-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
1/72
Sunil.N #168
pg. 1
Sunil NaryanStudent No. 168
UNIT STANDARD # 19022
Manage Human Resources as a
Manager in a usiness Operation
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
2/72
Sunil.N #168
pg. 2
Task 1 Outcome 1
(A)Existing Structure of Officio
Figure 1
Officios current organizational structure is flat structure and is more centralized between the two
sisters and the director who is Laura and Emilys best friend and at the moment, its a very small
company and now the sisters are planning to expand the business after having a discussion with the
directors, I as the HRM officer of Officio came up with the organizational structure which is currently
in place and is quite small for business growth and currently the information flow is as shown above
and supervises employees less while promoting the directors increased involvement in decision
making process.
Critical Analysis
Myself as the HR manager of this organization have advised the directors that since the business wants
to expand this structure is not suitable because employees will lack specific boss to report to which will
create confusion and power struggles between the directors, furthermore advising the sisters that flat
structure will tend to produce a lot of generalist but no specialist and the specific job function of
employees many not be clear. Also elaborating to the sisters that this structure may limit long term
growth because as the company will grow it will struggle to adopt this structure unless the company
divides into smaller more manageable units since the decision making power is concentrated in the top
layer of management .
On further analysis by me as the HRM officer of Officio company I have found out the roles and
responsibilities of the existing employees and directors in the current structure . (ICNZ learning
resource NZQA, 2013)
Laura (Director) - she has a degree in design and interior decorating, with 5 years of experience
and has a high skill and competency to do individual task and duties that gives Laura independent job
Laura
Director
Friend
Director
Receptionist
Emily
Director
Cabinet 1 Cabinet 2Cabinet
3
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
3/72
Sunil.N #168
pg. 3
role. She designs office layout, various designs of furniture, internal coloring scheme and office
layout, loves travelling as well and is passionate about what she does and each sister have skills and
competencies that allows them to have individual and duties
Emily (Director) she
has a degree in architecture, with 5 years of experience and has a high skill
and competency to do individual task and duties that gives Emily independent job role .She does
advanced drawings with full dimensions and specifications for the cabinets with best possible color
schemes she also loves travelling and is passionate about what she does and each sister have skills and
competencies that allows then to have individual task and duties.
Friend /Director is an investor and she does not want to be involved in the daily operations and
wants to provide financial and strategic guidance . She is also hard working and passionate worker.
Receptionists - she is a part time hard working employee with 15 years of experience with no formal
qualifications and is also very hard working and dedicated staff.
Cabinet Maker sets up and operates variety of wood making machines and uses various hand tools
to fabricate and repair wooden cabinet and high grade furniture .Matches materials for color , grain ,or
texture and also marks and outlines dimensions of parts on paper according to drawing specifications.
(B) Proposed Organizational Structure for Officio
Figure 2
Roles & Responsibilities
Directors
OpearationalManager
Sales &
MarketingManager
Assistant sales
rep
Information
Technology
Manager
IT Assistant
ReceptionistSuppliers/cabinetmakers
Finance
&Accounting
Manager
Assistant F&A
Sunil HRM
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
4/72
Sunil.N #168
pg. 4
Directors now the directors can assess the overall direction and strategy of the business and focus
on strategic functions in providing the vision, mission and goals of the organizations. Laura she has a
degree in design and interior decorating, with 5 years of experience and has a high skill and
competency to do individual task and duties that gives Laura independent job role. She designs officelayout, various designs of furniture, internal coloring scheme and office layout, loves travelling as well
and is passionate about what she does and each sister have skills and competencies that allows them to
have individual and duties Emily shehas a degree in architecture, with 5 years of experience and has a
high skill and competency to do individual task and duties that gives Emily independent job role .She
does advanced drawings with full dimensions and specifications for the cabinets with best possible
color schemes she also loves travelling and is passionate about what she does and each sister have skills
and competencies that allows then to have individual task and duties. Friend who is also an investor
and she does not want to be involved in the daily operations and wants to provide financial and
strategic guidance . She is also hard working and passionate worker. (ICNZ learning resource NZQA,
2013)
(B)Analysis Recommendation
The above structure which I have proposed is functional structure and is the foundation of standard of
procedures and is well defined structure for Officio for work efficiency and beneficial to the sisters to
achieve its goals and objectives efficiently. Further advising the sisters about the above structure stating
that nowadays our Company has to be very competitive , productive , efficient and dynamic for us togrow hence this structure has all these what we need for Officio. I have also advised the sisters that in
order to fulfil customer requirements, market demand and self-survival it is very necessary for Officio
to define itsstructurehence I have proposed the above production operation structure to them. I as
HRM Officer keeping in mind that that the above structure provides division of labor and the main
activities that need to be performed are grouped and keeping in mind that employees need to perform
specialized set of task therefore the following vacancies are in relation to job description and job
specification, roles and responsibilities are advertised on, Officio company website, face book,
LinkedIn and trade me. I have set the job description and job specification as per the companys
requirement. (ICNZ learning resource NZQA, 2013)
(C) Operations Manager (Full Time Permanent)
Improve the management systems, process and polices in support of the organization mission,
support better management and information flow.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
5/72
Sunil.N #168
pg. 5
Manage and support the effectiveness and efficiency of support service such as HR, IT, Finance
as well as coordination and communication between support and business functions.
Play a significant long term planning including a geared towards operational operation.
Development of individual program budget Payroll management, inclusion of tabulated employee benefit
Organization of fiscal documents and logistics and suppliers advisory
Regular meeting with Directors and fiscal planning
Supervise and coach all departments on daily basis and encourage team building and
coordination.
Information technology skill
Education and Experience
A degree in business management and operations management with 4 years of experience in
relevant field
Knowledge of business management principles and practice.
Knowledge of financial accounting and principles and practices
Knowledge in project management and practice
Knowledge in human resource management principles and practice and information technology
skills.
Key Competencies
Critical thinking and problem solving
Planning an organizing
Communication skills and persuasiveness
Delegation
Teamwork
Conflict management
Stress tolerance
(total jobs , 2015)
Human Resource (FullTime Permanent)- I have been chosen the HRM Officer by Office
Directors Laura & Emily and my job description and job specification and roles and responsibilities are
as follows:
Summary
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
6/72
Sunil.N #168
pg. 6
Develops policy and coordinates human resource activities such as employment, activities such as
employment, compensation, labor relations, benefits, trainings, team building, coaching, health and
safety and Disciplinary issues and undermentioned below:
Duties and responsibilities-My duties and responsibilities for Officio are as follows:
Recruit interviews, tests and select employees to fill vacant positions.
Develop and maintain human resource systems that meets top management information needs.
Plan and conduct new employee orientation to foster positive attitude towards Company goals
Identify legal requirements human resource functions and ensure policies, procedures, and
reporting are in compliance and companies legislation and practiced.
Keep track record of performance appraisals, transfers, performance reviews, and termination s
and employee statistics.
Design a book for standard operating procedures to be followed after the restructuring of
departments and company structure, such as departmentalization.
Coordinate management training, interviewing, hiring, terminations, promotions, safety review
and sexual harassment.
Advise directors in appropriate resolution of employee relation issues and respond to inquiries
regarding policies, procedures and programs.
Budget preparation for human resource management and operations.
Represent organizational personal related hearing and organizational investigations.
Contracts without side suppliers to provide employee service contract and research firms
background.
Maintain staff wellness programs, employee workshops on health and safety and training.
Education and Experience
Bachelors degree in Management with relevant 4 years industry experience.
Master in HR or related field preferred.
Industrial certification ISO standards.
