MINUTE OF MEETING ADM & HRT Meeting 08/2016 Company: SSY Venue of Meeting: Meeting Room – 3rd floor Subject: Review KPI & Internal issues Date/ Time: 15th Aug 2016 (Mon) – 11:15 Meeting Minute No: HR/2016-01 Present NAME Ong Li Kiang DEPARTMENT AHR NAME DEPARTMENT Pham Thi Tu Anh AHR Nguyen Thanh Dieu AHR Le Thi Hong Van AHR Le Thi Ngoc Dung AHR Huynh Duong Vi Na AHR Cao Thi Thuy Nhi AHR Le Thi Hai Yen AHR Nguyen Thi Minh Quy Tran Thi Hoang My AHR AHR Duong Thi Anh Hong AHR Pham Ngoc Doan Trang AHR Nguyen Ngoc Phuong Anh AHR Nguyen Thi Xuan Hai AHR Bui Thi Ha Huyen Le Thi Hong Nhung AHR Truong Thi Phuong Thanh AHR ART Do Thu Hang ART Nguyen Thi Thu Huong ART Tran Thi Bao Khuyen ADM Duong Ngoc Hang Nga ADM Absent with Apologies NAME DEPARTMENT NAME Original Date No Description of discussion Review manpower report FY16 (Sep15 Jul16) - Attrition rate : confirmed employee SSY 252 = 15.7%; SOFEL 239 =15.3%; Both yard 491 = 15.5% - Company handbook for newcomers - Use various recruitment channels: company website, Facebook, web searching, job vacancies posted by Vietnamese to recruit worker for cost saving - Ms Tien support SMV in recruitment, share candidate sources - Training plan also share with SMV to get good price for the training courses - Open business center for customer at owner office -> Done - There is difficulty for recruitment at the present time due to workers waiting for year-end bonus of their existing companies - KPI of training: Signed plan 55 course for 12 months Form No TRI-GLO-QMS-FRM-015 DEPARTMENT Rev Action by Name Due Date Remark Ms Dieu Page of Meeting Minute No: HR/2016-01 No Original Date Description of discussion (Jan16 Dec16) -> pro-bated months (Jan16 Aug16) = 26 courses Completed 13 (plan) + (unplan) = 21 -> % = 82% (21/26) Proposal Set up backdrop (Triyards logo, approx 15 USD) for birthday ceremony with cake on employee’s birthday -> Done Revise the company policy by organization a competition every year, small gift for question – answer More activities for trade union, beside football game to enhance spirit Ms Dieu will discuss Mr Phi Hung about activities for trade union: run marathon, play badminton (once/year) Exit interview: HR try to study actual reason of leaving Suggest using loudspeaker to announce recruitment information at short break time -> Done QHSE Y2016: cut off Aug16, QHSE FY17: develop & complete 70% of trainees listing Length of project code is 16 characters (ex H103106012092B&P)-> suggest to remove last characters (department) → contact Ms Kim Thanh Keep project code 16 characters -> Closed SSY: recruit 01 ADM officer to support ADM, search potential candidate for ADM sup and Mr Jeffrey Recruit new receptionist & transfer Ms Hoa (current recep.) to business center C&B: The purpose of FPT system go-live is effectiveness, accuracy However, the pay-day is still on 1st of following month (timesheet cut off on 15th) The reason is that - The workforce has increased nearly double since last year - The speed of FPT system is slight lower, especially in the time of timesheet checking, payroll calculation - Late submission timesheet to HR → HR remind HOD Ms Dieu suggest: HR staff inform Ms Dung/ Ms Dieu if Dept send timesheet late Foreman key in TS in FPT & Contact IT to prepare the computer for FM - Clockcard data sometimes cannot download in system → no data for checking timesheet → need IT support - Some staffs in SOFEL not use FPT because HOD has limited time to approve online - Proposal: extend time for salary calculation from 02 days up to 03 days for checking (payment # 2mil USD per Form No TRI-GLO-QMS-FRM-015 Rev Action by Name Due Date Remark Ms Dieu Ms.Huyen Ms Dung Ms.Anh Ms.Yen Ms.Hai Page of Meeting Minute No: HR/2016-01 No Original Date Description of discussion Action by Name Due Date Remark month)-> Closed Using FPT Software: get more job or useful for job? - C&B: effectiveness, all users can their job and make report based on system - R&T: get more jobs because so much data need to key in into software, reporting not automatically -> suggest recruit tempo staff to set up system P Thanh make a appointment with FP in SSY day to guide RT how to make report in system Prepared by Checked by Nguyen Ngoc Phuong Anh HR Assistant Supervisor Le Thi Ngoc Dung HR Assistant Manager Form No TRI-GLO-QMS-FRM-015 Rev Ms.Li Ms.Thanh Approved by Nguyen Thanh Dieu ADM & HR Manager Page of ... Dung Ms.Anh Ms.Yen Ms.Hai Page of Meeting Minute No: HR/ 2016- 01 No Original Date Description of discussion Action by Name Due Date Remark month)-> Closed Using FPT Software: get more job or useful... contact Ms Kim Thanh Keep project code 16 characters -> Closed SSY: recruit 01 ADM officer to support ADM, search potential candidate for ADM sup and Mr Jeffrey Recruit new receptionist & transfer... - The speed of FPT system is slight lower, especially in the time of timesheet checking, payroll calculation - Late submission timesheet to HR → HR remind HOD Ms Dieu suggest: HR staff inform