Strategies For Successful Implementation For Public Personnel Management

Difference between personnel and human resource management

Strategies for Successful Implementation for Public Personnel Management?

Human resource management is the new version of personnel management. Personnel management is a conventional way of managing people while human resource management is the modern approach as people are the main strength of an organisation . The main focus of personnel management is the personnel administration, labour relation, and employee welfare. But human resource management mainly focuses on the training and development, acquisition, maintenance and motivation of the human resource of the organisation  (Zafar, 2013). In the basic division of labour, the job design is done by the personnel management. In human resource management, the job designing is done by a group or team. In personnel management, the employees are provided with less training opportunities.  But in the case of human resource management before allocating the position the employees has to go through a training session. People are assumed as the input, and their achievements are desired as the output in personnel management whereas in the human resource management assumes their employees as their important and valuable resources for achieving the required output for the organisation. In the case of personnel management, all the decisions are made by the top management according to the rules of the organisation. But for the human resource department all the decisions are made collectively considering the participation, ability, and environment of the employees.

There are various functions that help in accessing the contribution of human resource management in the organisation –

Recruitment and Selection is one of the most important functions of human resource management as it requires careful planning. When a job recruiter recruits an employee they judge the interviewee as they will be beneficial for the organisation or not. Most of the organisation s purchase talent management and recruitment software for managing their selection and recruitment process efficiently (Shen, 2011).

Training and development- This helps the employees to understand the working structure of the organisation. With training, the employees will get to know about the rules and regulations of the organisation and also the internal environment.

Reward System- With this process the senior management motivates their employees to give their best. This will motivate the employees to give the best in the organisation, and it will also motivate other employees who are lacking behind in their performance (Pugh and Subramony, 2015).

Performance Appraisal- Apart from reward system the performance appraisal also helps and motivates the employees to give their best in their work. When the employees perform remarkably in their job, then the senior management will promote them with much more responsibilities.

Employee Relation is one of the major functions of human resource management. If the relation between the employees and also with the senior management is not cordial, then the work will get affected. So, the human resource department will have to make sure that the relation with the employees is good and pleasant, and they are not facing any problems in their work.

Line managers are those managers who have a direct relationship with both the employees and also with the senior managers. Their main responsibilities are to manage directly the individual employees and also the teams. The line managers directly report to the senior management of the organisation about the well- being and performance of the employees. The main responsibilities of line managers are – managing people daily, allocating the work to the employees, dealing with the clients, measurement of the operational performance, monitoring and checking the quality of the work.  They set a reasonable time frame so that they improve the work that is allocated to the employees. They identify the issues that are creating the problem for the underperformance of the employees (Manroop, Singh, and Ezzedeen, 2014).

Assessing the function of human resource management in contributing to the organizational purposes

It is the duty of a line manager to implement the day to day HR initiatives. Line managers are responsible to plan the aims, objectives and priorities of the task and communicate that task within his follower and colleagues. The major role and responsibilities that line managers have to perform in HR management are discussed below:

Employee Engagement

The most critical factor of any line manager’s HR activities is engaging the employees in the organisation. Line manager creates a pleasant work environment within the organisation so that employees become more dedicated to work in achieving the organisational goal (Southall, 2014).

Performance Appraisal

Although the process of performance appraisal is designed by the HR specialist, it is ultimately implemented by the line managers. Performance and behavior of the employees are directly assessed and rated by the line managers (Pilbeam and Atherton, 2012). Feedback of the employees is provided through one to one meeting between the line managers and the employees.

Disciplining Employees

Line managers place his expectation through his team in order to retain discipline in the workplace. The expectation is supported by the rule and regulations of the HR department. It is the commitment of the line manager to enforce the rule and regulation for influencing the performance of the employees.

In order to fulfil the manpower requirements, the human resource planning is necessary for every organisation . The business strategy and the operations are linked with human resource planning process (Hoch and Dulebohn, 2013). There are several reasons behind for human resource planning in ITC. Those are following:

Forecasting future manpower needs:

In order to forecast the future manpower needs, ITC needs to plan its human resources in the initial stage. It is the very significant process to achieve the organisational objectives in the long-run. In the manufacturing sector like ITC, it has different manpower needs. The human resource managers collect the information from the factory line managers how many people would be required for a particular factory. In the case of IBM, the estimation of the people will be done based on the requirements of the outsourced activities (Ivancevich and Konopaske, 2013).   

