RAVI NEUPANE
HR Consulting Proposal
HR Department Setup & Consulting
Building People Operations for Long-Term Growth
1 Executive Summary
Flit Management is a newly formed vehicle management startup preparing for operations with an initial team of 10-20 employees. Currently, there is no dedicated senior HR function — HR operational and administrative duties are handled by a single HR Representative alongside other responsibilities.
At 10-20 people, you are at the perfect moment to build this right. Every company at 50 employees wishes they had invested in proper HR foundations when they were your size. The habits you set now become your culture. The policies you write now become your protection.
This proposal outlines a structured consulting engagement to establish a foundational HR department, create essential documentation, and build a roadmap for long-term HR maturity — enabling Flit Management to scale people operations as the company grows.
7
Weeks to Foundation
8
Core Policies
12+
Operational Templates
24
Month Roadmap
Engagement Outcome: A functioning HR framework with documented policies, compliant processes, and a clear growth path from startup to structured organization — with your HR Representative equipped to operate at a senior HR level.
2 Client Context
Current State
| Aspect | Status |
|---|---|
| Company Stage | Pre-operation / Early startup |
| Industry | Vehicle Management |
| Employee Count | 10-20 (initial phase) |
| Dedicated HR Head | None |
| HR Function | One HR Representative (operational + administrative) |
| HR Policies | Informal or absent |
| Documentation | Minimal or none |
| Compliance Readiness | Needs assessment |
Vehicle Management Industry Context
Workforce Mix
Drivers, mechanics, dispatchers, admin staff, sales, and management — diverse roles with different needs.
Shift & Field Work
Non-standard hours, remote workers, vehicle-based roles requiring flexible attendance policies.
Safety-Critical
Driver safety, vehicle maintenance compliance, accident protocols — non-negotiable priorities.
High Turnover Risk
Driver and mechanic roles often experience higher attrition without proper engagement.
3 Key Challenges
1. No HR Strategy
Reactive day-to-day handling without long-term people planning creates misalignment between business goals and talent management.
2. Dual Role Burden
HR Representative handling both operations AND administration, limiting depth and quality in either function.
3. Scaling Risk
Without foundations, growth creates chaos — payroll errors, compliance gaps, and retention issues multiply.
4. Documentation Gap
No employee handbook, no policy references, leading to inconsistent decision-making and confusion.
5. Compliance Exposure
Labor law, tax, and social security obligations may be unclear or unaddressed — significant legal risk.
6. Talent Attraction
Startup without structured HR may struggle to attract and retain quality drivers, mechanics, and staff.
Critical Risk: In vehicle management, a single compliance gap — such as an uninsured driver or missing safety protocol — can result in accidents, legal liability, and operational shutdown. HR isn't just paperwork here; it's operational protection.
4 Proposed Solution
A phased 7-week consulting engagement designed to build your HR foundation without disrupting operations. Each phase delivers tangible, usable outputs that your HR Representative can implement immediately.
This engagement does not replace your HR Representative — it equips them. After completion, your HR Rep will have the tools, templates, training, and confidence to operate at a senior HR officer level.
Solution Principles
- Pragmatic, not theoretical. Every policy and process is tailored to Flit's actual operations, not generic templates.
- Vehicle management expertise baked in. Driver safety, shift scheduling, vehicle liability, and accident protocols are first-class concerns.
- Documentation-first. Everything is documented, transferable, and reusable as you scale.
- Knowledge transfer built-in. Your HR Rep is trained and supported, not dependent on ongoing consulting.
5 Phase Breakdown
Phase 0: Diagnostic & Discovery Week 1
Stakeholder interviews, HR maturity assessment, compliance checklist review, and workforce planning discussion. Deliverables: Gap analysis report, headcount plan, compliance gap list.
Phase 1: Foundation Weeks 2-3
Organization structure design, job descriptions for all roles, grade and salary structure, HR policy framework, and Employee Handbook v1. Deliverables: Org chart, JD library, salary bands, 8 core policies, employee handbook.
Phase 2: Operations Setup Weeks 4-5
Recruitment process and templates, onboarding program, payroll process design, leave and attendance framework, and lightweight performance management. Deliverables: Hiring SOP, offer templates, 30-60-90 onboarding plan, payroll SOP, leave tracking system.
Phase 3: Compliance & Risk Week 6
Labor law compliance audit, employment contract templates, exit process design, and safety & vehicle policy. Deliverables: Compliance report, contract templates, separation SOP, driver safety policy.
Phase 4: Knowledge Transfer Week 7
HR Rep training (2 sessions), process walkthroughs, Q&A and troubleshooting guide. Deliverables: Training completion checklist, process maps, quick-reference guide.