Strong knowledge in MS Office including MS outlook , word and excel (total jobs , 2015)
Sales and Marketing Manager (Full Time Permanent)
Duties and responsibilities
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
7/72
Sunil.N #168
pg. 7
Over roll marketing strategy and execution of plans for the existing products.
Researching and evaluating new products opportunities, demand for building potential products
and customer insight needs.
Product development teams and managing new product in the market and managing launch fornew products in the market
Ensuring quality brand marketing including marketing responsibilities and advertising
Analysis of marketing reports sales analysis.
Education and experience
Degree in sales and marketing and 03 years of relevance sales background experience
Excellent written and verbal communication skills
ability to act on own
Ability to work alone and keep records up-to-date and professional approach.
Strong knowledge in MS office. (total jobs , 2015)
Assistant Sales and marketing
Duties and responsibilities
Writing reports and analyzing questions an assisting the sales and marketing team.
Helping in organizing market analysis and research
Visiting customer and building sales network and promotional activities (target jobs , 2015)
Education Experience
Level 7 sales and marketing education with 2 years of sales and marketing experience.
Excellent written and verbal communication skills.
Must be a team player and with a good personality.
Ability to work under minimal supervision and well in MS- Office.
Finance & Accounting Manager (Full Time Permanent)
Duties and Responsibilities
Be a finance team leader in managing financial performance and developing skills.
Manage the accounting system, planning, controlling and prioritizing activities.
Manage balance , account reconciliation systems and process , and manage data entry of
financial systems
Support and review chart of accounts and company financial statements.
Budget planning for the company departments and operational budget.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
8/72
Sunil.N #168
pg. 8
Education and Experience
Accounting and finance background with minimum 4 years of experience and be a part of
accounting body. Experience in detailed accounting & finance reconciliations
Good communication skills and team builder
Good process skills with Strong Knowledge in MS office. (total jobs , 2015)
Assistant Finance and Accounting Manager
Duties and Responsibilities.
Managing daily cash and daily transactions ,
Arranging financial audits and reviews as required.
Payment of invoices and fees as required or otherwise instructed.
Managing payroll and complete tax filing and dealing with matters relating to IRD.
Maintaining the accounting system
Education and Experience
Level 7 education with finance and accounting with 1 year of experience.
Strong verbal and communication skills.
Computer literacy including advanced proficiency with Microsoft office and experience with
standard accounting packages.
Receptionist /personal Assistant (Part Time)
Roles and responsibilities
Receive, direct and relay telephone messages.
Pickup and deliver mail
Maintain general filing systems and filling correspondence
Maintain adequate inventory of office supplies
Respond to public enquiries
Provide word processing and secretarial report (select answering , 2015)
Education and experience
Office administration
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
9/72
Sunil.N #168
pg. 9
And understanding of current legislation policies and procedures
Computer skills and ability to do MS Office Skills
Effective, verbal, communication and listening skills.
(resource.workable, 2015)
Suppliers-(Independent Contractors) -There is a huge need for Officio to have its suppliers for the
materials required for furniture since a supplier provides all the materials and service needed for
making furniture and cabinets and gives a diverse range of roles duties and skills and the duties vary
according to the project undertaken. They need to be efficient and reliable and thus have a great
relationship with the clients .Suppliers chosen by Officio need to be of great quality and need to meet
selective deadlines to supply on timely manner with furnished product. Hence I have decided that
suppliers will be independent contractors therefore the following requirements will be needed to meet
the satisfactory delivery standard of Officio. (petterson, 2015)
Roles and responsibilities
Document and process accuracy Discrepancies in actual versus documented order quantities,
product specifications, promise dates and pricing.
Supply chain responsiveness inbound delays and shortages of materials, on production
schedules has to be discussed and planned.
Continuous communication , there has to be supply chain responsiveness depending of frequent
communication between suppliers and Officio
Perfect order delivery Office cant afford persistent shortages, errors and defects they look for
zero defects and 100 % time rate.
Vendor management inventory systems easy to be incorporated with Officios systems.
Coordinated continuous improvement and improving supplier performance
Requirements
Reputation and good name in supply industry with at least 5 customer reference.
Establishment and license of business operation for cabinet and furniture maker.
Reviewed supplier history including any information on manufacturing reliability
Supplier shall ensure that all members of supply chain are complaint to New Zealand standards.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
10/72
Sunil.N #168
pg. 10
Supplier should provide Officio with raw, material test reports / certification results and defined
by product specification under NZ standards. (utc.com, 2015)
Information Technology Manager (Full Time Permanent ) I as the HRM of Officio have decided
that the company also needs to be up to date with information and technology required for the
company to grow , all the softwares , database man agent needs to be up to date and current and
efficient networks systems. The IT manager needs to do strategic IT planning and development and
maintenance of Strategic plans therefore the following vacancy is created and advertised.
Roles and responsibilities
Provide ICT technology infrastructure for the Organization
Contribute to organizational IT policy regarding quality standards and strategic planning
Responsible for purchase of hardware and software for the company
Maintain organizational effectiveness and efficiency by defining , delivering and
supporting strategic plans for implementing information technologies
Recommends information technology strategies policies and procedures by evaluating
organizational outcomes, identifying problems, evaluating trends and anticipating
requirements.
Education and Experience
Technical management , technical understanding , data center management knowledge
Degree in information systems or computer engineering with 4 years of skills and knowledge
Optional product or certification knowledge Internet, software, security certification. (study.com, 2014)
IT Assistant
Roles and Responsibilities
Perform task as directed by IT manager.
Assist the IT manager in deploying , monitoring , maintenance , development and upgrade of
IT systems
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
11/72
Sunil.N #168
pg. 11
Assist in maintain servers, security solutions, network hardware and equipment.
Work with IT manager to develop strategies, improve effectiveness and foster innovation.
Education and Experience
Level 7 education in computer science or equivalent experience. Experience in project and organizational management.
Excellent problem solving and communication skills.
Employees (Causal /Trainee/Part-timers) are team players that ensure the given task is done in
time correctly and efficiently. They ensure that they perform according to the missions, goals and
objectives and expectations of the organization. Employees also fulfil the responsibility by
contributing to decision making and problem solving and participating in organizational goals, hence
employee are the greatest asset of a company in making the company valued and more profitable and is
will be always valued by Office hence they need to have adequate skills knowledge and competencies .
(D) Gap Analysis of Human Resource for Officio
Functions
Within an
Organization
Current
Competencies
skills and
capabilities
Deficiency Essential
Necessary
Desired
Action plan
Director Laura /
Emily
-Laura has degree in
design and interiordecorating
-Emily has degree
in architecture and
both have passion
for high quality
Workload
Stress ,Unplanned at times
N
E
-Now its planned
Able to meet theobjectives and
vision of the
organization
-Need to make
more constructive
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
12/72
Sunil.N #168
pg. 12
products and
travelling.
N
N
decision for the
company
-Need more time for
making companystrategies
-Need to focus more
on mission , vision
and goals
Human Resource
Manager (Sunil )
Degree in human
resource
HR management the
functionality such
as recruiting people,
training them,
performance
appraisals,
motivatingemployees as well
as workplace
communication,
workplace safety
and training will be
given by the HRM.
Well planned
,organized
Policies and
procedures
Legislative acts
Induction form and
best practices
Health and safety
OHS are to be putinto practice
N
N
N
N
N
N
-Need to design
induction forms
-Need for Briefing
-Need to Training
and development
-Need to Organize
and recruit.
