Executive summary

In this assignment we have to clear understand about the Human Resource Management and scope and functions of that. The first question is the importance of HRM in today’s changing world.The world is change in every minute and we have to adopt it to remain a business. We have to understand the factors that affecting to changing world of work.Then we select a organization and other part of the assignment is based on the Nippon paint Lanka limited.We discuss the need of HR planning to the company.We got a clear knowledge about recruitment and selection process of the company. Then we discuss about the Job description and Job Specification/Performance appraisal sheet and health and safety risk assessment sheet also.

Then we discuss employment exit procedure that can used by the company and explain how this organization can adopt new HR trends in this company.This assignment helps us to improve our Knowledge about field of Human Resource Management.

Discuss the importance of HRM today changing world.

Today in the world, global competition is the basic element to define firms strategies’ as a result industrial economy has been experienced to pass toward to knowledge economy. Human resource management is one of the necessary needs of today’s business. HRM department has a very important role for supply of the human being to main resources of companies. Human resources department has fundamental roles for personnel recruiting, orientation and performance appraisal and so on. Also human resources function and relationship between organizational effectiveness and human resource management.

Today in the world, global competition is the basic element to define firm’s strategies as a result, industrial economy has been experienced to pass toward to knowledge economy.

Day to day HRM is very important for the organization to get more powerful and develop itself to be the standard and success one.

HRM plays an important role in assuming employee satisfaction, improving performance and productivity. This can further an organization’s competitive advantage and directly contribute to the organization success. When any organization start in vision their business, their first priority is to hire competent workforce means right person on the right job after that this man power decide about other tangible and intangible resources.

HRM practices are perceived as sufficient the employee will have a better sense of tit with the organizational job. Changing internal and external environment conditions and new problems emerging and complex understanding of management organization is the most important source of competitive advantage must not forget to give strategic importance to man.

Into almost every part of the world as a result of globalization, operation, growth, downsizing, mongers, restructuring and corporate responsibility as the lives in the process introduce concept such as active and working every day to try a new technology in the management of human resources in organization, management is becoming a very big importance and priority.

Therefore, human resource management issues to be addressed at the highest level in the organization and management of strategy decisions are required

The other importance of the technology. The technology presents new solutions to the organization. HRM department using cutting-edge technology solutions in the market. Purchasing the best of breed tool in the market seems the best solution.

HRM literature has generally focused on the constructs of commitment, job satisfaction and organization effectiveness. The fit between persons and organizations and pressures and job is a neglected area.Studies have revealed that person organization fit has significant effects on organization commitment, performance, positive work attitudes, and turnover intention and like.

More recently organization consider the HR departments as playing a major role in stuffing, training, and helping to manage people so that people and the organization are performing at maximum capability in a highly fulfilling manner, in the global business.

HRM is increasingly considered a contemporary development to reshape employment relation as a tool that may have effectively replaced other management traditions. We can identifying some reasons to importance of HRM,

  • To help all employees reach optimal performance and to use fully their capacity and potential.
  • To convince employees to exert more effort for reaching organizational goals.
  • To use human resource in an optimum way to reach organizational goals.
  • To meet employee career expectations and development.
  • To unity organization plans and HR strategies and create and maintain a corporate culture.
  • To offer a working environment stimulating hidden creativity and energy.
  • To create work conditions, stimulating innovation, teamwork and total quality concept.
  • To encourage flexibility for achieving learning organization.

An effective HRM system allows organization to address human resource issues strategically. This help the workforce deliver high quality health services, despite internal and external challenges to the organization.

Here we selected the Nippon Paint Lanka Limited as a organization based on this assignment.

Introduction about Nippon Paint

For more than 130 years, Nippon Paint has been in the forefront as one of the world’s premier manufacturers of paint. The Company entered in to a strategic partnership with Silicone Coatings (Pvt) Ltd. of Sri Lanka in 2012 combining the technological knowhow and stability of a global giant together with the strong brand presence and local business acumen of a well-established Sri Lankan Company.