30-Day Post-Handover Support Included: Email and phone support for questions, clarifications, and minor adjustments after the engagement concludes.
6 Documentation Deliverables
8 Core HR Policies
| # | Policy | Key Coverage |
|---|---|---|
| 1 | Code of Conduct | Behavior, discipline, grievance, driver conduct, alcohol/drug policy |
| 2 | Attendance & Leave | Shift scheduling, leave types, accrual, approval workflow, comp-off |
| 3 | Compensation & Benefits | Salary structure, SSF/CIT, allowances, overtime, accident insurance |
| 4 | Recruitment & Selection | Hiring authority, driver standards, license verification, skill tests |
| 5 | Performance Management | Reviews, KPIs for drivers/mechanics, feedback, PIP process |
| 6 | Disciplinary & Termination | Warnings, suspension, separation, notice periods, final settlement |
| 7 | Health, Safety & Vehicle | Driver safety, accident reporting, vehicle inspection, insurance claims |
| 8 | IT & Data Security | Device use, data protection, confidentiality, social media |
12+ Operational Templates
Offer Letter
Permanent, probationary, and intern variants
Employment Contract
Legally compliant, customizable per role
Appointment Letter
Formal role confirmation
Joining Checklist
Systematic new hire onboarding
Leave Application
Standardized request form
Expense Claim
Reimbursement workflow
Warning Letters
Verbal, written, and final warning templates
Separation Letter
Resignation and termination formats
Exit Clearance
Department-wise handover checklist
Final Settlement
Full & final calculation sheet
Employee Info Form
Comprehensive data collection
ID Card Requisition
Internal ID processing
5 Process Maps
- Recruitment to Joining — end-to-end hiring workflow
- Leave Application to Approval — request, review, and record
- Monthly Payroll Cycle — calculation to disbursement
- Performance Review Cycle — goal-setting to feedback
- Exit / Separation Process — resignation to clearance
7 HR Department Roadmap (0-24 Months)
Month 0-3: SURVIVE
| Priority | Action | Owner |
|---|---|---|
| Immediate | Document all current employees | HR Rep + Consultant |
| Immediate | Set up compliant payroll | Consultant |
| Immediate | Issue employment contracts | Consultant |
| Week 2-3 | Launch basic policies | Consultant |
| Month 2 | First structured onboarding | HR Rep |
| Month 3 | Monthly HR report to founders | HR Rep |
Month 4-6: STABILIZE
| Priority | Action | Owner |
|---|---|---|
| Month 4 | Implement leave/attendance tracking | HR Rep |
| Month 4 | First performance check-ins | HR Rep + Managers |
| Month 5 | Recruitment process active | HR Rep |
| Month 6 | Salary review framework | Consultant (advisory) |
| Month 6 | HR metrics dashboard (basic) | HR Rep |
Month 7-12: STRUCTURE
| Priority | Action | Owner |
|---|---|---|
| Month 7-8 | Hire or promote to Junior HR Officer | Founders |
| Month 9 | Training & development program | HR Officer |
| Month 10 | Employee engagement survey | HR Officer |
| Month 11 | Benefits review (insurance, allowances) | HR Officer + Consultant |
| Month 12 | Annual HR audit | Consultant |
Month 13-24: SCALE
| Priority | Action | Owner |
|---|---|---|
| Year 2 Q1 | Hire dedicated HR Manager (if 30+ employees) | Founders |
| Year 2 Q2 | HRIS / attendance system implementation | HR Manager |
| Year 2 Q3 | Career pathing & succession planning | HR Manager + Consultant |
| Year 2 Q4 | Full compensation & benefits benchmarking | Consultant |
8 Investment & Timeline
Consulting Fee Structure
| Component | Scope | Duration |
|---|---|---|
| Phase 0: Diagnostic | Interviews, assessment, compliance review | 3-4 days |
| Phase 1: Foundation | Policies, org structure, JDs, handbook | 8-10 days |
| Phase 2: Operations | Recruitment, onboarding, payroll, leave | 6-8 days |
| Phase 3: Compliance | Contracts, safety, exit process | 4-5 days |
| Phase 4: Knowledge Transfer | Training, walkthroughs, handover | 2-3 days |
| Total Consulting | ~25-30 days over 7 weeks | Package or T&M |
30-Day Post-Handover Support Included: Email and phone support at no additional cost. I am invested in your success beyond the engagement period.
Optional Add-Ons
HRIS Selection & Setup
Recommend and configure HR software for your scale. Separate quote available.
Recruitment Support
Source and screen first 5 critical hires. Per-hire fee structure.
Payroll Outsourcing (3 mo)
Run payroll while training your HR Rep. Monthly service fee.