- Need to design
rules and regulationfor standard
operating
procedures -
Controlling
employees
-Selection of leaders
-Need to maintain
staff wellness
programs, employee
workshops on health
and safety and
training.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
13/72
Sunil.N #168
pg. 13
N
-Need to advise
directors in
appropriate
resolution ofemployee relation
issues and respond
to inquiries
regarding policies,
procedures and
programs.
Operational
Manager
Operations
Manager 4 years
of experience ,
level 8 business
management
- Knowledge in
human resource
managementprinciples and
practice and
information
technology skills.
-Not Improved
management
systems, process
and polices in
support of the
organization
mission, support
better managementand information
flow.
-not a significant
long term planning
including a geared
towards operational
operation.
E
N
N
N
-Need to play a
significant long term
planning including a
geared towards
operational
operation.
-Need to
development ofindividual program
budget
-need for Payroll
management,
inclusion of
tabulated employee
benefit
-need to Organize of
fiscal documents
and logistics and
suppliers advisory
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
14/72
Sunil.N #168
pg. 14
N
Regular meeting
with Directors and
fiscal planning
-Need to superviseand coach all
departments on
daily basis and
encourage team
building and
coordination.
Sales and
marketing
Manager
-Degree in sales and
marketing and 03
years of relevance
sales background
experience
-Excellent written
and verbal
communicationskills
-Meet sales target
and supervise sales ,
meet and greet and
build new clients
- theirs no product
development teams
and managing new
product in the
market and
managing launch
for new products in
the market
E
N
E
-Need for product
development teams
and managing new
product in the
market and
managing launch for
new products in the
market
-A need for ensuring
quality brand
marketing including
marketing
responsibilities and
advertising
-Need for analysis
of marketing reports
sales analysis.
Assistant sales
and marketing
-Level 7 sales and
marketing education
with 2 years of sales
-needs helping in
organizing market
E -Writing reports and
analyzing questions
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
15/72
Sunil.N #168
pg. 15
and marketing
experience.
-Excellent written
and verbalcommunication
skills.
-Must be a team
player and with a
good personality.
-Ability to work
under minimal
supervision and
well in MS- Office.
analysis and
research.
-Needs reports and
analyzing questionsan assisting the
sales and marketing
team.
N
E
an assisting the sales
and marketing team.
-Helping in
organizing marketanalysis and
research
-Visiting customer
and building sales
network and
promotional
activities
Suppliers
Independent
Contractor
- Reputation and
good name in
supply industry with
at least 5 customer
reference.-Establishment and
license of business
operation for
cabinet and
furniture maker.
- Reviewed supplier
history including
any information on
manufacturing
reliability
-Supplier shall
ensure that all
members of supply
No Vendor
management
inventory systems
easy to be
incorporated withOfficios systems.
- no document and
process accuracy
for suppliers
N
N
-Nee for Supply
chain
responsiveness
inbound delays and
shortages ofmaterials, on
production
schedules has to be
discussed and
planned.
-Need for
Continuous
communication ,
there has to be
supply chain
responsiveness
depending of
frequent
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
16/72
Sunil.N #168
pg. 16
chain are complaint
to New Zealand
standards.
-Supplier shouldprovide Officio with
raw, material test
reports /
certification results
and defined by
product
specification under
NZ standards.
N
N
N
communication
between suppliers
and Officio
-Need for Perfectorder delivery
Office cant afford
persistent shortages,
errors and defects
they look for zero
defects and 100 %
time rate.
-Need for Vendor
management
inventory systems
easy to be
incorporated with
Officios systems.
-need to Coordinate
continuousimprovement and
improving supplier
performance
Information
Technology
Manager
-Degree in
information systems
or computer
engineering with 4
years of skills and
knowledge
-No
organizational
effectiveness and
efficiency by
defining ,
delivering and
supporting
strategic plans for
implementing
N -Need to maintain
organizational
effectiveness and
efficiency by
defining , delivering
and supporting
strategic plans for
implementing
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
17/72
Sunil.N #168
pg. 17
information
technologies
-No ICT
technologyinfrastructure for
the Organization
N
information
technologies
-needs
recommendation forinformation
technology
strategies policies
and procedures by
evaluating
organizational
outcomes,
identifying
problems,
evaluating trends
and anticipating
requirements.
IT Assistant -Level 7 education
in computer scienceor equivalent
experience.
-Experience in
project and
organizational
management.
-Excellent problem
solving and
communication
skills.
-Needs to perform
task as directed byIT manager.
- need to work with
IT manager to
develop strategies,
improve
effectiveness and
foster innovation.
N
E
E
-Perform task as
directed by ITmanager.
-Assist the IT
manager in
deploying ,
monitoring ,
maintenance ,
development and
upgrade of IT
systems
--Perform task as
directed by IT
manager.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
18/72
Sunil.N #168
pg. 18
-Work with IT
manager to develop
strategies, improve
effectiveness andfoster innovation.
Reception/admin
istration
-15 years of
experience
-Office
administration
And understanding
of current
legislation policies
and procedures
-Computer skills
and ability to do MS
Office Skills
-Multitasking and
workload
-No Maintenance
of inventory of
office supplies
No Responsiveness
to public enquiries
D
E
D
- Receive, direct and
relay telephone
messages.
-need to Pick up and
deliver mail
-Maintain general
filing systems and
filling
correspondence
Finance &
accounting
Manager
-A degree in
accounting with
minimum 4 years of
experience and be a
part of accounting
body
-No finance team
leader in managing
financial
performance and
developing skills.
-No accounting
policy and
procedures
-No accounting
record keeping
system
N
N
N
-Need to manage the
accounting system,
planning,
controlling and
prioritizing
activities.
-Need to manage
balance , account
reconciliation
systems and process
, and manage data
entry of financial
systems
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
19/72
Sunil.N #168
pg. 19
N
-Need to support
and review chart of
accounts and
company financialstatements.
-Need for budget
planning for the
company
departments and
operational budget.
Assistant
Finance and
Accounting
-Level 7 education
with finance and
accounting with 1
year of experience.
-Strong verbal and
communication
skills.
-Computer literacy
including advancedproficiency with
Microsoft office and
experience with
standard accounting
packages.
Needs to manage
daily cash and daily
transactions.
-Need to arrange
financial audits and
reviews as
required.
N
N
N
N
-Managing daily
cash and daily
transactions ,
-Arranging financial
audits and reviews
as required.
-Payment of
invoices and fees as
required orotherwise instructed.
-Managing payroll
and complete tax
filing and dealing
with matters relating
to IRD.
-Maintaining the
accounting system
Findings of Gap Analysis
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
20/72
Sunil.N #168
pg. 20
After my gap analysis as a HRM officer of the above table is really important for Officio because it
will help in creating action plan and how it will be executed since a particular goals are written and
will be followed with time line and this will help in becoming the vision Reality for Officio. Each task
is broken down by me and every task is manageable undertaking therefore each employee will not beoverwhelmed by the by the work assigned to them .For Officio its a like a to do list which that
concentrates on accomplishing the goals .Finally it will help Officio to comprehend what tasks are
needed in accomplishing the companys goals and it gives the clarity for the resources that is need for
the company to accomplish our goal.