The Nippolac Group of Companies was established in 1979. Over the years, the Company has been specializing in the manufacturing of a wide range of decorative, industrial and automotive paints

Today, Nippon Paint is the largest paint manufacturer in Asia and the parent NIPSEA Group manufactures and sells Nippon Paint products in 15 Asian countries. In terms of volumes, the Company manufactures over 1 billion liters of paints and coats annually – positioning NIPSEA Group as the preferred supplier of coating choice in Asia as well as among the top paint manufacturers in the world. Nippon Paint Lanka (Pvt) Ltd. aims to make Nippon Paint the no. 1 paint and coatings brand in Sri Lanka.

Vision and mission of the Nippon Paint Ltd.

VISION: To be the dominant market leader in the paint and coatings industry.

Mission: We provide innovative, superior quality and environmental-friendly products with constant standards, giving the highest value to our customers while satisfying our employees, shareholders and other stake holders in a socially – acceptable manner.

Discuss the need of HR planning to the given company?

HRM planning (HRP) is the process of forecasting the future human resource requirement of the organization and determining as to how the existing human resource capacity of the organization can be utilized to fulfill these requirement.

HRP process which help the management of the organization in meeting the future demand of human resource in the organization with the supply of the appropriate people in appropriate numbers at the appropriate time and place.

In HR planning process simply involves the following four based step

  • Current HR supply

Assessment of the current HR availability in the organization is the foremost step in the HR planning.

  • Future HR demand

Analysis of the future workforce requirements of the business is the second step in HR planning.

  • Demand forecast

Next step is to match the current supply with the future demand of HR and create a demand forecast. Here it is also essential to understand the business strategy and objectives.

  • HR sourcing strategy and implementation

After reviewing the gaps in the HR supply and demand, the HR consulting firm develop plans to meet these gaps as per the demand forecast created by them.

Here, a properly conducted process of HR planning help the organization in meeting its goals and objectives in timely manner with the right HR strength in action. Every organization that plans for its business goals for the year also plan for how it will go about achieving them. According to the Nippon paint Lanka they,

  • To carry on its work the company needs competent staff with the necessary qualification, skills, knowledge, work experience and aptitude for work
  • Since employees exit and organization both naturally (as a result of resignation) there is an ongoing need for hiring replacement staff to employee exit.
  • This company in order to meet the need for more employed due to organization growth and expansion. This in turn calls for larger quantities of the same goods and service as well as new goods.
  • The Nippolac Company might need to replace the nature of the present workplace as a result of its changing needs, therefore the need to fix new set of employees. To meet the challenge of the changed need technology/ product/ service/ innovation the testing employee need to be trained or new skill staff included into the organization.
  • The HR planning is help to manpower planning for the Nippon paint Lanka Ltd. It’s also needed in order to identify an organizations need to reduce workforce. An also planning system must be given a options such as redeployment and outplacement can be planned for and executed properly.

These are the very important objectives of human resource planning of Nippon Paint Lanka Ltd.

  • Assessing skill needs in future.
  • Determining training and development needs of the enterprise.
  • To assess the surplus or shortage of HR and avoiding unnecessary dismissals.
  • Making assessment human resource requirements for future and making plans for recruitments and selection.
  • Ensuring optimum use of existing human resources in the company
  • Controlling wage and salary cash
  • Ensuring higher labour productivity
  • Ensuring career planning of every employee of the enterprise and making succession programmes

Evaluate the Recruitment and selection Process used by this organization.

What is recruitment?

Recruitment refers to the overall process of attracting, selecting, and appointing suitable candidates for jobs within an organization. Recruitment can also refer to process involved in choosing individuals for unpaid positions, such as voluntary roles or unpaid trainee roles.

A recruitment process is an organization-Specific model of how the sourcing of new employees is undertaken. Typically the ownership of the recruitment process resides within the human resource function, although again this may differ depending on the specific organizational structure.

The recruitment Process involved in 5 steps. The steps are,

  • Recruitment Planning – The first step involved in the recruitment process is planning. Here, Planning involves drafting a comprehensive job specification for the vacant position, outlining its major and minor responsibilities, the skills, experience and qualification needed, grade and level of pay, starting date, whether temporary or permanent, and mention of special conditions, if any attached to the job to be filled.
  • Strategy Development. – Once it is known how many with what qualifications of candidates are required, the next step involved in this regard is to device a suitable strategy for recruiting the candidates in the organization.
  • Searching – This step involves attracting job seekers to the organization. There are broadly two sources used to attract candidates.

