Human Resource Managaement Plan and Job Aids - Purchasing Manager
Human Resource Managaement Plan and Job Aids - Purchasing Manager
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Human Resource Management 1 HUMAN RESOURCE MANAGEMENT PLAN AND JOB AIDS Human Resource Management Plan and Job Aids: Purchasing Manager [NAME] Axia University March 29, 2009 Human Resource Management 2 Human Resource Management Plan and Job Aids: Purchasing Manager Table of Contents I. Executive Summary II. Job Analysis III. Selection Process IV. New Employee Orientation V. Training Development Plan VI. Attachments: a. Script for New Employee Orientation b. Job Analysis Human Resource Management 3 Executive Summary This paper provides a detailed proposal for the Knight human resource department purchasing manager hiring program. Human resource management is essential in the planning, development and achievement of any organization. Many organizations focus simply on improving employee performance and getting excellent results. However, with the advanced decline of so many wellknown organizations, finding ways to operate efficiently and effectively has become a critical element in the success of any organization. In order for a hiring program to be effective, an organization must have an overall objective and focus on needs rather than wants. Thus, organizational success must rely heavily on an effective hiring program for all potential candidates. The hiring packet provided will assist human resources professionals in the Knight organization to recruit, select and train the best candidates, which will help the organization meet its overall mission, vision and goals. Introduction Locating qualified candidates who can effectively and efficiently work and abide by the organizations policies and standards can be a complex process. There are several steps involved in this process, which are crucial for the survival of the organization. These steps support the organizations strategic plan by anticipating the changing needs, demographics, and economics to project new or redesigned programs and services, technology, and other solutions to be proactive in the business world. The development of a human resources plan is to anticipate the various types of personnel that will be needed to take on the new challenges presented within the strategic plan (Lucas, 2008). Thus, this proposal is an aid in understanding what information must be used in the job analysis, tips for an effective selection process, the employee orientation process, and training for the position of a purchasing manager. Human Resource Management 4 Job Analysis This job analysis provides information about the actual tasks that are carried out on the job. The job analysis helps the potential purchasing manager understand the nature of his or her job. Under the supervision of the organizations vice president of finance, the “Purchasing Manager is responsible for managing and coordinating the activities of the Purchasing Department; researching new products, equipment and services for the college with a focus on obtaining the best possible pricing” (Hartwick College, n.d, p. 11). The purchasing manager must “develop policies, procedures, goals and cost savings initiatives in regards to the Purchasing Department” (Hartwick College, n.d, p. 11). In addition, the purchasing manager must maintain records of all supplies and ensure all set required levels of stock in all departments is m t. Consequently, this position requires high levels of integrity and knowledge, being that it requires the candidate to make purchasing decisions based on the organizations best interest. Furthermore, this position requires “excellent communication skills, ability to develop relationships with all levels of an organization, demonstrated professionalism with ability to apply sound judgment toward conflict resolution and proficiency in price and cost analysis techniques” (JobCentral, 2009, Para 3). This job analysis is explained in further detail in the attached presentation. (Please see attached file for the presentation on job analysis) Selection Process Human resources have several ways to recruit talented candidates internally and externally. Deciding between which path to take whether internal or external can prove to be quite challenging. The need for this organization to reach a larger number of educated and qualified purchasing manager candidates will lead to both external and internal recruitment. Human Resource Management 5 Through advertisement, internet and employee referrals, the external recruiting method will unveil ideal candidates and deem successful in developing a diverse talent pool. Advertising has the advantage of reaching a larger audience of both qualified and underqualified applicants. Consequently, a well prepared advertisement will highlight the major assets of the position while showing the organization’s commitment to the applicant’s career and personal needs. Hence, exploring various options for external recruiting will be beneficial for the organization. Through the internal recruitment process, the organization is able to choose the candidates who