March people hr slides final 26032015

MARCH 2015

WELCOME!

Today’s Agenda . . .

The HR Advice TeamAn update on the changes to the Leader Coach Team – what will be different with the new HR Advice Team and how leaders can access support from 1st AprilLouise Broomhead, HR Advice Leader; Ben Vaughan, Nicola Cocklin & Karen Lupton, HR Advisors

HR News Round UpEllie will run through some key dates & reminders with you

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OUR HR ADVICE TEAMHOW IS IT GOING TO WORK?

Louise Broomhead, HR Advice Leader

BACKGROUND ON CHANGING OUR LEADER COACH TEAM

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• In May 2014 we began our HR Transformation journey

• We made fundamental changes to a number of our HR teams, including the outsourcing of some of the HR Services work to our new team in India

• During the announcements last year, we said we’d continue to review the Leader Coach Team and have spent time taking a look at the work carried out in the team

• It was important to retain the excellent service that the team provides to our Leaders at L3 – 5, while also recognising the need to address our continuing cost challenge

• We decided to retain our current Leader Coach Team in the UK – but it’s now smaller (with 8 FTE)

• From 1st April the team will be known as the HR Advice Team

HOW IT WILL WORK: AT A GLANCE

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The service the team offers will not be fundamentally different, but with fewer people there needs to be some changes:

• Work will now be assigned to HR Advisors on a case by case basis• This approach takes advantage of the range of skills and experience in the team and maximises

capacity• This new way of working replaces the current business alignment model, and so leaders will have

access to a team, rather than having a ‘dedicated’ point of contact

• The HR Advice team will operate from 9am to 5pm, Monday to Friday• From 1 April, you’ll contact them via Option 5 on the main HR Help number - 0845 0700 058. If phones

are busy you’ll be able to leave a voicemail• You can also send an e-mail to the central HR Advice team mailbox – HR Advice/UK/RoyalSun

• Cases will be closed after advice is given and related activity complete. Cases will not be kept open and reviewed unless there’s significant complexity or a high degree of risk

• It’s up to leaders to ensure any follow-up action / monitoring takes place and to come back to the team if they need any further advice

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Central, flexible pool of HR Advisors providing expert coaching, advice and support on: • Employee Relations Cases – inc. absence, Long Term

Sickness, disciplinary, grievance, performance management, health & well-being, ET claims etc.

• Occupational Health Referrals• Guidance on complex HR Policy and practice

enquiries only (all general queries to HR Help)

Access to Senior HR Advisor support for:• High risk/complex/sensitive cases (inc. face to face

support, where appropriate)• Accompany leaders on home visits for LTS cases• Early Conciliation and Employment Tribunals• Employee Relations surgeries/workshops to support

leaders’ understanding and share best practice• Quarterly People Hr WebEx to inform and upskill

leaders on people topics & employment law changes

SLAs48 hours for mailbox enquiries – however higher risk cases will be fast-tracked (eg. Gross misconduct, ETs)

CONTACT HR ADVICE TEAM Phone: 0845 0700 058 – option 5 Email: HR Advice/UK/RoyalSun

• Payroll, including P60s• Processing of changes to terms and

conditions (eg. change of hours)• Advice on general HR policy,

process and procedure queries• Process Maternity leavers/returners• Processing leavers• Data Subject Access Requests

(DSARs)• Processing of Employee Benefits eg.

Travel Loans, Eye Care Vouchers• New Starter admin and set up on RSA

Payroll• Organisational Change admin• Health & Safety admin• Pension seminars• MI/Data requests• Learning Zone queries

SLAsHead to the intranet to see a range of different SLAs depending on the query.

CONTACT HR HELP Phone: 0845 0700 058 Email: HR Services/UK/RoyalSun

• ESS – record your leave, access payslips and structure charts, update your personal details, report an accident etc.

• LSS – record your team’s absence, overtime, performance ratings and apply annual salary increases, view your team’s contact details and salary etc.

• YOUR BENEFITS – choose from a range of flexible benefits

• Learning Zone – search for learning tools/ materials, sign up for courses, update your Goals

• Recognition Shop – reward your team for a job well done

• A-Z of Policies – all HR policies and procedures on People Zone

• ‘How To’ Guides – practical tips & guidance on People Zone to help leaders navigate the process eg. Managing Absence, Grievance Performance etc.

• Disciplinary Intranet Page – Leader Guidance, inc. example letters and investigation reports

YOUR SELF SERVICE HR HELP HR ADVICE TEAM

Speak to your Leader for coaching & advice before contacting the HR Advice Team

HOW IT WILL WORK: IN DETAIL

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SO NOW FOR AN EXAMPLE . . .

A Leader has been with RSA for just over 6 months and has a time-keeping issue with a member of his team, Jack Jones.

Jack has been late for the start of his shift on 4 occasions in less than 2 months.

The Leader feels that this is unacceptable and Jack’s lateness is impacting on service levels and putting additional pressure on his colleagues.

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EXAMPLES OF LEADER ACTIVITIES WHAT YOU NEED TO DO FIRST WHERE TO GO

• I need to approve my team’s absence and overtime• I need to check the salary, address or next of kin

details of one of my team• One of my team has resigned – I need to complete a

Leavers Form • My team member has requested a change to their

working hours – what procedure do I need to follow?• A member of my team has suffered a bereavement,

what amount of paid time off should I be considering?• I’m a cost centre manager, where can I view my team’s

12 month absence history or overall FTE?• I ‘m looking to recruit for my team – whose the

Recruitment Business Partner that I need to contact?