Internal Sources

External Source

  • Screening – Through some view screening as the starting point of selection, we have considered it as an integral part of recruitment.
  • Evaluation and Control – Given the considerable cost involved in the recruitment process, its evaluation and control is, therefore imperative.

According to the Nippon Paint Lanka limited they are follow to this method for their recruitment process.

  1. Direct Method – In this method representatives of the Nippon paint Lanka limited are sent to the potential candidates in the educational and training institutes. They establish contacts with the candidates seeking jobs. Sending the recruiter to the conventions, seminars, setting up exhibits at fairs and using mobile office to go to the desired centers are some other methods used to establish direct contact with the job seekers.
  2. Indirect Methods – Indirect methods include advertisements in news papers, on the radio and television, in professional journals, technical magazines etc.
  3. Third Party Methods – These include
  • The use of Private employment agencies
  • Management consultants
  • Professional associations
  • Employee recommendations
  • Trade Unions
  • Data Banks
  • Labor Contractors.

Above we discuss about recruitment process of the Nippon paint Lanka Limited.Then Lets see what is the selection process of the company.

What is the selection?

Selection is the process of differentiating between applicants in order to identify and hire those with a greater likelihood of success in a job. We can identify some steps in the selection process. Here are the steps,

  1. Preliminary Interviews
  2. Selection tests
  3. Employment Interview
  4. Reference & Background Checks
  5. Selection decisions
  6. Physical Examination
  7. Job Offer
  8. Final Selection

The Nippon Paint Lanka limited follows a same procedure for other company to select a candidate for a vacancy. The employee selection process usually starts with a manager or boss commissioning human resources to fill a new or vacant position. However they follow these type of method to selection process.

  • Reviewing

Review resumes and match each candidate’s background to the job requirement.

  • Screening

The employment selection process may actually include a screening interview. Human resource will usually conduct the screening interview over the telephone.

  • Interviewing

One of the most important facets of the employment selection process is the face-to-face interview. The procedure of the company is having candidates meet with key personnel one day, and then inviting them back for second to meet with some executives.

  • Selection

The hiring manager will usually ask for feedback from human resources and other employees who interview the job candidates.

  • Testing

The employee selection process can also include testing before a candidate is actually hired. The company require drug screening to make sure candidates do not have a drug addiction.

These are the recruitment and selection process of the Nippon paint Lanka limited. These two process are the very important for every organization, because of the these are are the basic concepts of the human resource Management.

Assume you have been recruited as the HR Manager in “Enterprise Company”. You need to develop following documents for Enterprise Training manager and area manager position.

Job description and Job specification

Performance appraisal Sheet

Health and safety risk assessment sheet.

According to the above question we have to prepare the job description and job specification for significant position. As a HR manager I have a huge responsibility to find and attract suitable persons for the certain position.

What is the job description?

A Job description is a list that a person might use for general tasks, or functions and responsibilities of a position. It may often include to whom the position reports, specifications such as the qualification or skills needed by the persons in the job, and salary range. The job description is the critical document for every position

Format information for job description to position of Enterprise training Manager and area manager.

  1. Job Title- Position of Enterprise Training Manager / Area manager

The first fundamental element of the job description is the job title.The job title will have the followings,

  • Nature of the job and the duties
  • Ranking order with other jobs in the company
  • This position free of gender or age implications
  • It is self-explanatory for recruitment purposes.
  1. Duties – Duties of the significant position. The job description should contain a list of the duties and responsibilities associated with the role, along with the amount of time expected to be dedicated to each task.
  2. Skills and Competencies: Should be listed separately from each other, as they are two quite separate things. Skills are activities the candidate can perform based on what they have learned in the past, or from qualifications they have obtained.
  3. Relationships: It is important to include reporting lines and working relationships in the job description. Reporting lines clarifying the responsibilities of the position by showing who the candidate reports to and who reports to them.
  4. Salary: Rather than assigning a particular salary to the position, work out a salary range to include in the job description that is competitive with similar positions in other organizations and allow for variations in education and experience.

