Internal Job Posting Policy

HRM_TA_IJP_PPL04
th
Policy Effective Date: 13 October 2011

Our People

PRIDE.PASSION.PERFORMANCE
Corporate Human Resource Group
HCL Infosystems Ltd.
E- 4, Sector 11
Noida

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HRM_TA_IJP_ PPL04 Internal Job Posting Policy

Table of Contents

1 DOCUMENT CONTROL INFORMATION ..................................................................................................... 3

1.1 REVISION HISTORY:...............................................................................................................................................3
1.2 POLICY OWNERSHIP AND REVIEW FREQUENCY: ..........................................................................................................3
1.3 GLOSSARY - TERMS AND ABBREVIATIONS: .................................................................................................................3
2 INTRODUCTION ...................................................................................................................................... 4
2.1 OBJECTIVE: .........................................................................................................................................................4
2.2 SCOPE & ELIGIBILITY: ............................................................................................................................................4
3 POLICY DETAILS ...................................................................................................................................... 5
3.1 POLICY STATEMENT: .............................................................................................................................................5
3.2 AUTHORIZATION: .................................................................................................................................................5
4 PROCESS & REFERENCES ......................................................................................................................... 5
4.1 REFERENCES: ....................................................................................................................................................... 5
4.2 INPUT: ...............................................................................................................................................................5
4.3 ENTRY CRITERIA: ..................................................................................................................................................5
4.4 TASK: .................................................................................................................................................................5
4.5 TASKS DESCRIPTION: .............................................................................................................................................6
4.5.1 Job Posting: ............................................................................................................................................ 6
4.5.2 Submission of Application: .....................................................................................................................6
4.5.3 Profile Screening: ...................................................................................................................................6
4.5.4 Selection Process:...................................................................................................................................6
4.5.5 Transition Process: .................................................................................................................................6
4.6 OUTPUT: ............................................................................................................................................................7
4.7 EXIT CRITERIA: .....................................................................................................................................................7
5 TAILORING OPTION ................................................................................................................................ 7
6 VALIDATION & VERIFICATION ................................................................................................................. 7
7 RECORD GENERATION/RETENTION ......................................................................................................... 7
8 DASH BOARDS ........................................................................................................................................ 8
9 DISCLAIMER ........................................................................................................................................... 8
10 ANNEXURE ............................................................................................................................................. 8
10.1 ANNEXURE IJP 1: FAQS ...................................................................................................................................9
10.2 ANNEXURE IJP 2: INTERNAL JOB POSTING APPLICATION FORM ..............................................................................10
10.3 ANNEXURE IJP 3: LETTER FOR TRANSFER THROUGH INTERNAL JOB POSTING .............................................................12

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1 Document Control Information

Policy ID. HRM_TA_IJP_PPL04

Revision Number 4.0

Date of Release 13th October 2011

Approved by Chief Human Resources Officer

Issued by People Policy Panel

1.1 Revision History:

Rev. Date Prepared by Approved Released by Significant changes
No. by
th
1.0 13 Sep 11’ Shipra Lavania CHRO People Policy Panel Initial issue
th
2.0 13 Oct 11’ Shipra Lavania CHRO People Policy Panel • Approval process
amended
• Document template
amended
th
3.0 18 Sep 12’ Shipra Lavania CHRO People Policy Panel • Clause added for
selection criteria in
case of multiple IJP
applications
th
4.0 19 Shipra Lavania CHRO People Policy Panel Addition of Record
November’13 Generation/Retention

1.2 Policy Ownership and Review Frequency:

S.No Ownership Minimum Review Frequency Last Reviewed Remarks

th
1. CHRO Once in an year 18 Sep 12’ -

1.3 Glossary - Terms and Abbreviations:

Term/ Abbreviation Description

IJP Internal Job Posting

TA TA

PEP Performance Enhancement Plan

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2 Introduction
2.1 Objective:
Internal Job Posting (IJP) channelizes manpower sourcing for an open position, from within the
organization.
The organization intends to achieve the following objectives through internal job postings (IJPs):
• Enable employees to make their career choices, thereby enhanced employee morale & productivity.
• Channelize horizontal/ cross functional movements in different roles.
• Optimize utilization of the existing manpower.
• Reduce hiring time.
• Enables identification of successors for the positions or roles where the incumbent is expected to
move to a new role.

2.2 Scope & Eligibility:

The policy applies to all employees at HCL Infosystems Limited and its subsidiaries, across all divisions
and locations in India.

• Any role change or movement of an employee shall be considered only if it does not impact
work/business continuity & fulfills the following eligibility criteria:

Employee should have completed at least two (2) years of service in his/her current position.

Should not be on Performance Enhancement Plan.

Employee working on a project or customer engagement that is expected to finish in following
three (3) months.