Coping with change:

Various external factors that influence the planning process of the organisation. Through HR inventory the current human resource plans to mitigate the external factors (technological, socio-cultural, political, economic forces) to cope with the changes. ITC developed some strategies like hire experienced and effective people to cope with the changes. On the other hand, IBM also hires people who are capable enough to do the required activities (Guo and Al Ariss, 2015).    

Recruiting experienced people: Both IBM and ITC hires experienced people in order to achieve the organisational objectives in the long-run.

Restructuring work processes:

Identify training needs: The training requirements needs to be identified so that it can be developed over time. By giving the proper training to the employees, the organisation can increase its performances in the long-run.

Coping with retirement and redundancy:

The attrition rate of IBM is very high as compared to ITC. After the retirement of people, the vacancy needs to be filling up. In the market the redundancy is increasing day by day. Thus, numerous applications are piling up in the HR inventory. From that application, the efficient people need to be chosen by the human resource manager. So that it will help to increase the performance of the organisation s (Gruman and Saks, 2011).    

Evaluating the role and responsibilities of the line managers

Development of human resources:

For developing the personnel in the organisation both ITC and IBM conduct training sessions. By giving the proper training and conducting the development campaigns, the skills of the personnel will be increased. The organisation gives this type of training to their employees so that they can perform better.  

Assessing human resources

 Both the organisation ITC and IBM needs to assess the internal and external factors to analyse the current requirements. After knowing the strengths and weaknesses of the organisation, it will be easy to assess the future needs (Dries, 2013). The goals to be achieved in near future in all the field of the organisation will give an idea of the work load to be done by the workforce.  

Demand forecasting

 The demand and supply of human resource in the organisation are defined as the process of demand forecasting. In order to achieve the desired level of output, the demand forecasting process is done to convene the future personnel requirements of the organisation s. The required number of human resource in different field should be estimated for proper human resource management.

Supply forecasting

Due to the increasing demand for the organisation the future employee needs to be required to handle the responsibilities. From various sources the employees hired by the HR managers of the organisation. In supply forecasting the organisation analyses the HR inventory and keep track of existing employees for determining the extent to which it can meet the forecast (Supriyanto, 2015). A proper matching of job description and job specification should be there in the organisation and employees to be involved in the job should be suitable.

Matching demand and supply

The organisation needs to see whether the matching demand and supply meet the forecasting future needs. The shortage and overstaffing issues can be solved by bringing the demand and supply in an equilibrium position.

Action plan

In order to avoid the shortage and surplus of human resource a proper action plan is required to develop by both ITC and IBM (Dowling, Festing, and Engle, 2013).

The first company chosen is IBM. The process of selection is described below:

Stage 1: Attraction:

There must be requirements for people. After the requirement is established comes the process of job analysis, writing up job descriptions and job specifications. Job analysis looks that how each job fits into the organisation. The competency framework is an alternative approach. The various recruitment methods are as follows:

Internal methods:

Internal promotions, transfers, job rotation schemes

External methods:

Outplacement consultants, headhunters, employment agencies

Stage 2: Reduction:

The application forms are observed, scrutinized, and most of them are rejected on grounds of not matching with the requirements (Park, 2014). This screening process must be done with utmost care and precision.

Stage 3: Selection:

There are lots of aptitude tests that are taken in the present day scenario. These tests are specially designed to test the aptitude and ability of the candidates. After the short listing is done through tests, arrangements are made for interviews. These interviews are taken by experts who hold sufficient experience in the relevant areas. After the final selection is done, job offers are made to the deserving candidates.

The reasons for human resource planning in ITC and IBM

Stage 4: Transition:

The selected candidates must go through a process of induction in order to get familiarized with the environment. The transition process allows a candidate to socialize with the new environment.

Selection process in ITC:

Stage1: Attraction

As ITC is now the top most FMCG Company so the attraction process in very specific in this company. The human resource manager make a very specific looks on what type of candidate would be needed for what type of job. For recruiting purpose the use three types of sources as mentioned below:

Internal recruitment in ITC is done by job posting. If an employee seems to be very good in one field he can be posted in any of its branch where he is suitable. References are taken in order to be sanguine about the work (Oskina, 2015). These serve as authentication about the work. If a job is more authenticated, it gives better results. Transfer is another form of internal recruitment where the organisation tries to hire experienced employee in the vacant position by shifting employees from one place to another.

Among the external recruitment of ITC the more popular process is job posting in online job sites, College campusing, Head haunting.