What is Job Specification?

A Job specification is a document which describes education, experience, skills, knowledge required to perform a job. It is a very important document used by HR professionals to communicate the desired people requirement in the organization. Here are Format details for the above positions.

Job Specification details For Training Manager.

  • Experience: A minimum 3 years experience of as a training manager and the field.
  • Education Qualification: Candidate must have a bachelor degree in management.
  • Skills and Knowledge required:

Candidate must be a very confident

Ability to give presentation in front of a large audience

Can perform under high pressure

Experience in working flexible environment

Candidate must have a good communication skills

  1. High level overview of job Requirements:
  • Handle the training system.
  • Self analysis

Job specification details for the post of Area Manager

  1. Experience: A minimum 5 year experience is required and
  2. Education Qualification: Candidate must have a bachelor degree in Business Administration.

The candidate must have a regular MBA degree from reputed university.

  1. Skills and Knowledge required:
  • Candidate must have a strongest communication skills and huge knowledge about the certain field.
  • Candidate must be very confident
  • Can perform under high pressure.
  • Should have a go better attitude
  • Can handle the whole management cycle
  • Knowledge about the product and services the company who produced
  1. High level overview – Ensuring 100% of targets achievement and self analysis.

Performance appraisal sheet.

Performance appraisals are essential for the effective management and evaluation of staff. Appraisals help develop individuals, improve organizational performance and feed in to business planning. Formal performance appraisals are generally conducted annually for staff in the organization. Each staff member is appraised by their line manager.

Annual performance appraisals enable management and monitoring of standards, agreeing expectations and objectives. Performance appraisal also typically feed into organizational annual pay and grading reviews.

Performance appraisals generally review each individual’s performance against objectives and standards for the trading year, agreed at the previous appraisal meeting.

Here are the details for the performance appraisal sheet.

  • Organization, division and department
  • Year of period covered
  • Name
  • Position
  • Location/based at/contact details
  • Months In present position
  • Length of service

These are the another information to regard the performance appraisal.

  • Has the past year been good/bad/satisfactory or otherwise for you, and why?
  • What do you consider to be your most important achievements of the fast year.
  • What do you like and dislike about working for this organization
  • What elements of your job do you find most difficult?
  • What elements of your job interest you the most and least?
  • What do you consider to be your most important task in this year?

Not only above details, but also below details are also considered for the performance appraisal.

  • Product/technical knowledge
  • Time management
  • Planning, budgeting and forecasting
  • Reporting and administration
  • Communication skills
  • Delegating skills
  • Creativity

Health and Safety Risk Assessment Sheet.

What is risk assessment?

A risk assessment is simply a careful examination of what, if your workplace could cause harm to people, so that you can determine whether we have taken enough precautions or should do more to prevent harm. Workers and others have a right to be protected from harm caused by a failure to take reasonable control to measure.

How to assess the risks in the work place?

  1. Identify the hazards.- first we need to work out how people could be harmed. When we work in a workplace every day it is easy to overlook some hazards.
  2. Decide who might be harmed and how- For each hazards we need to be clear about who might to be harmed.
  3. Evaluate the risk and decide on precautions – Having stopped the hazards we have to decide what to do about?
  4. Record Findings and implementation – putting the results of risk assessment into practice will make difference when looking after people and business
  5. Review risk assessment and update If necessary –Workplace will inevitably change overtime.so we have to review and implementation necessary.

Develop an employment exit procedure that can be used by the given organization.

The company says “our staff is our most important assets and ensuring that they are able to attract the most suitable employee in order to fulfill our aim of providing a high quality product.

An effective exit procedure not only ensures that the practical matters arising from an employee’s resignations are deal with efficiently, but also gives individuals opportunity to provide feedback on their perceptions of the board as an employer and allows the board to gather valuable information which may be used constructively to enhance employment practices.

The purpose is the exit procedure is,

  • To ensure that the board adopts a consistent approach to managing all aspects of the process of employees existing to the organization voluntarily.
  • To ensure that reasons for employees leaving the organization are actively explored through the process of independent exit interviews and interviews and information gathered is analyzed and used to highlight good practice and influence improvements in areas where these may be required.