Quarterly HR Health Checks
Ongoing advisory through Year 1. Quarterly retainer.
Flexible Engagement
Budget-conscious option: Start with Phase 0 (Discovery) and Phase 1 (Foundation) only. Build the core policies, org structure, and handbook first. Add operations, compliance, and training when you're ready. You control the pace.
9 Why Ravi Neupane
I don't just write policies — I build HR systems that grow with your business. Having worked with startups and established companies across Nepal, I understand the difference between theoretical HR and HR that actually works on the ground.
ARKBO Technologies
CEO and Product Strategist behind ARKBO's SaaS-based people management platform — technology-enabled HR thinking.
Nepal Market Expertise
Deep understanding of local labor law, SSF/CIT compliance, and Nepal-specific business culture.
Startup Experience
Built HR from scratch for multiple early-stage companies. Know what works at 10 people and what breaks at 50.
Structured yet Pragmatic
Right-size solutions for your current stage. No over-engineering. Scalable to 100+ employees when you're ready.
Documentation-First
Everything documented, transferable, and reusable. Your team owns the output, not dependent on ongoing consulting.
Vehicle Management Focus
Driver safety policies, accident protocols, vehicle liability frameworks — industry-specific expertise included.
10 Key Messages for Today's Discussion
1. The Perfect Moment
At 10-20 people, you are at the perfect moment to build this right. Every company at 50 employees wishes they had invested in proper HR foundations when they were your size. The cost of fixing later is 10x the cost of building now.
At 10-20 people, you are at the perfect moment to build this right. Every company at 50 employees wishes they had invested in proper HR foundations when they were your size. The cost of fixing later is 10x the cost of building now.
2. Vehicle Management Expertise
This isn't generic HR consulting. Driver safety policies, accident reporting protocols, vehicle liability frameworks, and shift scheduling for field staff are built into every deliverable. I understand that in your business, HR is operational protection — not just paperwork.
This isn't generic HR consulting. Driver safety policies, accident reporting protocols, vehicle liability frameworks, and shift scheduling for field staff are built into every deliverable. I understand that in your business, HR is operational protection — not just paperwork.
3. Empower Your HR Representative
This engagement does not replace your HR Representative — it equips them. After 7 weeks, your HR Rep will operate with senior-level confidence, armed with professional policies, templates, and training. They become your HR department, not a bottleneck.
This engagement does not replace your HR Representative — it equips them. After 7 weeks, your HR Rep will operate with senior-level confidence, armed with professional policies, templates, and training. They become your HR department, not a bottleneck.
4. Flexible, Phased Approach
If budget is a concern, we start with Discovery and Foundation only. Get your core policies, org structure, and employee handbook in place first. Add operations, compliance, and training when you're ready. You control the pace.
If budget is a concern, we start with Discovery and Foundation only. Get your core policies, org structure, and employee handbook in place first. Add operations, compliance, and training when you're ready. You control the pace.
11 Discussion Questions for Today's Session
Immediate Pain Points (15 min)
- What HR tasks are taking most of the HR Rep's time?
- What has gone wrong or nearly gone wrong?
- What keeps founders awake at night regarding people?
Workforce Planning (15 min)
- Expected headcount at 3 months? 6 months? 12 months?
- Role types: drivers, mechanics, admin, sales, tech, management?
- Any immediate hires needed before operations start?
Compliance & Risk (15 min)
- Are all current workers documented/contracted?
- Is payroll being run? Through what mechanism?
- SSF/CIT registration status?
- Vehicle/driver insurance and liability clarity?
Culture & Values (10 min)
- What kind of company do founders want to build?
- What behaviors should be rewarded? What is unacceptable?
- How do founders want to be perceived by employees?
Budget & Constraints (10 min)
- What is the budget for this engagement?
- Any hard deadlines (launch date, first payroll, audit)?
- Founder availability for interviews and decisions?
Success Definition (5 min)
- 3 months from now, what does "good HR" look like?
- What would make founders feel this engagement was worth it?
12 Next Steps
1. Review This Proposal
Founders review scope, timeline, and investment. Note any questions or adjustments needed.
2. Clarification Call
30-minute call to align on priorities, constraints, and any customizations.
3. Finalize Scope & Fee
Adjust phases based on urgency and budget. Confirm deliverables and timeline.
4. Sign Engagement Letter
Formal agreement with payment terms, responsibilities, and confidentiality clauses.
5. Kickoff — Phase 0 (Discovery)
Begin stakeholder interviews and HR maturity assessment within 3-5 days of signing.
Ready to start? I can begin Phase 0 (Discovery) immediately upon engagement confirmation. The sooner we assess your current state, the sooner your HR foundation is protecting your business.