ITC sometimes leaves the responsibility of recruiting on a third party consultancy.

Stage 2: Reduction

 No candidate is allowed in ITC without a qualification degree from a reputed university. The short listings of the various candidates are done by screening (Park and Word, 2012).

. The application forms are observed by the human resource manager very carefully. Many candidates become disqualified without a proper experience and skills needed for the job.

Stage 3: Selection

Unlike IBM, in ITC a written test is arranged for analyzing the skills of a candidate in details. Only after qualifying the written test the candidate become eligible to give interview. The interview held in ITC is competency based.

Stage 4: Transition

In ITC a Roster is maintained where the names of suitable candidates are listed after interview. The organisation sends an email to the candidate listed in the Roster whom they think most suitable for the job (Omole, 2015). After joining of the candidate the organisation arranges an interesting induction process where the new employees get familiar with the organisation.

Technical knowledge assessment:

The knowledge of the candidates is assessed nicely by the aid of tests and interview.

The selection process in IBM is full proof compared with ITC. The references are however taken in ITC. The tests that are taken to evaluate a candidate are much well organized in IBM compared to ITC. If we take into account all the aspects, IBM is better organized than ITC as far as recruitment is concerned. When a recruitment process goes through a number of phases, it becomes better. More and more screening is needed (Sun, 2014). This always has longer time when the screening stages are more (Deadrick and Stone, 2014).

The human resource managers of the organisation consider the fact that by using encouraging motivation techniques that support employees to produce more and better quality of work in the long-run. This is defined as a motivational theory. In the organisation, the managers chose those people who are worth praising and have done a good job in the past. This will come as the reward. The main advantage of giving the reward to the employees is to increase the motivation of them. It will help to foster a sense of trust between employee and managers in the organisation.

Job analysis

 The various aspects of the job can be identified through the process of job analysis. In the job analysis, part job description and job specification part are included (Collings, Scullion, and Vaiman, 2015).

 Job Description

 In order to indicate the duties and responsibilities a proper job description is given to the employees of the organisation. The job entails being described in the job description part.

 Job specification

The required skills and knowledge that is needed for a specific job are included in the job specification part (Dessler, 2013).

Job rating

 In order to assign a relative worth for each job the job description and job specification methods needs to be used.

Money location

A pay structure is determined for each employee in the organisation based on their capability.

Job classification

According to the pay structure of the employees the job categorization will be done by the HR manager. 

Other factors determining pay:  

There are several factors that determine the structure in the organisation. Those are cost of living, government legislation, supply and demand and productivity (Byars, 2015).

Cost of living is the most important factors that influence the wage and salary structure of the employees. The approach of cost of living tends to vary the salary structure depending on the variation in the index of cost of living. Cost of living index follows the rise and falls of general and consumer price index.

Law and labour policies passed by the government have a great influence on the wage and salary structure of the employees. Salaries and wages cannot be lower than that prescribed by the government (Chemmanur, Cheng and Zhang, 2013). The laws like minimum wage, equal pay for equal work, dearness allowance and hours of work is enacted by the government for ensuring fair wage and salary structure in the organisation.

Supply and Demand of employees influences the wage and salary structure to a great extent. If the supply of employees decreases then salary for the job will be increased (Pohler and Schmidt, 2015). On the other hand if the supply of employees increases then salary and wage will be decreased.

Increasing trend of productivity in the organisation ultimately increases the salary and wage of the employees. High wages in a low cost is only possible when productivity of the organisation appreciable.

In another context like recreation in labour intensive industry, managers can use the reward system to improve the employee motivation and retention. In order to increase the performance of the employee, the managers need to develop some strategies. The performance of employees needs to be monitor periodically so that after a certain period the employee will get a reward based on their performance in the organisation. The reward can be given to the employees as monetary reward, reduced workweek, flex time, working from home, membership reward, etc. This main responsibility of the recreation manager is to motivate the employees in the organisation by giving them different rewards based on their performances. Due to increasing work pressure it will be very difficult to retain the employees in the organisation. Thus giving the reward to the employees is the help to increase the effectiveness of business activities in the organisation (Brown and Warren, 2011).

Performance Reviews

 In order to track the performance of the employee in the organisation review sheets needs to be maintained by the managers of the organisation. In review sheets customer complaints, interpersonal skills to error rates all are included. With the help of this review sheet, the growth of the employee can be determined.

Peer appraisals

Regarding the co-workers performance the peers always have an opinion. In the database of the organisation, the appraisals can be stored for several times. In order to identify favourable or unfavourable patterns of behaviour, the HR managers use this reporting data.  

