October 26, 2012

MU0013 [Human Resource Audit] Set1 Q5

Q5.  Write a short note on employee orientation programme. 

Guidelines
Guidelines are divided into two sections—the first section discusses the development of employee orientation programs, while the second section discusses the planning and delivery of employee orientation programs. 

Developing Employee Orientation Programs
An employee orientation program should take into consideration the culture and values of the department.

Employee orientation should be an on-going learning process, ideally starting on the employee’s first day, to help employees understand their job and performance expectations, division and department goals and priorities, and corporate goals and government priorities.  

Employee orientation programs should be offered using multiple learning methods, to best meet the needs of employees. This can include coaching, peer support, information sessions and on-line learning. 

Departments may wish to create check-lists or a guide for managers, as well as check-lists or a guide for employees to explain the employee orientation process. 

The Public Service Commission will provide the corporate component to employee orientation. This information may include things like: 
o An overview of the structure of government, and roles of Ministers and Deputy Ministers
o Information about government’s strategic direction and vision, and examples of strategic initiatives.
o An overview of departments and agencies, including central agencies and corporate service unit structure
o Information about public service values
o Information about government as a preferred employer, and pride in our workplace
o Information about working in government, including an overview of legislation, corporate policies, management manuals, corporate planning, budgeting, business planning, and performance management processes

Deputy Heads will be accountable for the development of the department 
component of employee orientation. This information may include things like: 
o Overview of the department’s vision, mission and values
o Information about the department’s structure, including its divisions
o Overview of the department’s goals, priorities and the business plan
o Information about department policies and procedures
o Overview of the programs and services delivered by the department
o Review of the departmental organizational chart
o Information about human resources initiatives for employees, such as healthy workplace, diversity, learning and development, and employee recognition activities
o Information about employee benefits and pensions
o Information about Employee Self-Serve (ESS)

Managers will lead the development of the job-specific component to employee orientation. This information may include things like: 
o Overview of the position description and job posting
o Information about roles and responsibilities, goals, and priorities of the division and the employee’s work unit
o Introduction to key contacts and team members
o Information about work assignments, client groups (if appropriate), etc.
o Information about the terms and conditions of employment, including a discussion about probationary periods, work hours, etc.
o Review of performance management cycles for the division, including performance review timelines
o Review of applicable dress code
o Tour of work space
o Equipment orientation and training
o Occupational Health and Safety (OHS) information
o Review of security procedures
o Review of acronyms and common terminology used in the work unit
o Information about mandatory training for the position

Planning and Delivering Employee Orientation for a New Employee
The information in this section is directed to managers and supervisors, and can assist the implementation of employee orientation activities.
Answers to the questions outlined below can help managers or supervisors plan the employee’s orientation and anticipating their learning needs. 

What is the employee’s employment background? (Within the Government of Nova Scotia, public sector outside of the Government of Nova Scotia, private sector, non-profit, within province/out of province, etc.)
How long is the employee with you (permanent, temporary, casual basis)?
What do they need to know to perform best in their role?
Who do they need to know to perform best in their role?
What resources (internal/external) are available for the new hire?
Is there something unique about your department and/or work team?

Suggested activities have been outlined below, divided into four phases: prior to the employee’s first day, the employee’s first day on the job, the employee’s first week on the job, and the employee’s first month on the job. Employee orientation should be an on-going learning process, so managers and supervisors are encouraged to use these suggested timeframes and build on them as they see fit.  In addition, consider the use of a “buddy system”, having a team member available to coach the new employee throughout the orientation process.

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