The Procedure aims,

  • To enable improved management of departmental systems and resources.
  • To enable the department to benefit from employee feedback
  • To improve a efficiency of the process of terminating employement

Processing a resignation.

  • Line Manager notifies the human resource department promptly upon receipt of a resignation.
  • Line manager acknowledge resignation in writing and forwards the letter of resignation and a copy of the acknowledgement to the human resources departments.
  • Line managers forwards confirmation of employees last working day and details of any annual leave outstanding to the human resource department.
  • The human resource department prepares a termination form on the basis of the information provided by the line manager.
  • The human Resource Department writes to the employee offering them an exit interview and enclosing an exit questionnaire for term to complete in preparation for the interview.
  • Details of the process are summarized in a flowchart.
  • The Human Resource Department forwards the line manager a confirmation of service profoma to complete and return.

The other employment exit procedure is the Exit Interviews and Reference Requests.

Exit Interviews.

All employees voluntarily leaving the employment of the board will be invited by the Human Resources department to participate in an independent exit interview .In order to ensure that staff fell confident enough to make constructive comments the interview will be conducted by an appropriate member of the Human Resource team.

Reference Requests.

Under Current legislation and case law the board has a duty of care both to the prospective new employer and to the employee to ensure that any reference provided is not only factually accurate but also fair and not misleading in the overall impression it gives to the receipt.

 

 

Explain how this organization can adopt new HR trends.

In many companies the HR functions undergoes a major facelift in order to close the gap with current business requirements. Here are some new HR trends use for the Nippon paint Lanka Limited.

  • Integrated service – In this company I found HR services can also be more or less advanced in the actual service offering. Some basic HR admin and data function and also quite often part of an HR service organization. In the organization HR shared service is responsible for all HR solutions, process improvement, complete scope of transactional service such as in learning, recruitment, reward, talent management, HR data & analytics, payroll, organizational data management and more.
  • Leveraging advanced technology – Already for decades HR like any other business function is leveraging tools and systems. Usually the HRIS landscape consists of a robust business system with best of breed add one’s for specific areas in HR such as rewad, talent and learning.

Another example of leveraging advanced technologies the increasing number of HR shared service organization that work paperless where possible leveraging expert systems like document and case management solutions. In addition to saving lot of space for the company this allows HR professionals to work direct access to always up to date files.

  • Data and analytics – HR data and analytics are being rightfully referred to as one of the major trends in HR field. So ,Nippon paint Lanka also follow that new trend for their day today activities. In many areas of HR this has also been achieved overtime.

Eg: In executive reward or performance management.

The company also generalization about following HR trends to achieve their high productivity and effectiveness.

  • E-HR – The delivery of some hr services online has led to the development of what may be termed e-hr.
  • E-recruitment – This is exponential growth in on-line recruitment The main advantage of the e-recruitment is speed of access to potential recruits.
  • E- Learning – Employers and employees are looking for flexibility in access to learning, and changes in technology allow learning opportunities to be provided online.

 

 

Assume you have been recruited as the HR Manager in “Enterprise Company”. You need to develop following documents for Enterprise Training manager and area manager position.

  • Job description and Job specification
  • Performance appraisal Sheet
  • Health and safety risk assessment sheet.

According to the above question we have to prepare the job description and job specification for significant position. As a HR manager I have a huge responsibility to find and attract suitable persons for the certain position.

What is the job description?

A Job description is a list that a person might use for general tasks, or functions and responsibilities of a position. It may often include to whom the position reports, specifications such as the qualification or skills needed by the persons in the job, and salary range. The job description is the critical document for every position

Format information for job description to position of Enterprise training Manager and area manager.