have proven to be capable to perform all duties required of a purchasing manager. Promoting within the organization rewards current employees for their past performance and encourages all employees to improve their performance and seek higher positions within the organization. This process increases employee morale and decreases employee misconduct. Additionally, a well designed selection process can help the organization reduce employee turnover rates in addition to increasing employee performance and productivity rates. When preparing for the selection process, organizations must use several methods to obtain applicant information and pinpoint the highest qualified candidates. This process goes well beyond the employee application and involves several steps in order to be successful. According to Bohlander & Snell, “organizations use several different means to obtain information about applicants” (2007, p.246). Selections tools that are considered for the purchasing manager hiring program are the application, interview and extent of prior experience. “The application can tell a great deal about a potential candidate” Bohlander & Snell, 2007, p. 246) and decrease unnecessary interview time with under qualified candidates. Application forms serve several purposes, which include providing the organization with “information for deciding whether an applicant meets the Human Resource Management 6 minimum requirements for experience, education, and so on. They provide a basis for questions the interviewer will ask about the applicant’s background. They also offer sources for reference checks” (Bohlander & Snell, S. A., 2007, p.250). The use of the application allows human resources the opportunity to check if the person is under qualified or over qualified for the vacant position. Due to the nature and complexity of the purchasing manager job, a structured pre screening interview is crucial. This method allows for the candidate to elaborate on some of the interview questions, which is necessary for the purchasing manager position. Using a structured presscreening interview allows the employer to meet the candidate and get a feel of the candidate through observation and discussion. After the prescreening interview, the employer can share his or her observations with human resources and decide if they should move on to the second step or drop the candidate. If the prescreening goes well then the employer can set up an official interview where a panel interview will performed. The panel interview is used to study the candidate and ask any additional questions pertaining to the given position. This will allow the panel to share their observations and provide input from different perspectives. Human resources will use this method to make informed and sound decisions on which candidate is best suitable for the job. Source: (CollegeGrad.Com, 2007) 1.Tell me a little about yourself? 2.How do you handle stressful situations? 3.Why did you choose this career? 4.How do you accept criticism about your job techniques? 5.What goals do you have in your career? Human Resource Management 7 6.How do you plan to achieve these goals? 7.What are your weaknesses? How can you overcome your weaknesses? 8.Are you a team player? 9.What motivates you? 10. Why should I hire you? 11. Are you a goaloriented person? 12. What do you see yourself doing five years from now? 13. Do you handle conflict well? 14. What do you know about our organization? 15. Why do you want to work for this organization? 16. What is your greatest strength? 17. How much training do you think you’ll need to become a productive employee? The interview questions aforementioned will provide the panel a clear description of the candidate and his or her capabilities, experience, and ability excel in the position of purchasing manager. Following the interviews, the panel will determine what candidate to recommend for the position. Human resources will make the job offer and if accepted make the necessary arrangements for drug screening and criminal record check. Upon the acceptance of the candidate and clearance of required documentation and tests, the organization will share with the new employee the organization’s compensation, incentive, and benefit plan as shown below. Benefit, Compensation and Incentive Plan for Purchasing Managers Management Employees 2009 Benefit Package Option (Kaiser) Knight’s Cost Employee’s Cost Description Semimonthly Semimonthly Employee $273.78 $75.00 Share of premium will be deducted semimonthly before Employee and Child $547.56 $125.00 Human Resource Management 8 Employee and Family $739.20 $179.88 tax from employees paycheck (Stanislaus County, 2009) Benefit Plans Features $10/$20 Copay $20/$30 Copay $30/$40 Copay (no deductibles) (no deductibles) (no deductibles) Annual outofpocket $3,500 $3,500 $3,500 Individual Family $7,000 $7,000 $7,000 Deductible None None None Preventive Care No Charge No Charge No Charge Office visits Primary care $10 per visit $20 per visit $30 per visit Specialty care $20 per visit $30 per visit $40 per visit Emergency services $75 per visit $75 per visit $75 per visit Vision care Optometry $10 