Employee scheduled to get released from the existing role within 4-6 weeks tenure; as identified
by the Reporting Manager & Human Resources Manager.
• Employee on bench shall apply, irrespective of whether he/she meets the above eligibility criteria.
• Frequency of Application:

Employee once rejected on undergoing selection process for a particular job role could apply for
the same role, post six (6) months tenure only, but could apply against another IJP any time.

Employee shall be responsible to inform the hiring manager about the other IJP applications one
has submitted on or around the same time.

After selection and acceptance of an IJP opportunity, employee will be required to complete a
minimum of two (2) years in the same role before being considered for another IJP.
• For units, where clauses in work agreements made with the customer(s), differ with that of this policy:
customer agreement clauses shall apply.

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3 Policy Details
3.1 Policy Statement:
• The organization shall optimally utilize the existing manpower; therefore job opportunities shall be
communicated to employees through IJP.
3.2 Authorization:
Activity Value Recommendation Approval Corporate
Authority Authority Approval
Approval on releasing IJP Resource TA Representative BU HR Head CHRO
Request Form

Selection of an employee IJP form Hiring Manager Next Level None

against IJP Manager

4 Process & References

4.1 References:
• Talent Acquisition Manual
4.2 Input:
• Resource Request Form.
4.3 Entry Criteria:
• Approval for release of IJP from BU HR Head & Head HR.
4.4 Task:
Sl. Tasks Responsibility SAP QMS Remarks
No. Reference Reference
1 Job Posting TA Representative - - -

2 Submission of Application Employee - - -

3 Profile Screening TA Representative & - - -

Hiring Manager
4 Selection Process Interview Panel - - -

5 Transition Process Current Reporting - - -

Manager & Employee

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4.5 Tasks Description:

4.5.1 Job Posting:

• Resource Request Form (RRF) to be received from the Resource Requester.
• Approval shall be required from BU HR Head & CHRO for releasing an IJP for any open
position.
• Once approved, the TA Representative will advertise the requirement through an email or HR
portal, to all employees OR to an identified audience, as suitable.

4.5.2 Submission of Application:

• Eligible employees may apply against the IJP as per the guidelines mentioned in the published
IJP communication. Refer: Annexure IJP 2

Managers could also discuss the internal opportunity with the team member(s) based on
their availability.

Internal movement through IJP is encouraged in the organization except in the case of a
risk of business disruption or other valid exigency.

It is advisable, not mandatory for an employee to discuss with his/ her Reporting Manager,
prior to applying for an IJP.

4.5.3 Profile Screening:

• On receiving the application from the interested employee(s), the TA Representative along with
the Hiring Manager will be required to screen the profiles within seven (7) days.
• If not found suitable TA Representative will inform the concerned employee with the appropriate
rationale.
• All shortlisted applicants will be taken up for further discussion.

4.5.4 Selection Process:

• All applicants will be required to undergo interviews/selection process for evaluation. The
decision of the Hiring Manager pertaining to selection/rejection of an applicant will be purely
merit based & will be final & binding.
• Once the employee is selected against the IJP, the TA Representative will inform the employee
& the current Reporting Manager in writing about the same.
• The first selection against IJP shall apply for the employee. In case the employee is undergoing
selection process against multiple IJPs, those will freeze.

4.5.5 Transition Process:

• The current Reporting Manager will work out a plan for release of the team member within 4-6
weeks from the date of selection or as mutually agreed between the current Reporting Manager
and new Reporting Manager. HR partner needs to convene the transition process.
• Human Resources Department will be responsible to issue the letter with the new terms &
conditions of employment, compensation details, if applicable. Refer: Annexure IJP 3
• Prior to the movement of the employee to the new position, the employee is required to:

Complete the knowledge transfer process.

Get NOC from trade partners, if applicable.

Get clearance for relieving from Reporting Manager.

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• The current Reporting Manager is required to :

Appraise the employee on the automated Performance Management System (iPerform).

Appropriately update Leave & Attendance.

Clear all pending expense claims.

Give clearance for relieving to the employee.
• In case the new position demands transfer of the employee, the appropriate transfer process
will be followed.
• Post the movement of the employee, department/ role orientation & KRA setting activity will be
conducted by the Reporting Manager in the new role.
• If the open position is not filled through IJP, the manpower requirement will be made open for
external hiring. Refer: TA Manual.
• Any conflict/ disagreement arising out of IJP shall be escalated to BU Head & BU HR Head/
CHRO.
4.6 Output:
• Letter for Transfer through Internal Job Posting
4.7 Exit Criteria:
• Position closed through internally identified manpower.

5 Tailoring Option
• Exceptions to the defined policy shall be approved by CHRO.

6 Validation & Verification

• Compliance to the defined procedure.
• Number of positions closed through internal job postings.

7 Record Generation/Retention
Record name Record Retention Retention Storage Disposal
generation period medium location responsibility
responsibility
TA TA Team 5 years Soft Copy TA filing area TA Team
Dashboard
Details of total TA Team 5 years Soft Copy TA filing area TA Team
positions
closed
through IJP

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8 Dash Boards
• TA Team shall maintain dashboard comprising of the measurements as defined in clause 6 &
share the same with BU HR Head & CHRO on quarterly basis.