Task2 Outcome 2
Question 1 (a)
Now that the Human requirements for Officio is established its my job as HRM officer of this
company is to document employer legislation and employer obligations for the directors of Officio. It
will provide the legal policy and frame work that are necessary for Officio for sustainable natural and
principles of natural justice process for employee to work freely and without any fear in the
organization to make it a successful and more productive place for all the employees as well as the
employers. In addition the framework law would establish responsibilities for carrying out the activities
related to employer and employee legislation in New Zealand .These could include but not limited to:
All the employees for Officio are entitled for the legislation act and as per the act all employees are to
be paid according to the act and the Employment relation agreement. For independent contractor
Independent contractor agreement its not an employment agreement but it allows the contractor to
control how and when the work is done and whether profit or loss is uncounted and the contractor
usually gives the materials and tools required to perform the given task. The contractor is responsible
for payment of their own taxes ACC and insurance and own transport thus is the for Officio its the
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
21/72
Sunil.N #168
pg. 21
suppliers whose the independent contractor. Below is the set of legislation that all employees of Officio
are entitled to:
(a)The legislation employment of staff of Officio includes , wages act ,equal pay ,holiday and leave
hours of work , leave pay ,health and safety provisions ,equal employment opportunities , training ,ACC , PAYE, Human rights , work environments and employee rights obligations. (nz legislation,
2015)
(i)Wages act 1983 - according to this act which is employment relations act, according to this any
employee whose aged 16 years or above has the eligibility to qualify for normal rate that is $14.75
before tax and for any employee whose is trainee has the eligibility to be paid $11.80 before tax. (NZ
legislation, 2015)
(ii) Equal pay under this act the is no difference nor any discrimination in pay regardless of gender
, male or female employee , also in the rates of remuneration of males and females pain in employment
. All the employee are to be treat fair and equal in the 1972 act. (NZ legislation, 2015)
(iii) Hours of work under this act health and safety act 1992 , employer has to take all practicable
steps to ensure an employee is healthy and safe in the work place hence this includes checking that
the employee does not work hours that may put their health or safety as risk .It sets out a maximum of
40 hours a week Monday to Friday with 30-60 minutes of lunch break .Other employment that require
night duty designated shifts has to be assigned accordingly since New Zealand work culture is
dedicated in maintaining a healthy work life balance . (NZ legislation, 2015)(iv)Health and safety provisions under this act employees are primarily ensured to provide safety
measures and promote the health and welfare of the workers employed in factories or at workplace .The
employer needs to promote healthy working environment (NZ legislation, 2015)
(v)Equal employment opportunities under this act employees need to comply with number of acts
to ensure fair and equal treatment, feel safe at work environment and are not discriminated or harassed.
(NZ Legislation, 2015)
(vii)Holiday and leave Annual leave all works to get paid 4 weeks annual holidays hence this is
exclusive to public holidays and sick leaves secondly Public holidays when it falls on your working
day or days employees have the right to get a paid day off regardless of how long the worker has been
working and if agreed to work should get time and half and a day in lieu ,thirdly sick leave all
employee are entitled to get 5 days paid sick leave each year and are to be reimbursed for the medical
certificate given .Bereavement leave , once a worker has worked for 6 months completely he or she is
liable to get 3 fully paid days offs of for immediate death in family or close family member .Parental
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
22/72
Sunil.N #168
pg. 22
leave for staff members who have worked for more than 16 weeks of government paid parental leave
and those who have worked for more than a year can get 52 weeks of paid parental leave . (NZ
legislation, 2015)
Human rights act 1993- protects from unlawful discrimination such as in employment interviews
while recruitment of fair, equal grounds and to ensure employees that fair and equal employment and
pre-employment practices are in workplace, no racism at work place or ill treatment at workplace or
due to other medical issues. (NZ legislation, 2015)
Employment relations actis to promote good employment relationships, good faith and to promote
good employment relationship, in unions or freedom of association and the 2007 amendment act gives
employees the right to ask for flexible working arrangement.
Immigration Act 1995 is when the employer knowingly employ someone who has no legally
entitled to work in New Zealand without a work permit. (NZ legislation, 2015)
Privacy Act under this act whatever employee information is collected and stored and sources of
personal information and who has access to it has to be accurate information ,keeping the
information safely and no disclosure or personal information has to be restricted in workplace it has to
be kept confidentially by the company or the employer . (NZ legislation, 2015)
(vi)Training under health and safety act 1992 employers are to be made sure that all employees are
properly trained to operate PPE and to maintain and develop skills standards and encourage and
improve industry training and further more encourage and help people to take up and completeapprenticeship training.
(vii)ACC- is responsible for giving financial compensation Act 1972 ,supports citizen , temporary
visitors and residents who have suffered personal injuries .It is a sole compulsory provider of
accidents insurance in New Zealand for all work and non-work injuries. Its a scheme on o fault basis
hence anyone who is injured in which way they incurred the injury has coverage under the scheme and
this scheme gives a range of entitlement to injured people . (employment govt , 2015)
(viii)PAYE-pay as you earn is a tax deducted by the employer from employees salary or wages in NZ
and paid to IRD on their behalf which includes ACC and income tax levies (New Zealand legislation ,
2015)
(ix)Hazards and Hazardous substances act 1996 under this act is to protect the environment and
the health and safety of people and communities by preventing or managing the adverse effects of
hazardous substance and new organisms (New Zealand legislation , 2015)
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
23/72
Sunil.N #168
pg. 23
(x)Work environment- under this act all the employers should be aware to take all practicable steps in
order to maintain safety of employees whilst at work and to provide and maintain healthy work
environment .Also to ensure employees that use plant are in proper work conditions and well
maintained and to see if employees at work are not exposed to hazards from any work environments(New Zealand legislation , 2015)
(b) Legal requirement that the directors must be aware of different employment agreements as
stated below by me for Officio and how it is to be negotiated:
Employment agreement is an official document that the employee and the employer enter into good
faith under Employment Relations Act is states that means a contract of services and it follows the
undermentioned
(a)Collective agreement is a set of procedures for negotiating a collective agreement and these must
be compiled with by all parties such as the management and the union representative .The main
motive is to establish or renew a collective employment agreement which must be followed using some
protocols and legal requirements. The agreement is a result of negation between employees and the
union representative based upon whatever has been discussed on the issues related to work
environment. The issue is than carried forward by the union representative to the management for
negotiation and good faith must prevail in bargaining for collective agreement and some legallegislation are to be followed:
Identify who is covered by the agreement
The use of simple language to discuss or to sort out any future employment relations
issues.
A clause must be included as to how the agreement can be changed
Inclusion of expiry date (conclusion date).
Consideration and responded to proposals made by each party To include a clause that complies with the holiday act 2003 requirement for employees
to be paid time and half for working on public holidays . (employement govt , 2015)
Hence after the collective agreement has been done between both the parties an
agreement copy must be sent to the respective Ministries for updates.
Individual employment agreement is written legal agreement between the employer and employee
which states the terms and conditions of work requirements by the employer or the organization .It
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
24/72
Sunil.N #168
pg. 24
consists of working hours , wages , working conditions , rules and regulations of the company ,
holidays pays , and collective benefits at large .The employment agreement protects the rights of the
employee as well as the employer and gives the employee an overview about the legislative
requirements by the company and a clear overview about how the company operates its daily routineand the protects the rights of the employees if any promises are made it has to be fulfilled in duration
of time as per contract which includes , remuneration , leave pays and holiday pays and furthermore
also helps the employer to discipline the employee in there is a breach of contract . (employement
relations , 2015)
Contracts for services is the step taken by a private contractor who is self-employed may require
the services of extra man power therefore if he hires extra people the contractor or the employer is
liable to take all the practicable measures to ensure the health and safety of the employee
(employement relations , 2015).
Fixed/Short Term Agreement -In certain cases you and your employer can agree to have a fixed-term
employment agreement that is, one that will end on a specific expiry date or when a specific event
occurs or when a specific project is completed.
A fixed-term agreement is allowed only if:
Theres a genuine reason, based on reasonable grounds, for having a fixed term (for example if
youre filling in for a permanent employee whos on leave), and The employer tells you the reason before employing you and tells you how and when your
employment will end (employement relations , 2015).