per visit $20 per visit $30 per visit Ophthalmology $20 per visit $30 per visit $40 per visit Inpatient hospitalization medical, maternity, and $500 per admission $400 per day, up to $500 per day, up to mental $1,200 per $1,500 per admission health admission Lab and radiology $20 per visit $30 per visit $40 per visit Outpatient surgery $100 per visit $100 per visit $100 per visit Prescription drugs Pharmacy deductible None $100 $150 Generic $10 $10 $10 Preferred brand $25 $30 $30 Dental Services $12 Employee $12 Employee $12 Employee $16 Family $16 Family $16 Family Human Resource Management 9 Additional Benefits Description 401K Company will match employees contribution 100% up to 7% of employee’s contribution Paid Time Off Employees will accrue 0.18 minutes for every hour worked. Sick Time Employees will accrue 0.15 minutes for every hour worked. (Kaiser Permanente, 2009) We are also considering a flexible spending account for employees who wish to set aside pretax dollars to cover qualified medical and childcare expenses. This additional benefit gives the employee the opportunity to secure their future and unexpected life emergencies. In continuation, while setting incentive plans, it is critical to think about the needs of the organization in conjunction with the needs of the employees. Every employee has his or her own individual goals. Keeping in mind the vision, mission and goals of the organization, an incentive plan must be employed, which will prove to be successful in reaching the organizations standards and the employees self assurance and personal goals. This in turn provides maximum productivity from each employee and focuses on the organization’s ultimate goal. The first incentive program focuses on the organizations level of input and output with little depreciation on instock inventories. What this means is that the purchasing manager will be rewarded based on inventory turnover and proper ordering and record keeping. Each purchasing manager will be evaluated on a monthly basis through their records and based on the ability to maintain the organizations standards as set by the vice president of finance. Each purchasing manager able to complete all required tasks within their specified time and able to maintain reliable, accurate and balanced purchasing records will be rewarded with a $600 bonus at the end of the sixth consecutive month with little or no errors. Human Resource Management 10 New Employee Orientation The job offer and acceptance is contingent on the organizations mandatory drug screening and criminal check results. In preparing the new employee for his or her new position with the organization, an employee orientation script must be prepared to ensure all topics are covered effectively. Below is the script that has been prepared for the purchasing manager employee. “We, in HR, feel that it is important to address some sensitive issues during your early employment with our company. These issues are important to human resources as they are their top responsibility” (Axia Appendix A). 1.Foster an understanding of the organizations culture, its values, and its diversity 2.Help the new employee make a successful adjustment to the new job 3.Help the new employee understand his or her role and how he or she fits into the total organization 4.Help the new employee achieve objectives and shorten the learning curve 5.Help the new employee develop a positive working relationship by building a foundation of knowledge about the organization’s mission, objectives, policies, organizational structure, and functions (Human Resources: Berkeley, 2007) (See attached file for a detailed script) Training Development Plan Training is the last vital step in ensuring the employee will adapt and be successful in the position. The primary reason for employee training is to increase his or her knowledge, skills and abilities for maximum performance (Bohlander & Snell, S. A., 2007). A training map and Human Resource Management 11 proposal will outline the ongoing employee development process as well as the opportunities for further advancement within the company. Human Resource Management along with the immediate supervisor will discuss the training needs for the new employee. The first step is to analyze the employee and pinpoint what his or her skills and weaknesses are. For a new employee, an issue that may indicate a need for intensive training can be a lack of previous managerial experience. Since this is a management position for a purchasing department, it is also possible that the “new” employee will be from a lateral move from within the company. In this case the new employee is likely to have some experience in purchasing. The first priority will be to ensure the new employees has the ability necessary to manage his or her personnel. Secondly, it is important to ensure that the new employee is familiar with all of the job requirements including the purchasing process. Lastly, the new employee must capable of training future subordinates. The following step is to decide what type of training has to be given to the employee. The best form of training for this position will be