Unclassified. BG Group Standard. Organisational Development BG-ST-HR-CAP-001
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1 Unclassified BG Group Standard BG-ST-HR-CAP-001
2 Document and Version Control Version Author Issue Date Revision Detail 1.0 Andrew Smith Integration and Support Manager 1 January 2012 Initial Launch 1.1 Andrew Smith Integration and Support Manager 2 Andrew Smith Core Development Manager 08 May 2012 Minor changes to reflect updated HR organisation 1 January 2013 Title change. Minor changes to reflect the change of structure and development remit for Orgnanisational Development. Clarification on further education assistance (6.7). 2 of 19
3 Contents 1.0 Executive Summary Ownership Objectives Scope and application Links to other controls Standard Requirements General Core Curriculum E-learning and other Online Resources International Graduate Development Programme Development classification Coaching Educational Assistance ( EA ) ADR Appendices Appendix A Definitions / Abbreviations Appendix B Example of EA form Revision Record of 19
4 1.0 Executive Summary This Standard is governed by the BG Group Human Resources (HR) Policy which states that BG Group aims to provide an employment environment that encourages development. It supports BG Group s Business Principles which state that we help our employees develop their potential. A key aspect of this is making available opportunities to attend approved formal courses as well as informal development options which are of a consistently high quality. These include the BG Group courses, various e-learning courses and online resources available on the BG Group Learning Management System (LMS), coaching support, together with further educational assistance that can be applied for by the approved process. This Standard sets mandatory requirements regarding these development resources including the development, procurement and implementation of classroom or e-learning courses or resources that fall into the categories of Business Skills, Personal Development, Functional learning or Management and Leadership. The HR Policy also states that BG Group will conduct an Annual Development Review (ADR) process with all employees to help them develop their potential over the long term. This Standard sets expectations on employees, line managers and Heads of Function in relation to the ADR Process. 4 of 19
5 2.0 Ownership Owning Function: Human Resources Standard owner: Head of Expert advisor: Core Development Manager Dispensation: Head of 3.0 Objectives The purpose of this Standard is to: Set out BG Group s approach, the role and responsibilities of HR, Heads of Functions, Line Managers and Employees, and any mandatory requirements with respect to: The provision of and spend on development training in the areas of general Business Skills, Personal Development Functional learning and Management and Leadership; The procurement and provision of e-learning content and online development resources; The procurement and provision of coaching resources; Educational assistance rules and procedures; and The ADR process. 4.0 Scope and application This is an Activity Specific Standard. Application of an Activity Specific Standard is mandatory for all BG Group employees, consultants and other personnel working in controlled 1 Assets and offices when undertaking the activities described. In non-controlled Assets the Standard shall be used as a means for benchmarking by the overseeing Asset. Where high-risk deficiencies are identified they shall be escalated through Asset and Functional lines. For BG Group employees, breach of this Standard may result in disciplinary action, up to and including dismissal. Breach of this Standard by any individual who is not a BG Group employee may result in other appropriate action being taken in relation to the individual and/or the business which supplies services to BG Group, including termination of the relevant contract(s). 1 Refer to Internal Control Framework - Integrity Standard for the definition of controlled and non-controlled Joint Ventures. 5 of 19
6 This Standard is not contractual. BG Group reserves the right to amend, suspend or terminate this Standard. 5.0 Links to other controls Governing Policies: Complementary and linked Standards: Supporting Guidelines: Other Supporting Documents: Human Resources Resourcing (BG-ST-HR-RES-001) Asset Function Accountability (BG-GL-HR-ORG-002) E-learning guide (PDF) ADR Guide (PDF) Education Assistance Form (Doc) 6 of 19
7 6.0 Standard Requirements 6.1 General BG Group has in place a approach to provide appropriate, consistent and quality formal and informal learning and development opportunities to BG Group employees globally, recognising that this can enhance employee performance, prepare employees for additional responsibility and develop the organisation capabilities necessary to deliver its business. BG Group takes a positive approach to equality and diversity and shall assist all employees to develop their potential regardless of their personal characteristics 2 by ensuring equality of access to development opportunities. Line Managers, Heads of Functions and HR Managers involved in making development decisions shall ensure they do so in a manner consistent with the Business Principles and the Asset Function Accountability Standard (AFAS). 