  1. Job Title- Position of Enterprise Training Manager / Area manager

The first fundamental element of the job description is the job title.The job title will have the followings,

  • Nature of the job and the duties
  • Ranking order with other jobs in the company
  • This position free of gender or age implications
  • It is self-explanatory for recruitment purposes.
  1. Duties – Duties of the significant position. The job description should contain a list of the duties and responsibilities associated with the role, along with the amount of time expected to be dedicated to each task.
  2. Skills and Competencies: Should be listed separately from each other, as they are two quite separate things. Skills are activities the candidate can perform based on what they have learned in the past, or from qualifications they have obtained.
  3. Relationships: It is important to include reporting lines and working relationships in the job description. Reporting lines clarifying the responsibilities of the position by showing who the candidate reports to and who reports to them.
  4. Salary: Rather than assigning a particular salary to the position, work out a salary range to include in the job description that is competitive with similar positions in other organizations and allow for variations in education and experience.

What is Job Specification?

A Job specification is a document which describes education, experience, skills, knowledge required to perform a job. It is a very important document used by HR professionals to communicate the desired people requirement in the organization. Here are Format details for the above positions.

Job Specification details For Training Manager.

  • Experience: A minimum 3 years experience of as a training manager and the field.
  • Education Qualification: Candidate must have a bachelor degree in management.
  • Skills and Knowledge required:

Candidate must be a very confident

Ability to give presentation in front of a large audience

Can perform under high pressure

Experience in working flexible environment

Candidate must have a good communication skills

  1. High level overview of job Requirements:
  • Handle the training system.
  • Self analysis

Job specification details for the post of Area Manager

  1. Experience: A minimum 5 year experience is required and
  2. Education Qualification: Candidate must have a bachelor degree in Business Administration.

The candidate must have a regular MBA degree from reputed university.

  1. Skills and Knowledge required:
  • Candidate must have a strongest communication skills and huge knowledge about the certain field.
  • Candidate must be very confident
  • Can perform under high pressure.
  • Should have a go better attitude
  • Can handle the whole management cycle
  • Knowledge about the product and services the company who produced
  1. High level overview – Ensuring 100% of targets achievement and self analysis.

Performance appraisal sheet.

Performance appraisals are essential for the effective management and evaluation of staff. Appraisals help develop individuals, improve organizational performance and feed in to business planning. Formal performance appraisals are generally conducted annually for staff in the organization. Each staff member is appraised by their line manager.

Annual performance appraisals enable management and monitoring of standards, agreeing expectations and objectives. Performance appraisal also typically feed into organizational annual pay and grading reviews.

Performance appraisals generally review each individual’s performance against objectives and standards for the trading year, agreed at the previous appraisal meeting.

Here are the details for the performance appraisal sheet.

  • Organization, division and department
  • Year of period covered
  • Name
  • Position
  • Location/based at/contact details
  • Months In present position
  • Length of service

These are the another information to regard the performance appraisal.

  • Has the past year been good/bad/satisfactory or otherwise for you, and why?
  • What do you consider to be your most important achievements of the fast year.
  • What do you like and dislike about working for this organization
  • What elements of your job do you find most difficult?
  • What elements of your job interest you the most and least?
  • What do you consider to be your most important task in this year?

Not only above details, but also below details are also considered for the performance appraisal.

  • Product/technical knowledge
  • Time management
  • Planning, budgeting and forecasting
  • Reporting and administration
  • Communication skills
  • Delegating skills

Conclusion

The importance of HR gas become too obvious because of complex and uncertain environment. Therefore organization need to more furtherance in HR department due to globalization, technological advancements, and competition etc. now, organizations are operating and expanding their business across the globe, cultures, values, and behaviors of people.

HRM helps to attract and retain competent employee assists employees and managers in adapting to organization charge and facilitates the use of technology to determine how and where work is done.

HRM play an important role for organization to manage employee world effective, creative, quality and productively to reach the competitive advantages over competitive and achieve organization goals and objectives. Human resource management is very critical for organization. Without it they cannot reach their goal and objectives. HRM help organization to design employees work, recruit and select right person for right job, training and develop employees to be a knowledge worker and empowerment for working environment. So if organization that have not considered effective of HRM they will not manage their staff at work effective and cannot examine what they will do to make working people more productive and effective.

References

1. Anhot,Robert R.H.mackay, Trady F.C (2010) Principles of behavioral Genetics

2. Stephen Pilbeam & Marjorie Corbridge, People Resourcing HRM in practice (second edition