KDP - what is it? Conducting KDP - what is it?

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

The importance of well-written personnel documentation is difficult to overestimate. Personnel documents are the consolidation of significant legal facts on paper. And any mistake of the personnel officer will entail negative consequences for both the employee and the employer, which is why it is so important to adhere to the rules of the KDP in personnel.

What is HR?

KDP - what is it? This is an area of activity that documents all labor relations and captures information on staffing and movement of personnel, as a result of which all personnel procedures are documented.

What is KDP from a legal point of view? All personnel documents have legal (or commercial) value. Using them as written evidence, you can defend your position in court. So, for example, staffing, personnel orders and payrolls can serve as the basis for obtaining or confirming tax and income benefits.

KDP - what is it and what is it forneed? Most properly executed personnel documents contain extremely important information. It is on the basis of this documentation that certain rights of an employee can be confirmed, for example, when applying for early retirement due to work in hazardous or hazardous industries.

KDP – what is it for the social sphere? Documentation of labor relations plays a significant role in ensuring pension, social and other guarantees that are provided to employees in accordance with the current legislation. All regulatory and legislative acts relating to labor law are necessary for the quality work of any personnel specialist.

KDP management - what is it and what does it consist of?

The execution of work books and contracts is, of course, a very important part of the work of any employee of the personnel service, but personnel records management is not limited to these moments. All documents that a personnel officer must have at hand can be divided into two main blocks.

The first group includes both legislative and by-laws that explain the norms of labor protection and labor law. All documents of this nature are mandatory.

Second group - documentation of a recommendatory nature: methodological recommendations on personnel records management and managerial work.

It is important for a personnel worker to know which of the documents are mandatory for execution at a particular enterprise, and which come into force only under certain circumstances. This will avoidnegative experience when dealing with personnel inspectors.

When creating personnel documentation, the following rules should be followed:

internal documents (their appearance, development and approval procedure) can be convenient and understandable specifically for a given enterprise or organization;

external documentation is drawn up according to generally accepted rules so that these documents have legal force;

Storage of personnel documentation is carried out taking into account the rules and requirements of the archival service

Drafting instructions for HR records management

KDP instruction - what is it? In fact, this is a detailed guide to organizing a department or personnel service and doing business in them. The head of the organization appoints a person responsible for the development of this document. As a rule, this is done by the head of the personnel department, a lawyer or a chief accountant. Also, the head of the organization himself can draw up instructions on the KDP (this is often practiced in small companies). When the instruction is ready, it must be approved by order of the director or manager, and also certified by the signatures of all interested officials. All employees get acquainted with the instruction under a personal signature.

Main issues regulated by this document:

• list of obligatory personnel documents of the organization;
• the procedure for preparing documents that regulate labor relations;
• rules for processing personnel documentation;
• document flow in personnelservice;
• document control;
• procedure for transferring cases from OK to archive.

Organization of KDP

Based on regulatory legal acts, methodological recommendations, it is possible to draw up the following scheme for organizing the entire personnel office work of the company:

1. Develop documents that are mandatory for the company (regulations, instructions, internal regulations, regulations on occupational safety and fire safety).

2. Adjust staffing. As a rule, the organization already has a developed staffing table and employees performing certain duties, but not always work books and employment records are drawn up correctly. You can check the staffing table by requesting information about the salaries of employees and the names of their positions in the accounting department. The personnel numbers of employees can be found there. You should also check the correctness of the personal files of the company's employees and find out what documents are missing.

3. Check the compliance of information in the staff list and in employment contracts.

4. Check the correctness of the execution of orders OK. All personnel transactions (hiring, moving to another position, salary increase) must be recorded in documents of the appropriate sample. They must be signed by both the head of the organization and the employee. All shortcomings should be corrected.

5. Check the correctness of filling out work books.

6. Organize personal files of employeesif they have not been conducted before.

7. Issue the necessary books and journals.

8. Make a vacation schedule.

9. Group personnel files.

10. Issue a nomenclature of cases.

Audit of KDP

Personnel audit is a comprehensive analysis of all personnel documentation, verification of its compliance with the requirements of current legislation, local acts and protocols. Proper organization of personnel records management is an urgent matter, ignoring which may entail certain risks.

During the personnel audit, not only the correctness of the documentation is checked, but also its compliance with applicable laws. Audit of personnel documents is an effective tool for solving problems that arise in the financial and economic activities of the company.

Typical mistakes when applying for KDP

Audit of personnel documentation allows us to identify a number of major mistakes that are repeated many times in various companies and organizations. In small institutions, there is the creation of numerous local protocols, which, in fact, simply duplicate each other, or, even worse, contradict each other. All personnel workflow must be unified and minimized.

Also common mistakes are:

• lack of approved information about work and rest schedules in the institution or its inconsistency with the data specified in the employment contract;
• absencethe procedure for calculating and paying salaries;
• staffing errors;
• no wage billing;
• violation of the rights of employees when establishing rules for working with personal information and personal data;
• Incorrectly drawn up employment contract.

This is not the whole list. To avoid errors in personnel documentation, it is necessary to strictly follow the regulations, legislative acts and methodological recommendations.