# HAV Seafood HR Policy & Employee Relations Framework

## Purpose

This workbook defines the static HR policy and employee-relations architecture for HAV Seafood. It establishes the policy catalog, conduct standards, employee-relations matter taxonomy, grievance and disciplinary processes, investigation framework, escalation rules, support principles, policy/training mappings and restricted case-access model.

It belongs to **Phase 1 — Business Architecture** and contains no named employee-relations cases or historical policy activity.

## File

`hav_seafood_hr_policy_employee_relations_framework_v1.xlsx`

## Core model

The architecture keeps these concepts separate:

`Policy -> expected conduct -> reported/alleged concern -> fact-finding/process -> management outcome`

An allegation or concern is never treated as a proven breach. Actual cases and findings will be generated only after the Phase 2 business stories are designed.

## Workbook contents

- **HR_Policy_Catalog** — 30 active policy concepts with business owner, governance, acknowledgment, training and confidentiality attributes.
- **Policy_Applicability** — rules identifying enterprise-wide, departmental, employee-group and conditional policy populations.
- **Policy_Acknowledgment_Rules** — static rules for when policy acknowledgment is required and where evidence would be controlled.
- **Conduct_Standards** — 15 structured behavioral and conduct expectations.
- **Employee_Relations_Types** — 21 controlled ER matter classifications spanning attendance, performance/capability, conduct, workplace relations, safety, food safety, information security and integrity.
- **Grievance_Framework** — 7 steps from informal resolution option through formal grievance, assessment, investigation, decision and internal review.
- **Disciplinary_Framework** — 8 synthetic internal steps from initial management response through formal review and internal appeal.
- **Investigation_Framework** — 9 fact-finding steps that explicitly separate allegation, evidence assessment, finding and decision authority.
- **Corrective_Action_Types** — 10 possible internal action categories, including no action, guidance, retraining, warnings, support plans and higher-severity outcomes.
- **Escalation_Rules** — issue-specific authority and cross-functional escalation principles.
- **Representation_Support_Rules** — internal process support principles such as opportunity to respond, support person, communication support, conflict-free investigation and review.
- **Case_Access_Rules** — need-to-know access model using existing People & Payroll and restricted Microsoft 365 storage; no new case-management system is created.
- **Policy_Process_Mappings** — bridges policies to Leave & Absence, Working-Time, Performance, Recruitment, Training and ER processes.
- **Training_Policy_Mappings** — references existing `HTRN-*` training definitions rather than recreating training content.
- **Control_Parameters** — architecture population and control values.
- **Source_Mappings** — relationships to authoritative HR and Shared Enterprise workbooks.
- **Architecture_Notes** — ownership, legal and story-neutrality boundaries.
- **Data_Dictionary** — field-level definitions.

## Policy catalog distribution

- **Administration:** 1
- **Commercial:** 1
- **Communications:** 1
- **Conduct & Ethics:** 4
- **Employee Relations:** 4
- **Finance / Administration:** 1
- **HR Data Governance:** 1
- **Information Governance:** 2
- **Information Technology:** 3
- **Learning:** 1
- **Leave:** 1
- **Performance:** 1
- **Procurement:** 1
- **Quality & Food Safety:** 1
- **Recruitment:** 1
- **Safety:** 1
- **Safety / Conduct:** 1
- **Working Arrangements:** 1
- **Working Time / Attendance:** 2
- **Workplace Relations:** 1


## System treatment

The current Shared Enterprise Systems Landscape contains no dedicated employee-relations or case-management application. The framework therefore uses:

- `ESYS-005 People & Payroll` as the existing HR system context for restricted HR case metadata and policy acknowledgment evidence where appropriate;
- `ESYS-007 Microsoft 365` only as a controlled supporting-document location where required;
- existing specialist systems/owners for technical Quality, IT, safety or other evidence.

This workbook does **not** silently add a new system or change Shared Enterprise system/data ownership.

## Architecture boundaries

This workbook intentionally does **not** contain:

- grievances or complaints raised by named employees
- disciplinary cases
- investigation cases or interview notes
- allegations against named people
- findings or outcomes
- warnings or corrective-action records
- attendance or performance cases
- policy acknowledgment dates/signatures
- case correspondence
- appeal records
- health or medical information
- policy revision history
- legal advice or statutory/collective-agreement rules

Those belong to later operational datasets or to future legally researched policy documents where required.

## Relationship with other HR architecture

- Employee identity and HR employee groups remain authoritative in the Employee Employment Master.
- Roles and departments remain authoritative in Shared Enterprise / HR role architecture.
- Leave and absence types, entitlements and documentation rules remain in Leave & Absence Framework.
- Working-time models and time-registration rules remain in Working-Time Framework.
- Competency, training and certification definitions remain in Competency & Training Framework.
- Normal performance/capability management remains in Performance & Development Framework.
- Recruitment and fair-selection structures remain in Recruitment & Onboarding Framework.
- Technical IT, Quality and operational incident assessment remains with those domains; HR owns only the employee-relations/process component.

## Legal boundary

The grievance, disciplinary, representation, investigation and corrective-action structures are **synthetic internal company architecture**. They are designed to be plausible and internally consistent, but they do not claim to reproduce Faroese employment law, collective agreements, dismissal law, representation rights, evidence rules or statutory retention requirements.

## Story neutrality

No employee is marked as problematic, under investigation, disciplined, absent, low-performing, conflicted, or in breach of policy. The architecture merely defines the structures needed to generate such records deliberately in Phase 3 after business stories are chosen.