Names of both the parties should be stated evidently in the contract. ("Employment Relations,"
n.d.) both to the employee and in the contract.
Casual agreements its with casual work arrangement hence there is no obligations on the employer
to provide work nor there is an obligation on the employee to accept work offered (employement
relations , 2015).
Permanent Full or Part Time agreement the employees are on a full time or part time basis and are
most common employment agreement which will contain notice period which states that employer can
terminate the employment on so much of notice and an employer can give notice at any time with
reason but be it part time or full time notice has to be given on proper reasoning (employement
relations , 2015).
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
25/72
Sunil.N #168
pg. 25
90 days trial period is a probation period employment and the employee can be dismissed with in the
trial period without the ability to bring personal grievances and other grounds can be claimed such as
discrimination or racial issues. (NZ legislation, 2015)
Trail period its not an agreement but its used in a workforce for any number of employees and
hence the employee can be dismissed at the end of the period.
(c) Obligations for the Provision of Information and Advice to Employees that Meet the
Requirements of the Employment Relations Act
Evaluation of HRM Employee Rates to Meet Officios Needs
Position Full time
or part
time
Hourly rate
/base salary
HRM Action Others
Operations
Manager
Full Time
Permanent
Base salary of
$80K
To be recruited Contract basis
Yearly
Sales
Manager
Full time
Permanent
Hourly rate of
$18.00 and
therefore to be
reviewed every
6 months
To be recruited Contract basis yearly
Assistant
sales and
marketing
Casual part
time
$14.75 hourly
rate
To be recruited Yearly basis contract
Finance
&Accounting
Full time
Permanent
Base salary of
$65k
To be recruited Contract basis yearly
Assistance
Finance
&Accounting
Casual part
time
$14.75 hourly
rate
To be recruited Contract yearly basis
HRM Full time
permanent
Base salary of
$85K
Recruited Contract basis yearly
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
26/72
Sunil.N #168
pg. 26
Information
Technology
Manager
Full time
permanent
Hourly rate of
$22.00 and
therefore subject
for renewalevery months
To be recruited Contract basis yearly
IT Assistant Casual Part
Time
$14.75 hourly
rate
To be recruited Contract yearly basis
Receptionist Part-time
Casual
$18.00 hourly To be recruited Contract basis yearly
Independent
Contractor
Full time Based on terms
on conditions of
the agreement ,
Agreement to be
revised very 2
years.
Outsourced Contracted subject to
change
It is imperative to disclose the information in a correct and timely manner as per the Employment
Relations Act, 2000 ("Employment Relations," n.d.) by Officio. Being the Human Resource manager at
officio, I would recommend it to the directors that:-
1. They need to sign a written work agreement with every prospective employee on behalf of their
company, Officio.
2. If they are moving ahead with a collective agreement with the prospective employee, then it must
contain the details of joining date along with the contact details of both the parties.
3. The directors should clearly state it to the employee that he/she is free to consult an attorney or
an individual they rely upon to discuss and understand the employment terms and conditions
before moving ahead with the agreement and should be provided with a realistic timeline for the
same.
4. If they are moving ahead with a fixed term and /or casual agreement with the prospective
employee, then it must contain all the data related legislative constraints and those should be
informed to the employee as well.
5. On behalf of the company, the directors need to clarify the point of view of the employment and
negotiate the terms and conditions impartially.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
27/72
Sunil.N #168
pg. 27
6. Under this act, employees have the freedom to get associated with the union and the company
should provide the employees with the relevant details in advance.
7. The changes in the legislated related to the minimum wage rate must be kept in notice by the
directors so that they are able to pay their employees no less than that amount. The wage rateremains consistent if the hired employee has less load of responsibilities to perform or works for
a set of hours Officio.
8. The staff are entitled to get annual holiday leave and wages as per their wage rate in contract by
the company; except in the scenario wherein the employment agreement between the two parties
states the constraints. Payment for public holidays which occur on their day of work needs to be
done and they are entitled to get pay and a half together with a day in lieu ie. an alternative for
the same.
9.
Employees should be given sick leave, bereavement leave and parental leave ("Employment
Relations," n.d.)
10.Employees must be given a mutually signed hard copy of agreement, be it an individual or
collective agreement. They should be hired if they are legally entitled to work in New Zealand.
Minimum wage rates apply to all employees whether full-time, part-time fixed-term, casual
employees, working from home and people paid totally or partly by commission or piece rates,
working from home and people paid totally or partly by commission or piece rates.
11.
Deductions made in the salary are subjected to a prior written consent given to the employees.12.Data should be maintained with respect to an employees time worked, payments, and holiday
and leave entitlements. Employers must consult with employees about proposed decisions which
could cause an adverse effect on the continuance of an employees engagement with the company.
13.Additionally, both the involved parties i.e. the employer and the employee need to conform to the
obligations underlined in the Privacy Act 1993. The employee should not breach the privacy of
any customer or client throughout in employment with Officio and the vice versa is also applicable
("Employment Relations Act for employers | Business.govt.nz," n.d.).
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
28/72
Sunil.N #168
pg. 28
(d) The following Principles of Natural justice are set for Officio and is Mandatory to follow by
any recruiting officer or manager during employment terms which are described by me for the
company are as follows and all these are documented Polices and procedure for the company
Personal Grievancesis a process if Officio has dismissed you unfairly or done something that the
employees think it is unjustified such as suspending or giving a written warning or demotion then it
follows undermentioned. All employee he/she has a personal grievance the employee must raise the
grievance with the employer by making the employer aware of the potential grievance that the
employee wants to have addressed , hence the employee must raise personnel grievance in 90 days
after the action complained of ,or the date the employee became aware of it , unless there are
exceptional circumstance .The employee should advise the Employer or HRM of the existence and
nature of the problem as soon as possible and that the employee wants something to be done about it as
soon as possible. (NZ Legislation , 2015)
Procedure all employment relationship problems including grievance, if the employment relationship
cannot be resolved by discussion between the employer and the employee, the either party may request
assistance from the Department of lab our who may provide mediation services for Officio and if the
problem is not resolved by mediation the employee may apply to the Employment Relations Authority
for Investigation and resolution.
