MINUTE OF MEETING ADM & HRT Meeting 07/2016 Company: SOFEL Venue of Meeting: Meeting Room #9 – 4th floor Subject: Review KPI & Internal issues Date/ Time: 13th July 2016 (Wed) – 14:30pm Meeting Minute No: HR/2016-03 Present NAME Nguyen Thanh Dieu DEPARTMENT AHR NAME DEPARTMENT Nguyen Thi Hang AHR Le Thi Ngoc Dung AHR Luong Phuong Thao AHR Nguyen Thi Hong Tham AHR Nguyen Ngoc Tuong Vi AHR Vu Thi Mai AHR Tran Thi Kim Dung AHR Hoang Kim Ngan Ta Kim Thuy Tien AHR AHR Nguyen Thi Thuy An AHR Nguyen Thi Tra AHR Doan Nguyen Tu Trinh AHR Nguyen Thi My Trinh AHR Duong Thi Thu Huong AHR Ha Thi Thanh Huong AHR Absent with Apologies NAME No DEPARTMENT NAME Original Date Description of discussion General - Review KPI: rate of completion, improvement and current status - Difficulties in working and with other departments - Key issues/critical areas of concern require management attention/decision - Introduce Ms Tham in new position – ADM Supervisor - Review ADM&HR organization chart Review KPI 2.1 ADM: - Ms Khuyen still in charge work permit/ visa/ tempo residence certificates for expat - Transportation: make 01 Log book record comments/ complain about arrangement/ time from other depts.; and report monthly Form No TRI-GLO-QMS-FRM-015 Rev DEPARTMENT Action by Name Ms Dieu Due Date Ms Tham/Dung/Mai Immidiately Remark Page of Meeting Minute No: HR/2016-03 No Original Date Description of discussion Action by Name Follow up driver’s route - Suggest buying vacuum for cleaning company cars - Will set up Company vehicle’s hygiene in ADM objective - Ensure support stationery on time Get 03 quotations for comparison to select the best price - Travel desk: support ticket booking, hotel booking and travel insurance on time - Office building management – will add this key in KPI next year 2.2 2.3 C&B: - Ensure salary delivery, PIT & Social insurance payment, monthly report on time - Local salary paid by cash is max 0.5% of total salary payment - Ensure employees are covered social/ medical/ accident insurance Update list of insured employees - 100% probation assessment is approved by DGD - Attrition rate is 12% RT: - Ensure archive 60% recruitment within frame: worker 30days, staff/ engineer/ foreman/ team leader 45 days, manager 60 days Ms Dieu is revising time frame for positions - Training plan is not exceeded the approved budget Conduct training assessment after training course - Induction for all new employees - Attrition rate is 12% KPI Report & Suggestion - Turnover: 5.5% (3 staffs left in Mar, Apr, May 2016) - Training complete 26% - Recruitment: SOFEL get 77.1% compare to KPI complete 60% recruitment process - Some difficult: H.O.D returns late interview assessment Form No TRI-GLO-QMS-FRM-015 Rev Due Date Remark 01/09/2016 HR team RT team Tien/Dieu/Dung Page of Meeting Minute No: HR/2016-03 No Original Date Description of discussion Difficulty in finding candidates with qualified worker ERIP: receive many CVs but a lots unqualified / not come to interview - Suggest using loudspeaker to announce recruitment information at short break time (ex 9h-9h15 mornings) - Some resigned workers said that when they work overtime a lot, they can earn income to spend their life Therefore, they resigned and worked for subcontractor with ≈400.000vnd/day -> Ms Dieu suggests using factor of employees’ labor cost to persuade candidate in interview and employee in exit interview (include toxic, yard and lunch allowance, trade allowance…) Survey salary - Health care: already budget for health care card for all staffs - Suggest trade union buy rain coat for unionist in rainy season - SOFEL manpower is increased double (last year 800 to now 1,700+), propose recruit additional HR staff to cover HR duties, include timesheet, leave, disciplinary, contract, medical card…) (1) An (general issues), (1) K.Yen (maternity), (5) Trinh – Hường - Hằng – Thảo – Vi – Ngân + (1) new, average HR staff cover 280 man When K.Yến back work, average HR staff cover 250 man - ADM suggests issue the expense frame of rental apartment for SOFEL expats Current apartments are downgraded and need to improve expats’ accommodation while new apartments in other area are higher fee - ADM also suggests issue periodic uniform for ADM drivers Action by Name Due Date FM/RT 15/08/2016 RT Immediately TU/HR Spet 2016 Dung/Dieu Sept 2016 Remark Prepared by Checked by _ _ Form No TRI-GLO-QMS-FRM-015 Dieu/Ms Li Kiang Dieu/Khuyen/Th am Reviewed by Rev Page of Meeting Minute No: HR/2016-03 Nguyen Thi Thuy An HR Assistant Supervisor Form No TRI-GLO-QMS-FRM-015 Le Thi Ngoc Dung HR Assistant Manager Rev Nguyen Thanh Dieu ADM & HR Manager Page of ... Page of Meeting Minute No: HR/ 2016- 03 Nguyen Thi Thuy An HR Assistant Supervisor Form No TRI-GLO-QMS-FRM-015 Le Thi Ngoc Dung HR Assistant Manager Rev Nguyen Thanh Dieu ADM & HR Manager Page of. .. TRI-GLO-QMS-FRM-015 Rev Due Date Remark 01/09 /2016 HR team RT team Tien/Dieu/Dung Page of Meeting Minute No: HR/ 2016- 03 No Original Date Description of discussion Difficulty in finding candidates... other area are higher fee - ADM also suggests issue periodic uniform for ADM drivers Action by Name Due Date FM/RT 15/08 /2016 RT Immediately TU /HR Spet 2016 Dung/Dieu Sept 2016 Remark Prepared by