Dashboards

In order to track the performance of the many employee organisation s are using standardized dashboards. The dashboard consist different varieties of metrics that helps to identify the success factors of the organisation.

Voice of the customer

In terms of quality assurance the voice of the customer is taking into consideration by many organisation s (Brookes et al., 2011).

Cessation of employment in an organisation may have the following reasons:

Family obligations:

If a person is head of the family, he has got a lot of obligations. These obligations restrain a person from rendering all duties (Arbon, Facer, and Wadsworth, 2012). Obligations may be of various types including financial and nonfinancial.

Medical ground:

A person may be sick on various grounds. If he is sick, he would not be able to continue the job. Employment can be ended for health reasons. These reasons are out of control.

Death:

If a person dies, his employment finishes then and there.

Retirement age:

In most offices, the retirement age is 58.On attaining this age, the employment finishes.

Unsatisfactory working conditions:

The working conditions may not be good. Especially in a factory, the lighting, heating, and humidification may not be satisfactory (Baxter, 2012).

Unfair treatment:

The management may not treat a person well. This would lead to dissatisfaction on the part of the employee.

Better opportunities:

If a person gets a better opportunity elsewhere, he would be leaving his current job. Better opportunities always attract young people as well as experienced people.

Inappropriate management style:

The style of management meted out to the employees may not be proper.

Low job security:

A job having low job security is not attractive to the employees. Employees are always on the lookout for better job security.

The two companies chosen are ITC and IBM.

Exit procedure with ITC:

The following steps may be followed during exit of an employee in ITC:

-A resignation letter duly signed by the resigning employee is deposited with the line manager.

-The HR department writes to the employee that an exit interview has been arranged, and he needs to attend it (Bissessar, 2012).

-A confirmation of service form is sent to the employee to fill and return.

-The exit interview is conducted in strict confidence.

The company tries to determine what exactly the reason is for an employee leaving a company. Whether the reasons are within the control of the company to be rectified or not within the control must be seen.

Exit procedure with IBM:

The following steps are followed during exit of an employee in IBM:

-There must be a resignation letter duly signed by the employee. There must be indications to serve a notice period of one month from the date of depositing the letter.

-The employee is notified about the exit interview he needs to attend by HR.

-The exit interview is held in strict confidence. The common questions are the reasons for leaving and what he liked the most and disliked the most (Jordan and Battaglio, 2013).

Employment legislations mainly deal with laws that help them to maintain the smooth relationship between the employer and the employees.  Laws used by the human resource department in an organisation are the Equal pay Act 1970, National minimum wage rate act 1998, Employment rights act 1996. All this laws are implemented in the organisation so that there is no discrimination within the employees and there is no tension with the organisational environment (Perez, 2015). The human resource department makes a legal framework so that they can keep a check that all the laws are being followed. If any of them is not followed, then strict actions are taken against that employee.

According to the Employment Right Act 1996, both the employer and the employee have to give notice in advance according to the contract of employment or according to the law of termination. The law places liability of employers to pay according to law. The working hours must be fixed to a maximum so that nobody is overworked.

According to the Equal Opportunity Act, men and women must get equal opportunities in the workplace. The pay must be equitable and fair. There must be a minimum payment for all workers whatever the levels of occupation be. There is an obligation on employers to pay in full for absences in duty due to sickness or accidents (Kim, 2012).

According to the Anti-Discrimination Act, there must be no discrimination on grounds of age, sex, color or language. Everybody must have equal rights. Discrimination must be totally stopped due to bad response. There are laws in Britain, which force employers to be on control and employ suitable rules in the workplace.

According to personal injury rule 1972, the employees of the organisation should be insured against ant personal injuries. In this case the employees should follow some instructions regarding the safety measures in the organisation (Gibbons, 2015). Despite of maintaining all the safety measures if any employee gets injured then that employee should be paid full wages in his absence and should be paid according to the insurance policy.

According to the Employment Standard Act 2000, no employee can be terminated with a prior notice to them from the employer (Perez, 2015). The employees worked for 8 years should be noticed 8 weeks prior to his termination and an employee worked for less than 1 year should be noticed at least 1 week prior to their his termination.

According to the Maternity Benefit Act 1961, the employer should allow absence to the employee during maternity leave and that would be under statute. No employees can leave the job during this period without a valid reason and also no employer can terminate an employees without a valid and reason notice.

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