• You should make sure that you’re adhering to specific deadlines including the Payroll timetable

• Access Leader Self Service (LSS)• If you’re not sure how to use LSS, view handy

user videos/ guides on the LSS home page• Review relevant policy and procedures on

Policies A-Z on People Zone. Not sure of the policy title? Use the filter box on the Policies A-Z home page to help find what you need

• Access Management Information via Leader Corner on People Zone

• View the Recruitment page on People Zone

Your Self Service

• An employee is absent and I think the number of days of Company Sick Pay remaining on LSS is incorrect

• Someone on my team is due to go on Maternity Leave and I need some help with holiday calculations

• I need to confirm whether one of my team is on an Annualised Hours contract or not, as it’s not clear

• One of my team’s overtime wasn’t paid last month

• Review relevant policy and procedures via Policies A-Z on People Zone to arm yourself with all the relevant information eg. Attendance Management, Maternity, Holiday Entitlement & Calculators

• Check the overtime was submitted and approved before the Payroll Cut off dates

If you still need help contact HR

Help

• A member of my team has been on a PIP but still hasn’t made the required improvement

• An L5 in my team has been appointed to a bigger role at the same level – should I apply a salary increase?

• An employee is absent but has made no contact, I think they’re AWOL

• One of my direct reports has been absent for three weeks now and they’ve had a number of shorter spells off in recent months

• I believe a member of my team has been avoiding taking customer calls and falsifying records

• I’ve been asked to chair a grievance meeting and investigate the employee’s complaint

• Speak to your Leader for coaching/guidance• Refer to the Policies A-Z to arm yourself with all

the relevant info (e.g. Total Reward policy)• Head to People Zone to look at the ‘

How to Guides’ on Leader Corner (e.g. How to produce an evidence pack for Performance meetings, How to get the most out of your occupational health referral) and the Disciplinary Intranet site

• Visit the Leader Passport e-learning on Learning Zone – eg. Attendance Management, Disciplinary & Capability, Handling Grievance – and view the Little Book of Performance

If you still need help contact the

HR Advice Team and have all

information and background to

hand (please include

employee’s name & number in email

subject line)

HOW IT WILL WORK: BRINGING IT TO LIFE

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BACK TO OUR EXAMPLE . . . Some 3 months later The leader has seen an improvement in Jack’s time keeping, however a new issue has started to develop, as Jack has been under-performing. The leader, having previously received advice from the HR Advice team, has been following the guidance in the tools on People Zone, and has also sought some support from his leader to deal with the performance issue informally. There has been no improvement and the leader now requires HR advice on the next steps.

QUICK RECAP… BE IN THE KNOW

So they can appropriately support and advise you, the HR Advisor will want to know the actions taken so far, and the next steps you are wanting to take or the outcome you’re aiming to achieve.

As leaders you’re responsible for managing the situation – HR Advisors are of course there to support and guide you, but they won’t be monitoring progress with you for informal activity. So, keep records of your informal conversations and ensure that if you or your team member moves teams, you fully update their new leader on any issues.

Familiarise yourself with the information available to you on Policies A-Z, Leader Corner etc. and access our suite of ‘How to Guides’ ahead of calling for HR advice – you may just find what you need!

BE PREPARED

BE IN CONTROL

OUR NEW HR ADVICE TEAM

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Sharon OliveHead of HR Services

Louise Broomhea

dHR Advice

LeaderL4

Senior HR

AdvisorL4

Debbie Nesbitt

HR Advisor

L5Sarah

Higham

HR Advisor

L5Helen Clark

HR Advisor

L5Sandy

Hildyard

HR Advisor

L5Nicci

Cocklin

HR Advisor

L5Mel

Porter

HR Advisor

L5Michelle Dillon

Senior HR

AdvisorL4

Lisa Ferguson

HR Advisor

L5Karen Lupton

(Maternity Cover)

Currently on maternity leave

SUPPORT, GUIDES AND USEFUL INFORMATION

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• Where can you find your on line support?Head over to People Zone and ‘Leader Corner’ where you will find an array of useful tools and guides. We’re reviewing the intranet site to help make it easier to access the information you need.

• Escalation Point for HR Advice TeamPlease contact Louise Broomhead, HR Advice Leader with any issues

or feedback.

HR NEWS ROUND UP

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What’s New?

Just a Reminder......

• A Simple Thank You goes a long way!There’s some new ‘thank you’ cards available, so you can recognise your teams and colleagues for living and breathing our People Expectations. To order your cards, head over to the Document Service intranet page, click on 'Corporate stationery' and log on to the esource website

Dates to Remember

For all Payroll & LSS cut off dates this year – take a look at the Payroll

Timetable on People Zone

Your Next People Hr is:

in June – we’ll be in touch to confirm the

details a little nearer the time!

Payroll Cut OffTuesday 7 April

5pm

• This year's Platinum nominations are now closed. Judging takes place throughout April so keep an eye out on the intranet and in the Platinum Yammer group for further information. Good luck everyone!

• Results will be released throughout May 2015.• Following the news that we’ve been placed again in the Sunday Times Top 25 Best Big Companies to work

for, don’t forget to remind your teams to update their e-mail footers if they haven’t already. It takes 2 minutes to update – just follow the instructions under UK Strategy - Tools and Templates

• P60s will be available to employees next month. Keep an eye out for further comms during April

UK LSS Cut off:Thursday 16 April

5pm

MY PERFORMANCE:: A final reminder to have yours, and your teams goals, recorded on the new My Performance tool by the end of March. You can still download any old performance journals until June this year

Just a Reminder……

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We’d love to hear your questions and comments after today’s call

Contact Louise or any member of the HR Advice Team, or join the conversation on

using #peoplehr or accessing the People Hr group

Thank you for joining us - speak to you in June!

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