6.2 Core Curriculum The team within Group HR is responsible for providing and managing the BG Group set of classroom courses. All employees are eligible to attend any appropriate courses provided within the BG Curriculum, subject to the prior approval of their line manager and availability. Whether or not a course is appropriate is a matter for the team in Human Resources to determine. BG Curriculum courses can be run either through Group HR or, where appropriate, at any BG Group wholly owned asset. Where applicable this shall be carried out by local training suppliers. Such local training suppliers shall be approved by a member of the team within Group or Regional HR before the training is carried out. If changes to the content of a BG course or additional courses outside of the Curriculum, on the subject areas of Management and Leadership, Personal Development or Business Skills are required, the relevant line manager or Head of Function shall obtain approval from the team within Group or Regional HR (when applicable) before starting any work to procure or develop the content. All contracting and procurement activities on the subject areas of Management and Leadership, Personal Development, Functional learning or Business Skills shall include input from a member of the team within Group or Regional HR and shall be carried out in accordance with BG Group s C&P standards. 2 Personal characteristics such as age, marital or civil partner status, gender, gender reassignment, religion or belief, disability, sexual orientation, race, colour, nationality, ethnicity or national origin, trade union membership, part-time hours of work or political opinions. 7 of 19
8 6.3 E-learning and other Online Resources The team within Group HR is responsible for providing and managing the BG Group Learning Management System (LMS). The LMS contains a variety of e-learning courses, BG Group internal classroom courses and Online Resources and is made available to employees via the BG portal and via the Internet. All e-learning and internal BG Group classroom courses shall be managed and accessed through the LMS, unless offline versions of the content have been approved by the LMS and e-learning Manager within Group HR. The LMS and e-learning Manager within Group HR shall be consulted before starting any work to procure or develop any e-learning courses to avoid duplication, to check and confirm integration and compatibility with the LMS and to ensure quality and value for money. If any Online Resources on the subject areas of Management and Leadership, Personal Development or Business Skills are required, the relevant person shall obtain approval from the LMS and e-learning Manager within Group HR before starting any work to procure or develop the content. All contracting and procurement activities relating to e-learning or online resources shall be carried out in accordance with BG Group s C&P processes and standards. Bespoke e-learning courses for the Management & Leadership, Personal Development, Business Skills, Functional /Technical and HSSE areas shall be procured through a supplying organisation which is on the BG Group Preferred Supplier List (PSL), unless preagreed with the LMS and e-learning manager. BG Group has contracts in place with supplying organisations on the PSL specifying the rate structures and service levels. For information on the PSL, contact C&P. 6.4 International Graduate Development Programme The requirements relating to the recruitment of Graduates is covered in the Resourcing Standard. The International Graduate Development Programme (IGDP) shall be coordinated by the Graduate Resourcing & Organisational Team in Group HR. The Graduate Steering Committee is chaired by the EVP & MD of BG Advance. Any significant changes to the programme shall be presented to and agreed by this committee. The recruitment of graduates onto the IGDP shall be carried out in accordance with the Graduate Recruitment Guide. The IGDP is a two year programme that starts from the date of induction, which is normally held in September of each year. 8 of 19
9 All graduates on the programme are required to attend an Induction with the rest of their year group as well as a Development programme in year two of the IGDP. All functions shall ensure that a structured development programme is in place for their graduates for the duration of the IGDP and that all requirements of the programme are clearly communicated to the graduate and their home asset. Functions are required to hold and administer a training budget for their graduates whilst on the IGDP. This shall also include any travel, accommodation and subsistence costs. All functions shall develop guidance for the alumni of the programme on further training and development requirements on route to attainment of BG D within their respective functional career ladder. An end of IGDP review shall be held with all graduates prior to them completing the programme. This will normally be held in conjunction with the ADR preceding the end of the programme. This shall be a joint review between the graduate, the asset and the function. The functions are responsible for organising and co-ordinating the graduates IGDP placements. At least one of these shall be an international placement. All graduates shall be required to undertake and successfully complete all of their placements. The duration of placements can vary typically these will be 3 x 8 month or 4 x 6 month. The Placement Line Manager is responsible for setting appropriate targets and completing an end of placement review with the graduate. End of placement reviews are to be used for ADR, APR and end of IGDP discussions. The Placement Line Manager is responsible for ensuring the provision of an appropriate level and balance of work to meet the functional development requirements. The Graduate Resourcing & Team in Group HR shall hold and administer the budget for international placement. The employing Asset or Function shall hold the headcount and salary for the graduate for the duration of the IGDP regardless of placement location. 6.5 Development classification The following table describes three different classifications of development activities. These classifications shall apply to different styles of delivery including classroom, field based and e-learning courses. It will be down to the line manager to ensure that their employees have completed any Mandatory or Required courses. 9 of 19
