Evaluation templates: Customized for different employee groups (office staff, production staff, filed staff/ driver, etc.)