9 Disclaimer
Company's Absolute Right to Alter or Abolish the Policy

HCL Infosystems reserves the right in its absolute discretion to abolish the policy or to alter the terms and
conditions. Such discretion may be exercised any time, before during or after the policy year is
completed.

10 Annexure

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10.1 Annexure IJP 1: FAQs

Q1. What is Internal Job Posting?

A1. Internal Job Posting, referred to as IJP is a mechanism whereby selected open positions are
advertised internally for employees to apply. In case, the position is not filled within the defined time
frame, it is then made open for external hiring.

Q2. How can I apply for an advertised IJP?

A2. In case your job profile closely matches with the job description of the open position:
• You should discuss with your Reporting Manager; about your interest to apply.
• Once agreed, you should fill the Internal Job Posting Application Form & submit at the email id. as
published in the IJP.
Your profile will be screened by HR & in case your profile matches with the requirement, you shall
be required to appear for a interview discussion, based on which the decision on your candidature
shall be taken.
In case, you are not selected against the IJP, you shall continue with your current role.

Q3. What is in it for me?

A3. Position: The designation of the selected resource will be based on the experience & role fitment
evaluation.
Promotion: Will not happen in an auto mode. The employee shall perform in the new role for at
least 6 months of tenure. This will enable the employee to settle down in the new role & Reporting
Manager to evaluate the employee’s performance in the new role. In case, the IJP is associated to
promotion otherwise, applicable promotion or grade change will come in effect.
Increment: Will not happen in an auto mode, unless specified otherwise in that specific IJP or is a
result of promotion or appraisal cycle.
Transfer: IJP could also lead to transfer to another location, if specified in the IJP advertisement.
Transfer policy will apply.
Career movement: This is one opportunity for employees to take charge & make choice of their
career progression & movement within the organization.

Q4. Why would team members be released against any internal job opening, with another team?
A4. All employees are part of the large resource pool in the organization. They are mapped for the best
fit role to a specific project or department or work assignment. Should an internal need occur to
move the employee from the current job to another, both the employee & the Reporting Manager
be open for the same, as far as it does not hamper the business continuity in the current
assignment.
Also, it is always a good idea to move people internally in the larger interest of the organization,
instead of loosing them outside; for they may take opportunities with another organization to meet
their career aspirations.

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10.2 Annexure IJP 2: Internal Job Posting Application Form

Internal Job Posting Application Form
JOB CODE <as mentioned in the IJP communication>
Instructions :
# Employee interested in applying for an open position through IJP is required to complete this form.
# The employee should submit the form as per guidelines in the IJP communication.

Employee Details

Name Employee Code

Date of Joining E-mail ID.

Mobile Number Department

Location Region
Manager's Details Name Email ID Contact Number

Reporting Manager

Regional/ Functional Head

Work Experience

Total Work Experience (in yrs)

Skills : Mention the skills that you posses suiting the job you are applying for & rate yourself
Skill Needs Improvement Good Excellent

Share your job profile in your current assignment at HCLI

What have been your most significant achievements at HCLI

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Share your career aspirations & your reason for applying for this position

Declaration:

I have read & understood the IJP process & I wish to be considered for the IJP. I am fully aware of the
position description, and understand that it is a competitive selection process.

Employee's signature

Date (MM/DD/YY)

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10.3 Annexure IJP 3: Letter for Transfer through Internal Job Posting

HCLI/HRD/TRIJP
<Month/Date/Year>

<Full Name>
<Employee Code>
<Designation>

Dear <First Name>,

We are pleased to inform that you are selected for the position/role of <New Designation> through our
recent Internal Job Posting.
You are expected to complete the knowledge transfer in your current role & report to < Name and
Designation of New Reporting Manager> in <Name of the Department> at <Office Location> with effect
from <Date-Month-Year>.
Please be informed that in your current role, the following terms, covenants and conditions set forth in this
Agreement will apply. Rest all other terms & conditions of your employment remain same as stated in the
Employment Agreement issued to you at the time of joining.

I. Designation/ Grade:
Based on the changed role, your new designation will be <new designation> & your new grade is
<new grade>
II. Compensation:
Your compensation structure stands revised. Refer to the attached compensation sheet for details.
III. Holiday Related:
You will now be eligible for the annual holidays as applicable for <name of the location>. You may visit
HCLite to refer to the published annual holiday calendar.
We wish you all the success in the new role assigned to you and look forward to your contribution to the
growth and success of the organization.
Kindly sign and return a copy of this letter to the undersigned as a token of your acceptance on the
revised terms and conditions of employment applicable to you with effect from your transfer to the new
role/position as a result of the Internal Job Posting.
You may connect with your Human Resources Representative for any assistance.

For HCL Infosystems Limited

<Name of the Signing Authority>

<Designation of the Signing Authority>
(Human Resources)

Employee Acceptance _____________________________

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