(a)Unjustifiable dismissal - if the employer has not followed the correct procedure or did not gave
the genuine reason for employee dismissal under employment law the employee has the right to claim
of unfair or dismissal. The employment relation Act 2000 gives the employees the right to pursue a
personal grievances if they have unjustified dismissal, discrimination, sexual harassment, racial
harassment or duress. A written letter for personal grievances gives the foundation of the grievances
on which the claims will be written and dealt with throughout the ensuing process
(b)Dismissal or action to bring in dismissal against the employer the grievance has to be stated with
your employer and there is a time limit of 90 days to do this with the employer and cannot be taken to
employment relations authority unless its a serious matter .A written complaint is accepted and the
employer is made aware that you have alleged a personal grievance on the basis of dismissal or action
hence the nature of dismissal has to be stated stating the relevant facts and is recommended that
reasonable time frame is requested . (New Zealand legislation , 2015)
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
29/72
Sunil.N #168
pg. 29
(c ) Sexual or racial harassment an employee may have grievance of sexual harassment against his
or her employer such as directly or indirectly asks the employee for sex or sexual activity either
promising job beneficiary or otherwise or by the use of abusive language through words or visual
materials, physical behavior of sexual nature which will have negative effect on job performance or jobsatisfaction. (NZ Legislation, 2015)
(d)Discrimination an employee has personal grievance based on discrimination if an employer
discriminates an employee of, race, color, ethnic origin, sex. marital status ,age , disability ,religious
beliefs ,political opinion , employment status , sexual orientation or involvement in unions activities
.These can result in not giving the employee the same terms of employments or working conditions,
opportunities for training or fringe benefits .Also retirement or made to retire or to resign by the
employer . (NZ legislation, 2015)
(e)Disadvantaged is whereby the employees employment has been affected by some unjustifiable
action by the employer such as warning, suspension or unilateral variation. Warning by the employer
puts the employee on notice that he or she has not met the standards whether in terms of behavior or
work standards that are not met on deadlines therefore a warning may lessen an employees security of
job and if not given proper reasoning can be disadvantaged .Secondly suspension whereby the
employee is no longer allowed to come to work over a given period of time and this is based on the
terms and conditions of the employee contract. Suspension can only be justified if employer follows a
fair process such is why its given and on what ground its given. (NZ legislation, 2015) (f)Duress-is threat or violence or action used to force an employee to against his or her will. Under
health and safety act employee can bring in a claim to employment relations in breach of contract for an
unjustified dismissal because the employer fails to deal with workplace stress. Furthermore if the
employee claims is based on stress from workplace the authority will look at the work the employee
performs and assessment will be done on the job the employee is doing. Other factors is if the employee
is having personal problems and is not able to focus at jobs .Also is a doctor or spec list proves that an
individual is under stress at work then the matter can be taken to court for justice . (New Zealand
legislation , 2015)
Recommendations related to Personal Grievance Procedure of Officio
For employers: Being an HRM, I will represent employers incase they have received a notice from an
employee alleging a dispute or personal grievance.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
30/72
Sunil.N #168
pg. 30
For employees: I will act for employees who have commenced such proceedings (or are contemplating
such proceedings).
As an HR, I am aware that being able to recognize, understand and deal with workplace conflicts willkeep Officio both safe from personal grievance cases and decrease the impact disputes can have on
their business.
Being ready for conflicts before they happen is the best tactic and therefore theemployment agreement
at Officio should clearly outline the method related to handling the employee disputes. It is also
obliging to bringing thepolicies and procedures in place at Officio ("Resolving employment issues |
Business.govt.nz," n.d.).
Thus, Officio will give a written agreement of terms and conditions to all its employees clearly
outlining the policy and procedure under all the NZ legislation Act by their respective departments head
s and if any employee comes across any issues or matter they are most welcome to discuss with me or
any departmental supervisors.
Being consistent with the law, employees will be required to elevate the grievance either in written
form or as a verbal conversation with clarity to the management at Officio within 90 days of either the
date the incident took place, or when they first faced an incident to make them aware of it ("Resolving
employment issues | Business.govt.nz," n.d.).I would suggest it to the Directors that two approaches are present for resolving personal grievance case
before it becomes unsolvable and advances through internal dispute resolution or a mediation service
("Resolving employment issues | Business.govt.nz," n.d.).
a) In-house dispute resolution process
The first step towards resolution of a dispute is to set up a meeting with the concerned person (or
people). Professional advice is available to Officio, if needed by making a call to the Ministry of
Business, Innovation and Employments (MBIE) Resolution Services("Resolving employment issues |
Business.govt.nz," n.d).
At the time of meeting, I would encourage the directors to:-
Advice the employee to bring along a support person (like a friend or partner, a lawyer or a union
representative) during the discussion.
Invite Officios Lawyer or industry association representative for consultation.
http://www.business.govt.nz/staff-and-hr/hiring-an-employee/creating-an-employment-agreementhttp://www.business.govt.nz/staff-and-hr/employee-and-team-performance/resolving-employment-issueshttp://www.business.govt.nz/staff-and-hr/employee-and-team-performance/resolving-employment-issueshttp://www.business.govt.nz/staff-and-hr/hiring-an-employee/creating-an-employment-agreement -
7/24/2019 Manage Human Resources as a Manager in a Business Operation
31/72
Sunil.N #168
pg. 31
Prepare for this meeting beforehand by assigning time from their schedules and choosing the best
suitable time without rushing.
Maintaining privacy of the location of meeting.
Writing down detailed notes of the discussion and cross-sharing with the parties involved("Resolving employment issues | Business.govt.nz," n.d.)..
During the meeting:
Aiming to bring out the clarity so that a misunderstanding/ assumptions dont elevate the issue.
Having open conversation to understand the reason and clarity behind the circumstances
encountered by the employee and the company.
Finding out the need to external help required by the company.
If officio isnt able to resolve the issue internally, then seeking mediation will be the next step that
is to be followed("Resolving employment issues | Business.govt.nz," n.d.).
b) Mediation services
Because I regularly represent both sides (employers and employees) I am uniquely placed to give you a
balanced assessment of their case. Advocacy in the early stages of an employment issue usually
involves vigorous representation, negotiation and mediation. It is critical that the facts of your case and
the legal arguments supporting your view, are vigorously and concisely presented.Advocacy in the early stages of an employment issue usually involves vigorous representation,
negotiation and mediation.
It is critical that the facts of the case and the legal arguments supporting their view, are vigorously and
concisely presented. (NZ Legislation , 2015)
In negotiationsOfficio can instruct its employees to conduct all the negotiations on your behalf or you
may only want me to provide strategic back-up or letter-writing support for you to conduct the
negotiations.
Mediation services are available through an independent mediator or Ministry of Business Innovation
and Employment (MBIE) ("Resolving employment issues | Business.govt.nz," n.d.)..
It is important for the directors to understand that the Mediators are independent people who are
professionally trained to help parties resolve their conflicts and thus can help both the employer and the
employee identify and discuss the issues by either having a face to face or verbal conversation before
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
32/72
Sunil.N #168
pg. 32
they agree on a practical solution that meets both of their needs ("Resolving employment issues |
Business.govt.nz," n.d.).
At mediationOfficio need an advocate who can and will present a compelling case on employees
The prospects of obtaining an urgent mediation date The range of reasonable settlement outcomes for your employees case.
A qualified lawyer for the company is the best equipped and appropriately qualified advocate to
represent you from the very initial stages right through to a formal court hearing if that's what it takes.
(NZ Legislation, 2015)
c) The Authority of Employment Relations (ERA) in New Zealand.
The ERA is an independent body that makes determinations on employment relationship problems,
and personal grievances ("Resolving employment issues | Business.govt.nz," n.d.).
If the employee believes they have a personal grievance case against Officio and are not happy with
the resolution planned at Officio either internally or through mediation, then they can file their case
with the ERA("Resolving employment issues | Business.govt.nz," n.d.)..
Upon investigation, the ERA can:
Refer the matter for further mediation, if possibility exits.
Dismiss the case, if they find it appropriate. or else it can order Officio to:
reinstate the employee
pay them lost wages along with any appraisals suitable to them, if the same is applicable to
other company employees
pay compensation for the caused humiliation, loss of dignity and injury to feelings to the
employee.
Officio, in such a case could also be ordered to cover your employees costs, or vice versa, if cost
claims are lodged in wriing("Resolving employment issues | Business.govt.nz," n.d.).
.
d) CASE: Non-Agreement with the decision of ERA
If any of the party is unhappy with the decision detailed out by the ERA, both Officio and the
employee are entitled take their case to theEmployment Court of New Zealand.This will not act as
http://www.era.govt.nz/http://www.justice.govt.nz/courts/employment-courthttp://www.justice.govt.nz/courts/employment-courthttp://www.era.govt.nz/ -
7/24/2019 Manage Human Resources as a Manager in a Business Operation
33/72
Sunil.N #168
pg. 33
an appeal, rather it would be registered as a new case and a full judicial hearing will be
held("Resolving employment issues | Business.govt.nz," n.d.)..