10 Classification Description Example/s Mandatory A development activity that is mandatory for all BG Group Employees and / or direct contractors. These may include activities for BG Group to achieve compliance of legal requirements. Or they may be deemed essential for knowledge and awareness of key BG Group business aspects and activities. Typically sponsored and approved by a member of the Executive team. BG Group - Business Principles (e-learning) BG Group Fraud and Bribery (elearning) Required Recommended A development activity that is required for BG Group Employees and / or direct contractors based on specific needs of the: Region Asset Function Location Job Role Depending on the above an appropriate level of approval and sponsorship would be required. E.g. Regional EVP, AGM or Head of Function A development activity that will assist and support knowledge and awareness of key subjects, systems and processes within BG Group. Count to ten before you hit send (elearning) TVP DSE training QGC IT Induction BG Place - Induction BG Group Life savers- Modules (elearning) 6.6 Coaching The team within Group HR in conjunction with the relevant Regional HR team (when applicable) shall provide and manage internal and external Coaching resources as required by the business. The team within Group HR or the relevant Regional HR team (when applicable) shall be consulted before starting any work to procure any external Coaching resources. All requests for external Coaching resources shall have the approval of both the employee s line manager and the HR sponsor before starting any work to procure such resources. All contracting and procurement activities relating to external Coaching resources shall be carried out in accordance with BG Group s C&P policies and standards. All external Coaching resources shall be procured through a supplying organisation which is on the relevant BG Group Preferred Supplier List (PSL) unless the employee has the prior approval of the team within Group HR or a member of the relevant Regional HR team with responsibility for (when applicable). BG Group has contracts in place with supplying organisations on the PSL specifying the rate structures and service levels. For information on the PSL, contact C&P. For all external Coaching resources, the employee, coach, line manager and HR sponsor shall agree in writing the scope and framework of the Coaching sessions (as applicable), 10 of 19
11 including a fixed period over which sessions will take place, prior to commencement of the sessions. 6.7 Educational Assistance ( EA ) Eligibility Employees can make an application for educational assistance if they wish to undertake a study program which would result in obtaining a Professional Level qualification. Applications shall satisfy the following eligibility criteria: The requested program of study shall be relevant to the business of BG Group and aligned to an agreed development plan; The employee shall have completed at least one full year of service prior to the start of the course; The employee s performance shall be rated at least at Fully Effective in the previous year s APR and at the time of application; and The course provider and qualification to be obtained shall be of an acceptable standard and quality and deemed to be suitable by the relevant function. Sponsorship is not guaranteed and will be subject to business requirements as well as financial and economic constraints. BG Group is under no obligation to continue the sponsorship each year and prior approval is required for each year of financial sponsorship. The granting of sponsorship in any one year should not be taken as an indication that funding will continue to be granted for any further years Financial Reimbursement BG Group shall consider applications to reimburse employees for course and tuition fees, exam fees, compulsory residential course elements (including travel and subsistent costs) and essential study materials such as books, software, course materials, laboratory fees etc.). BG Group will not reimburse the employee for student union fees, extra-curricular activities, late fees, retrospective applications, the cost of examination re-takes, any financial penalties imposed by the educational institution or other non-core items. Employees shall ensure that any sponsorship gained from any other sources is clearly indicated within their application or at the time that any additional sponsorship is agreed. BG Group is entitled to adjust any level of sponsorship in respect of this Repayment of Financial Sponsorship BG is entitled to request full or up to (100%) repayment of any financial sponsorship paid to the employee in the following circumstances: (unless leaving due to approved retirement or under severance terms) The employee fails to successfully complete the course; 11 of 19
12 The employee leaves BG Group before successful completion of the course or study program; or The employee leaves BG Group within one year of successful completion of the course or study program. The line manager shall ensure that the employee has completed and approved the online authorisation form agreeing to the repayment under the circumstances stated in above and agreeing that BG Group is entitled to deduct any such sums directly from the employee s salary and/or Annual Incentive Scheme payments should any of these circumstances arise Application and Approval Procedure Applications for EA shall be made via the Forms tab on the BG Group LMS system. The employee shall include within their application: all anticipated costs for the full duration of the study program for which the employee is requesting reimbursement, clearly itemised; any sponsorship gained from other sources; and any time required away from work for examinations, compulsory residential elements of a course or for study leave. Employees shall obtain approval for their