a combination of onthejob training as well as elearning based training. Since the job usually holds a requirement of a bachelor’s degree, no further certifications are needed. However, continued training in the area of employee enrichment will be needed. Onthejob training is a must for all new and current employees. This is an important aspect of the training process because although an employee may have prior experience in the responsibilities of a purchasing manager, those responsibilities can vary from company to company. This training will provided throughout the first month of employment. The elearning type of training will be beneficial in that managers tend to have very little time to allocate to being away from the office. The elearning training method will be used yearly as a refresher course for all employees. These training methods have proven to be successful in employee Human Resource Management 12 training. Continuous training will be beneficial to both the employer and the employee by aiding everyone in the same path towards the organizations ultimate goal. In evaluating the employee’s progress and effectiveness of the training, two set standards have been set. The first is through set quotas and the second through customer satisfaction. If the company sets certain quotas and/or limitations then meeting those with some level of accuracy will denote the training success. Additionally, this position requires a significant amount of direct contact with the customers; therefore, good customer service impacts the level of general satisfaction held by the customers. Since customer satisfaction is the key to organizational success, higher satisfaction rates will be an indicator of effective training. Conclusion Effective recruiting and selection processes are essential in every organization whether large or small. Due to increased turnover rates because of low employee morale, companies are dealing with many hiring issues today. An effective hiring program is a key feature for every human resource department Organizations survive on integrity and maximum productivity. Integrity inspires loyalty, trust and effective leader to follower and leader to client relationships. Thus, in hiring the new employee the organization must keep in mind the framework which helps build the organization; employee productivity, morale and organizations need to excel. Human resources in conjunction with management are in the unique position of enforcing the maximum implementation of employee productivity. Understanding the employee’s needs and assessing each employee in an individual basis can be critical. Therefore, as frontline employees, it is important to work together to reach organizational success. The selection tools used for this position will allow this organization to make a sound decision based on the Human Resource Management 13 qualifying credentials presented by the employee (Bohlander & Snell, S. A., 2007); thus, making this organization the employer of choice for future candidates. References Bohlander, G. W., & Snell, S. A., (2007). Managing Human Resources (14th ed.). Florence, KY: Thomson Learning Higher CollegeGrad.Com. (2007). Fifty Standard Interview Questions. Retrieved March 28, 2009, from http://www.collegegrad.com/jobsearch/MasteringtheInterview/FiftyStandard InterviewQuestions/ Hartwick College. (n.d). Job Analysis Qurstionnaire. Retrieved March 29, 2009, from Hartwick College: http://www.hartwick.edu/Documents/HR/HARTWICK%20JAQ1.pdf Human Resources: Berkeley. (2007, April 10). Managers, Supervisors and HR Professionals. Retrieved March 29, 2009, from Guide to Managing Human Resources: http://hrweb.berkeley.edu/guide/orient.htm JobCentral. (2009, March 27). Program Purchasing Manager . Retrieved March 28, 2009, from JobCentral: http://www.jobcentral.com/jobs/DRS_Technologies/CT/Program_Purchasing_Manager/0 09654965/job Human Resource Management 14 Kaiser Permanente. (2008). Quotes and Applications. Retrieved March 27, 2009, from Kaiser Permanente: http://agents.norvax.com/quote/brochure/Kaiser/GA_Non Balance_Broch_0508.pdf Lucas, L (2008). Is DefinedContribution Plan Communication and Education Dead? Retrieved March 25, 2009 from http://www.workforce.com/section/02/feature/25/29/47/index.html. Stanislaus County. (2009). Stanislaus County Personnel Manual. Retrieved March 28, 2009, from Stanislaus County Benefits 2009 Package: http://www.stancounty.com/personnel/PerPol/BenefitCharts.pdf Human Resource Management 15 Attachment 1: Job Analysis (Add the attachment here) Open the file and save it your computer, up on the tool bar click on hyperlink then find the file and click on it, this should place the file link here. Be sure to also send the file to the professor just in case he or she can’t open this link. Attachment 2: Orientation Script (Add the attachment here) Do the same thing as above, and remember to send in this file as well. So all together you will be sending the professor three files. I can’t do it for you because it will show up with my name in the link and we don’t want that. It has to come from your computer.
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