Outcome 3
Question 1
An induction and ongoing training are imperative for providing help to the new employees to
comprehend their job and to accomplish well in the workplace. Both set the expectations for the
employment relationship ("Getting staff started - NZ Ministry of Business, Innovation and
Employment," n.d.). Being the current HRM at Officio, I have reviewed the given induction procedure
developed by Laura and Emily and I could infer as per my understanding that presently there is a good
scope for improvement in the best interest of the company although the directors had done a fair job
with their initial approach. This is because there are still few facts which are absent but are significant
enough to be discussed with the employees before/during the induction. First impressions last, so make
the first days on the job a positive experience ("Getting staff started - NZ Ministry of Business,
Innovation and Employment," n.d.)..Thus I have designed an Induction programme for Officio including the methods of induction,
approaches to welcome new employees to the company and prepare them for their new role. Induction
training should include development of theoretical and practical skills along with meeting interaction
needs that exist among the new employees hence the induction program me to will also include safety
training delivered to Officio employees before they are allowed to begin work at the company.
Officio Induction Procedure
a. General- The purpose of Officio is to support new employees during this period and help them
become fully integrated into the system as quickly as possible and explaining the companys
objectives background and mission and vision.
b. Departmental manager and supervisors- are to make sure that covering all items and topics in
the induction form is mandatory during the first 3 months is covered in a given time scale .Prior
to employment preparation for arrival for new employee is to be made in advance, e.g. desk ,
laptops
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
34/72
Sunil.N #168
pg. 34
c. Induction programs - relevant legislation to be explained ,prior work experience to be assessed,
explanation of the nature of new role , any adjustments to new roles such as employee disability
.Induction checklist proper information is imparted in sequential way as per based on the form
and all necessity items must be completed first dayd. HSE issues all the work safe and health and safety procedures evacuation to be explained and
proper PPE to be inducted at work place and best practices to be explained .=with companys
policies and procedures .
e. Discussion of pays regarding work hours , time and half pays, pay rates , training pays and
other company beneficial s.
f. Officio needs to make sure that employees know the proper reporting procedure in case of
accidents emergency or any work related issue and how to go about reporting it the process.
g.
Finally the HRM manager is to have the document signed by the new employee and the new
employee to be informed about his role in the company and all the necessary documentation are
filed and dated accordingly (NZ legislation, 2015)
Other Officio induction Requirements
Any legal requirement for example ISO standards in New Zealand.
Any regulatory requirements such as IRD numbers.
Introduction to terms and conditions for instance holiday entitlement or over time pays
A basic introduction to company and how the departmentalization is
A guided tour of the building with evacuation points and assembly area to be shown in case of
fire or and emergency
Employee car parks to be shown with security area.
Completion of government requirements
Setup payroll details
Introduction to key staff members such as director or CFO or supervisors for Office. Specific job role training for 3 weeks.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
35/72
Sunil.N #168
pg. 35
Best Practice
In order to fully benefit Officio and the employee, the induction program has to be planned in advance,
by me which includes a timetable to be prepared detailing the induction activities for a set period of
time such a week before hand for the new employee who is to join the company .It should include nameof staff who will conduct the induction and has to be circulated to everyone involved in the induction
process. It is also considered to assign a new buddy to every new starter so that the employee feels
comfortable when starting the new job and both of the gel well at work place such as having lunch
together during lunch break. Other best practices for Officio includes such as:
Building leadership and management qualities such as leadership has to be develop at every
level not just management and it is an important creative factor for productivity
Recommendation-to keep a track of how much money is spent on leadership and management
training .Get key indication from employee feedback survey.
Creating workplace culture by having positive relationship amongst the staff and employees is a
healthy practice at workplace .It gives motivation to people and makes them feel valued .hence
helps people to commit to the organization and take them go extra mile.
Recommendation:keep a track of staff turnover rate, the amount of sick leave taken, and the
time lost through injuries and employee feedbacks
Encouraging innovation and use of Technologysuch as encouraging staff to think new ways
or to get new ideas to improve existing services and to keep up to date with technologies and
plan themselves well.
Recommendation to keep a track of money spent on research and development and the staff
time spent on training on new technologies.
Investing in people and skill hencethis will make the employees more skilled more thinkingpower and less mistakes will arise at workplace with less supervision and more production at
workplace
Recommendation - to keep a track record of how much money is spent on training, the number
of hours per year / per training on each staff.
Organizing work, anorganized work will get the best out of its staff and technology thus
everyones contribution is valued and encouragement is there to share new ideas.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
36/72
Sunil.N #168
pg. 36
Recommendation- to keep a track record of down time, the time spent on customer complaints,
the cost of quality test and the costs of work defects.
Networking and collaborationalso increases productivity since new ideas are exchanged and
reduces cost and provides access to new technologies and creates the opportunity for thebusiness to grow.
Recommendation-to keep a track record of the relationship between suppliers and quality of
internal relationship amongst the departments. (ICNZ learning resource NZQA, 2013)
New Employee Preparation and Induction Form for Officio
1. New Employee Preparation Checklist
2.
Personal File Checklist Cover Sheet
3. Induction
4. Reference Material
5. Property
6. Training/Coaching Programme
New Employee Preparation Checklist for Officio
New Employee Name New Employee Role New Employee No. Process Owner
when completed
Three to four weeks ahead:
Advise work team.
Advise other work areas that need to know
Make appointments with other employees or senior members of staff
Book out own diary
Arrange for any training courses (if appropriate)
Arrange to meet Executive/Administrative Officer
Organise car parking (if appropriate)
Start preparing an induction programme
Completed, signed by process owner: ___________________________
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
37/72
Sunil.N #168
pg. 37
Two weeks ahead:
Check signed employment acceptance has been completed/returned
New employee details forms completed
Network access request arranged Arrange for desk, equipment and work area
Arrange for a buddy (if appropriate)
Organise work area
Organise telephone
Arrange for business cards, etc. (if appropriate)
Arrange for cell phone (if appropriate)
Arrange for laptop (if appropriate)
Completed, signed by process owner: ___________________________
One week ahead:
Prepare list of names of people and organisation chart, etc.
Prepare any location safety advice or hints (if appropriate)
Organise a temporary name tag (if appropriate)
Plan some work for them to do on day one
Completed, signed by process owner: ___________________________
The day before:
Send reminder to other employees
Set up desk with stationery and other essential items
Finalise the induction programme
Completed, signed by process owner: ___________________________Personal File Checklist Cover
Sheet
Name Position Employee No. Process Owner
Use this form to check that all details have been completed
when completed
Personnel file set up
Completed application form
Curriculum vitae
References provided with application for appointment
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
38/72
Sunil.N #168
pg. 38
Job description
Interview notes
Reference checks
Photocopy of drivers licence, signed by process owner as being the same photograph as newemployee (for identity and for employees whose duties involve driving). The passport identity page
is an option for identity.
Copies of any qualifications relevant to the position (the original must be sighted by and the copy
certified as a true record of the original)
Letter of offer and acceptance
Signed employment agreement as appropriate
Employee details form.
Signed Code of Conduct
Authority for payroll deductions
Responses to questions on pre-existing medical conditions
Completed tax forms
List of equipment issued (eg: ID cards, cell phone, etc)
Completed, signed by process owner: ___________________________
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
39/72
Sunil.N #168
pg. 39
INDUCTION
Plan for the induction: Determine how many meetings, where, and when. What are the aims of each? As
preparation read and edit the following.