Educational Assistance application from their Line Manager, the sponsoring budget holder (if this is a different person) and their Head of Function. Before giving their approval the employee s Line Manager must discuss the proposal with their relevant HR Manager. For Masters BA s or and programs costing more than 5kGBP equivalent the HR Manager must discuss and gain approval from the relevant HR director must be sought. As part of the approval process the employee shall obtain confirmation from that HR Manager that all relevant HR local arrangements have been followed with regards to the approval of the application. Where programs or courses have duration of more than one year or study stage, then an application to continue studying and to continue receiving sponsorship shall be made via the LMS on an annual basis. The decision as to whether a course is appropriate or not lies with BG Group. 12 of 19
13 6.7.5 Time away from work It is expected that courses will largely be done in the employee s own time. Any time away from work required by the employee to attend examinations, compulsory residential elements of a course or for study leave shall be approved and agreed as part of the application and approval procedure. Any changes to this schedule shall be agreed with the employee s Line Manager and will be subject to business requirements. The Line Manager and employee shall agree in writing as part of the approval procedure how many agreed days leave will be taken as paid leave. Successful applicants will be granted: One day paid leave for each examination to be taken on the day of the examination; Paid leave for the number of days required to attend any compulsory elements of a course. Proof of the schedule and attendance may be requested to support the leave application. Any additional study including examination preparation leave required by the employee shall be taken as annual leave. Employees who work on a rotational or shift basis cannot be granted paid leave to attend examinations or for study leave as there is no additional entitlement to leave. Agreement shall be reached locally on work patterns as part of the application and approval procedure to accommodate any study program subject to business requirements. Applications to undertake a period of full time study will be considered on a case by case basis by the Line Manager, budget holder (if this is a different person), the Head of Function and the relevant HR Manager Withdrawal of Educational Assistance. If the employee fails to pass any stage of the course or study program BG Group is entitled to withdraw any further sponsorship. If the employee s workplace performance falls below Fully Effective or the employee receives a disciplinary sanction, BG Group is entitled to withdraw any further sponsorship Planning and Budgeting The sponsoring asset or department shall make adequate provision in their budgets to fund any agreed Educational Assistance for both national and expatriate employees. Where Educational Assistance funding has been agreed with an employee and the employee moves to another asset / department within BG Group, then the exporting asset / department shall be responsible for the funding until the end of the current module or payment stage. The receiving asset or department shall be responsible for the funding from that point forward. 6.8 ADR General 13 of 19
14 The ADR process is designed to help employees develop their potential over the long term Employees Employees ultimately have full ownership of their own personal development and career progression. Employees are expected to actively participate in the ADR process. It is the employee s responsibility to review, drive and complete any agreed development activities with the support of his/her line manager and Head of Function, where applicable Line Managers If an employee engages in the ADR process their line manager is expected to support the ADR process and to actively participate, including conducting a development discussion with the employee at least annually, as well as completing the full process and following up on any agreed actions Head of Function The Head of Function is expected to monitor whether an ADR takes place for all those employees for whom they have responsibility who wish to engage in the process. 14 of 19
15 7.0 Appendices 7.1 Appendix A Definitions / Abbreviations ADR Annual Development Review C&P Contracts and Procurement Coaching Focussed one-to-one development for the purposes of increased performance, employee engagement and achievement of organisational objectives EA Education Assistance e-learning Online courses or resources HR Human Resources LMS Learning Management System Online Resources Any online information resources made available to any employees other than in the form of e-learning including, without limitation, books, videos and instant advice modules. Heads of Functions The Heads of Functions are those accountable for succession management of employees in Functional Critical Roles (FCRs) and will provide input into their development. They also provide input into the development of international assignees and functional successors. They influence decisions on international moves and are accountable for the development of graduates up to their first substantive role. Professional Level A level of study program equivalent to that of a university degree, a postgraduate qualification (such as an MSc, MBA etc.) or a qualification offered directly by a recognised professional body (such as the Chartered Institute of Personnel & Development (CIPD), the Association of Chartered Certified Accountants (ACCA) etc.). 15 of 19
