Categories

Inductions

Blueprint Summary

The Inductions Blueprint illustrates the process that is followed to ensure induction training is done successfully for the newly appointed employee. Induction training is compulsory for all employees on all job grading levels.

Induction Process

The Line Manager/ HR Representative/ Training department schedules the induction meeting(s) with the newly appointed employee. The employee attends the induction meetings and sign-off on the induction packs and/ or complete a training register. The HR Department ensures proper record keeping of these recordings in the employee’s electronic file.

Induction Feedback

The Line Manager/ On-Site HR Representative/ Training department schedules a follow-up meeting with the new employee with the purpose of clarifying any uncertainties there might be. This feedback is communicated to the HR Department in an attempt to highlight any possible gaps in the induction process.

Induction Reviews

All employees attend annual refresher induction training. Training registers are completed for these sessions and then stored electronically by the HR Department.

Process flow



Process Specification

Process Owner

Stakeholder(s)

Recording Requirements

Storage Requirements

Reporting Requirements

Audit Requirements

Notifications

Reminders

Transparency & Communication

Knowledge & Skills

System

Workflows

Legislation & Governance

Templates, Forms, Guides and Work Instructions


THE Process

The Process

Inputs are all of the Elements deemed necessary to complete the process successfully.

  • Health & Safety Induction Pack
  • Corporate Induction Pack
  • Department Induction Pack
  • Human Resources Induction Pack
  • Feedback Surveys

Outputs are all of the desired Outcomes when the Process has been completed successfully.

  • Signed Induction Packs/ Training Registers
  • Completed Feedback Surveys
  • Possible gaps Identified within Inductions Process
  • Annual Review Notifications

Induction Types
As a minimum standard, the following induction types are compulsory for all employees:

  • Health and Safety Induction to ensure overview of all health and safety company rules and regulations as conducted by the relevant department.
  • Corporate Induction ensure an overview of the KAP Group and where the company fits in and where the employee fits in. 
  • Department Induction to ensure the employee is aware of departmental/ operational rules and regulations and expectations. 
  • Human Resources Induction by HR to ensure the employee is aware of Terms and Conditions of employment for example, but not limited to: Employee Benefits, Remuneration, Grievance and Disciplinary Procedures, Training and Bursary opportunities, Employee Self-service Portal.

Depending on the organizational structure, various induction types may be combined and performed in one session. Sessions may be performed in either one-on-one or group sittings.

Although ownership of the Induction Process will always reside with the HR Department, induction sessions may be performed by the following parties:

  • Line Manager
  • HR On-Site Representative
  • HR Department
  • Training Department
  • Health and Safety Department

It is encouraged that all induction material be distributed to the newly appointed employee before the employee’s first day of work. This provides a platform whereby the employee can review the content and ultimately ensure greater interactions during an induction session.

 

Induction Process
The Line Manager/ HR Representative/ Training department is to schedule the induction meeting(s) with the newly appointed employee. The employee will then attend the induction meetings and either sign-off on the induction packs or complete a training register. The HR Department will then capture and store these recordings on the employee’s electronic file in PSIber indefinitely in the Induction Module.

 

Induction Priorities
It is compulsory that Health and Safety Inductions be performed on or before the employee’s first day of work. The employee will not be allowed to perform any of his/her appointed duties before this has been completed.

As a minimum standard, all other inductions should be completed within one week of the employee’s start date.

 

Induction Feedback
The Line Manager/ HR Representative/ Training department is to schedule a meeting with the new employee, within three months of employment, with the purpose of clarifying any uncertainties the employee might have.

An alternative to scheduling a one-on-one meeting with the employee is to have the employee complete a standard feedback survey for each induction type.

This feedback is evaluated by the HR Department in an attempt to highlight any possible gaps in the induction process as well as advise the relevant Line Manager accordingly of any potential problems.

 

Induction Reviews
Annual Induction Review Campaigns (“refreshers”) are compulsory for all employees on all induction types. It is encouraged to perform these sessions in group format as to minimize any operational impacts there might be.

Training registers are to be completed for these sessions and then captured and stored by the HR Department on the employee’s Electronic File.

 

END OF PROCESS