Use the following checklists to ensure all necessary points are covered during the induction meetings.Meeting One
What are your key objectives for this meeting:
____________________________
____________________________
____________________________
Employee
signature
Completed
Process
Owner
signature
Completed
Health and Safety: Emergency exits, procedures; H&S
procedures; location for accident and near miss register.
Ensure new employee is able to find all facilities and
resources in the school (including staff toilets, emergency
collection areas, emergency alarm locations, printers,
storage ...)
Personnel procedures. Ensure new employee knows how
to locate these. Review each policy.
Pay procedures. Proved key forms; payroll contact; kiosk
training.
Procedure regarding personal phone calls
Procedure regarding doctor and dentist appointments in
office hours
Procedure regarding leave (annual, tangi, leave without
pay)
Procedure regarding calling in sick
Review new employees job description?
Ensure personal file checklist is complete
Check for understanding of critical areas covered in this
meeting
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
40/72
Sunil.N #168
pg. 40
Reference Material
The following reference material may be provided to the new staff member: Staff Handbook
Code of Conduct for Officio
Training/coaching programme during new employees first week
Training focus area Owner of
training
Signed off as
completed by
employee
Signed off as
completed by
owner of training
(my business, 2015)
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
41/72
Sunil.N #168
pg. 41
Question 3 .2
Staff Performance Evaluation Procedure for Officio is also done by me now that the induction
procedure is complete the following steps will be carried out by me for the company in order tocomplete the staff evaluation procedure .
Even though the performance appraisal system developed by the directors is theoretically sound and
includes all basic features of a good appraisal system yet there needs to be some changes that should be
made as per my consideration as an HRM at Officio.
The staff performance will be based on the criteria below and the procedure and principles used to
evaluate the employees.
1.
Develop an evaluation form
2. Identify performance measures
3. Set guidelines for feedbacks
4. Set an evaluation schedule.
Staff performance Evaluation Procedure 360 degrees method 1 (consistent with the given system
created by the directors with additions)
I has the HRM officer have evaluated an evaluation procedure to be followed using 360 degreesfeedback
Annual review required by supervisors to conduct annual review with all the employees that
work for Officio, and should be completed by March 31 of new calendar year.
Setting a review appointment whereby employees will be informed approximately two weeks in
advance of their intention of review his / her performance and a day and time will be scheduled
for the review.
Employee self-assessment is compulsory for all Officio employee to complete a self-
assessment prior to supervisors evaluation ,if any issues discuss with me
Performance review document will be completed by supervisors and will be posted on Officio
website and the form has to be completed by all employees and departmental supervisors are to
review and sign prior to actual review taking place
The performance meeting is to be confidential to out the employees of Officio at ease and
review ratings and encouragement to comment on past performance and future goals.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
42/72
Sunil.N #168
pg. 42
Closing the review all employees should sign the review form and it will indicate that all
employee have read and understood with its contents. (Education Human resource , 2015)
Recommendation for Evaluation Procedure.The will be used by Officio management to review discuss employees performance and it gives
managers the chance to recognize employees who performed well during the evaluated period hence it
gives employees for their achievement and builds their morale and thus employee with high morale are
more productive and will enable Officio to measure behaviors and competencies and leader ship
effectiveness. (360 degree feedback , 2015)
Staff performance Evaluation Procedure self-assessment (self-appraisal) method 2
Another method chosen by Officio is self-appraisal whereby the employees will be responsible for
reporting on their success or failure and the steps taken by employees would be to:
Remind the departmental manager , supervisor or me of their development accomplishment or
challenges under taken
Identification of discrepancies between the employee and the managers or the supervisors view
of performance
Recommendation
a.
The employee has to share his or her brilliance of success at Officio
b. Share knowledge of what he or she has learnt at officio such as skills
c. Share challenges overcome during work period at Officio (halogens software , 2015)
Develop an evaluation form performance evaluation should be conducted fairly, consistently to
Refer below and example for a staff performance evaluation form and policy on how the
employees will be accessed. I as the HRM have reviewed the receptionist and below is the report
by me for the directors reference.
Staff performance review Policy for Officio
Effective 07 September, 2015
Responsibility: Receptionist
Policy purpose: to ensure visitors are greeted well in person or via telephone, giving instructions by
following company directories and to maintain security following procedures and filling logbooks.
Statutory obligations: Privacy Act 1993, Employment relations Act 2000, holiday Act
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
43/72
Sunil.N #168
pg. 43
Policy: There willbe an initial three months review after job commencement of employment as the
company policy and NZ legislation and thereafter on annual basis coinciding with the staff appointment
date .The performance reviews will be taken by companys departmental supervisors of the appointed
nominee. Performance appraisal is a tool for assessing both the individual and organizational performance
against a known set of criteria that will identify performance against known set of criteria that
will identify in assisting training and development and hence its not a disciplinary tool.
All information and discussion will be kept confidential under the Privacy Act.
Procedure Guidelines
I. All employees will be reviewed after 03 months job commencement of employment as per the
legislation.(IEA)
II.
All employees will complete one review annually
III. The company directors will negotiate a suitable time and place for annual appraisal process and
360 processwill be used.
IV. Individual employee performance will be measured against the established KPIs and followed
by discussion .All employees are requested to be responsive and fully participative
V. Identified training and development will form the basis of development plan and will be linked
to officio organizational objectives and goals.
Recommendation
Officio will use 360 appraisal method as introduced by me for the company, hence it will generate
commitment to development and it will provide the employee with a better understanding of their
strengths and weaknesses and a sound basis for development planning and performance improvement. I
have introduced 360 evaluation procedure it will also help to identify top performers in the company
and focuses on core competencies. (the thriving small business, 2015)
As I am the Human Resource manager at Officio, I would like to enlighten the directors that a
successful training needs analysis will identify those who need training and what kind of training is
needed. It is counter-productive to offer training to individuals who do not need it or to offer the wrong
kind of training. A Training Needs Analysis helps to put the training resources to good use.
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
44/72
Sunil.N #168
pg. 44
Furthermore, it is evident from Performance analysis that the staff members whose performance
was not up to the mark would require training and development to so as to continue adding their
input towards the company.
Today's work environment requires employees to be skilled in performing complex tasks in an efficient,cost-effective, and safe manner. Training is needed when employees are not performing up to a certain
standard or at an expected level of performance. The difference between actual the actual level of job
performance and the expected level of job performance i.e the gap indicates a need for training. The
identification of training needs is the first step in a uniform method of instructional design. The process
of identifying training needs in an organization for the purpose of improving employee job performance
("Training and development | Business.govt.nz," n.d.).
Therefore, Officio can adopt a handful to procedures to determine the training and development needs
that are existing within the company
("Training and development | Business.govt.nz," n.d.).
a. Performance Analysis:
To determine whether the employees are performing up to the perceived standard within the
company. In case the performance is less than expectations, it then raises a question for the
company to understand can training benefit the employee to enhance his performance in this case.
b. Cost-Benefit Analysis.
Effective training results in a return of value to the organization that is greater than the initial
investment to produce or administer the training ("Training and development," n.d.).
c. Employee Analysis.
Analysis dealing with potential participants and instructors involved in the process. The important
questions being answered by this analysis are who will receive the training and their level of
existing knowledge on the subject, what their learning style is, and who will conduct the training.
Do the employees have required skills?Are there changes to policies, procedures, software, or
equipment that require or necessitate training ("Training and development," n.d.)
-
7/24/2019 Manage Human Resources as a Manager in a Business Operation
45/72
Sunil.N #168
pg. 45
d. Structural Analysis.
An analysis of the business needs or other reasons the training is desired. An analysis of the
orga