16 7.2 Appendix B Example of EA form Personal Details Education Assistance Sponsorship Application Form Name: Type Name Here. Job Title: Click here to enter job title. Region: Click here to enter Region. Function/Discipline: Click here to enter text. Manager s Name: Your Managers Name. Employee No: Type Employee No Here. Grade: Type Grade Here. Asset: Type Asset Here. Contract Type: Contract type Here. Cost Code: Enter Cost Code Here. Course Details Course Title: Type the Full Title Of Your Course Here Qualification Expected: Type Here. Supplier: Enter Supplier s Name Here Supplier s Address: Enter Supplier s Address Here Supplier s Tel No: Enter Tel No Here. Contact Name: Enter Main Contact Here. Course Start: Select Date From Dropdown. Course End: Select Date From Dropdownl Course Costs Course & Tuition Cost: Exam Fees: Compulsory elements inc travel & subsistence costs: Essential Study Materials: Total Cost per annum: Total Cost Overall: Other Sponsorship: Enter Cost Here. Enter Cost Here. Enter Cost Here. Enter Cost Here. Enter Cost Here. Enter Cost Here. Click here to enter text. Dates For Compulsary elements / Exam Leave 16 of 19
17 Justification of Application Applicant Reasons For Application: Enter Details that Support Your Application. Applicants Manager Reasons to Support This Application: Click here to enter text. Applicant Signature Please read through the Standard above for more details. BG is entitled to request full or upto (100%) repayment of any financial sponsorship paid to the employee in the following circumstances (unless leaving due to approved retirement or under severance terms) The employee fails to successfully complete the course; The employee leaves BG Group before successful completion of the course or study program; or The employee leaves BG Group within one year of successful completion of the course or study program. I have read and understand the Standard. I authorise the Company to make deductions from my salary at a rate to be agreed, should situations (i) to (iii) above arise. Applicant : Date: Click here to enter a date. Name: Type Name Here. 17 of 19
18 Manager Signatures I confirm this application adheres to the requirements of the Education Assistance Standard Line Manager : Date: Click here to enter a date. Name: Type Name Here. I confirm that there is adequate budget to support this application as per the Education Assistance Standard Budget Holder : Date: Click here to enter a date. Name: Type Name Here. I confirm that this application supports either a development step into a Functional Critical Role or is within a Functional Critical Role itself as per the Education Assistance Standard Head of Functional Date: Click here to enter a date. Name: Type Name Here. I acknowledge the development needs are justified and that the attendance to this course/programme of does not affect the operation of their function HR Manager : Date: Click here to enter a date. Name: Type Name Here. 18 of 19
19 8.0 Revision Record Issue No. Description of Revision 19 of 19
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21 Appendix B Example of EA form Personal Details Education Assistance Sponsorship Application Form Name: Type Name Here. Job Title: Click here to enter job title. Region: Click here to enter Region. Function/Discipline: Click here to enter text. Manager s Name: Your Managers Name. Employee No: Type Employee No Here. Grade: Type Grade Here. Asset: Type Asset Here. Contract Type: Contract type Here. Cost Code: Enter Cost Code Here. Course Details Course Title: Type the Full Title Of Your Course Here Qualification Expected: Type Here. Supplier: Enter Supplier s Name Here Supplier s Address: Enter Supplier s Address Here Supplier s Tel No: Enter Tel No Here. Contact Name: Enter Main Contact Here. Course Start: Select Date From Dropdown. Course End: Select Date From Dropdownl Course Costs Course & Tuition Cost: Exam Fees: Compulsory elements inc travel & subsistence costs: Essential Study Materials: Total Cost per annum: Total Cost Overall: Other Sponsorship: Enter Cost Here. Enter Cost Here. Enter Cost Here. Enter Cost Here. Enter Cost Here. Enter Cost Here. Click here to enter text. Dates For Compulsary elements / Exam Leave 1 of 4 BG Group 2013
22 Justification of Application Applicant Reasons For Application: Enter Details that Support Your Application. Applicants Manager Reasons to Support This Application: Click here to enter text. Applicant Signature Please read through the Standard above for more details. BG is entitled to request full or upto (100%) repayment of any financial sponsorship paid to the employee in the following circumstances (unless leaving due to approved retirement or under severance terms) The employee fails to successfully complete the course; The employee leaves BG Group before successful completion of the course or study program; or The employee leaves BG Group within one year of successful completion of the course or study program. I have read and understand the Standard. I authorise the Company to make deductions from my salary at a rate to be agreed, should situations (i) to (iii) above arise. Applicant : Date: Click here to enter a date. Name: Type Name Here. 2 of 4 BG Group 2013
23 Manager Signatures I confirm this application adheres to the requirements of the Education Assistance Standard Line Manager : Date: Click here to enter a date. Name: Type Name Here. I confirm that there is adequate budget to support this application as per the Education Assistance Standard Budget Holder : Date: Click here to enter a date. Name: Type Name Here. I confirm that this application supports either a development step into a Functional Critical Role or is within a Functional Critical Role itself as per the Education Assistance Standard Head of Functional Date: Click here to enter a date. Name: Type Name Here. I acknowledge the development needs are justified and that the attendance to this course/programme of does not affect the operation of their function HR Manager : Date: Click here to enter a dat Name: Type Name Here. 3 of 4 BG Group 2013
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