Four scenarios group 3 huflit university_business department_kq0805

Group 6:

1. Trần Thị Tú Trinh

2. Nguyễn Thị Mừng

3. Nguyễn Hồng Ngọc

4. Ninh Thị Thu Nga

5. Dương Thị Mỹ Kim

6. Thái Tú Linh

7. Nguyễn Trương Hiền Trân

8. Phạm Ngọc Mai Thảo

FOUR

RECRUITMENT AND

RETENTION

CASE SCENARIOS

MRG HUMAN PERFORMANCE IMPROVEMENT

improve human performance

multiple technology avenues

Trần Thị Tú Trinh

OVERVIE

W


Revenue for past year: $25 million

Revenue for the Training Solutions Division for the past year: $10 million

Workforce: 650 employees

OVERVIE

W

a. A project plan and timeline for the academy’s development, including web site design and launch, course development and repeat course cycles.

b. Paper-based training and educational products.

c. Web-based training and educational products.

d. Digitized video training and educational products.

e. Marketing brochures, posters and e-mail announcements.

f. Event logistics plans.


OVERVIE

W

g. Delivery schedules for 15 courses.

h. Training analyses for the first and second courses.

i. Instructional design plans.

j. An instructor’s guide, participant manual and PowerPoint presentation with a variety of multimedia components such as graphics, animations and videos for the first course.

k. An examination for the first course.


OVERVIEW

Project Phase

Create the training

academy

(3 months)

Maintain academy operations, develop and

implement remaining courses, and offer repeat

sessions (2 years 9 months)

Nguyễn Thị Mừng

PHASE ONE(3 MONTHS)

Implement organizational structure

Develop and launch web site

Develop anf implement branding for the academy

Develop and distribute marketing material

Develop the first course

Deliver the first course

Begin development of the second course through the analysis phase

Nguy n Th M ngễ ị ừ

PHASE TWO(2 YEARS 9 MONTHS))Complete development

of the second course

Deliver the second course

Implement development schedule for the next 13 courses

Offer repeat courses during last year of the contract

Continue to manage the academy, maintain the web site

and market the courses


Training Solutions Division

(12 employees)

Financial Officer(12 employees)

Operations Officer(10 employees)

Executive Officer(5 employees)

Evaluation Division

(167 employees)

Human Resourse

(16 employees)

Contracts(4

employees)

BusinessDevelopment

(14 employees)

MRG HPI’s current organizational structure

Analysis Division

(162 employees)

Project Management

Instructional Design

Graphic DesignDocument Production

Multimedia

Programing Logistics


NO1: INCREASING STAFF TO COMPLETE THE FIRST PHASE

Recruitment policies and guidelines

1

Challenges2

Proposed result3

Nguyễn Hồng Ngọc

SCENARIO 1

Maintaining a highly qualified talent pool.

MRG HPI

Considered before being

terminated due to lack of an

available assignment

New work opportunities


Verification of the project assignment

Budget to support the position

Duration of the assignment Full-time position


SCENARIO 1

Com

pany Logo

• Project Manager• Branch Chief• Vice President of TSD• Vice President of Contracts• Chief Operating Officer• CFO• Vice President Of HR

• Project manager• Branch chief• The vice president of the TSD• Chief Operating Officer• CFO• Vice president of HR

•Branch Chief•Vice President of the TSD•Chief Operation Officer•CFO•Vice President of HR•CEO

NewPosition

Subcon-tractor

Staff Reassignments

Nguyễn Hồng NgọcSCENARIO 1

Scenario 1 - Solution

Recruitment Needs

Strategy

Approach The communicatio

n plan

Ninh Thị Thu Nga

Prepare a development schedule

Assign experienced employees familiar with the project to project work teams

Ninh Thị Thu Nga

RECRUITMENT

NEEDS

Project manager

Task managers

Graphic artists

Programmers

Instructional designersInterviewers

Narrator

Logistics coordinator

Editors

POSITIONS

Ninh Thị Thu Nga

RECRUITMENT NEEDS

Write technical content Create a performance-based curriculum

Market the courses to the client

Develop course , program evaluations

Maintain curriculum materials through a web

siteManage training logistics

DUTIES

Ninh Thị Thu NgaRECRUITMENT NEEDS

Recruit some of the best-qualified individuals in the nation to fill the highly specialized positions

Some of tasks occur simultaneously

Necessary to start the analysis for the 2nd course

REQUESTS

Ninh Thị Thu Nga

RECRUITMENT

NEEDS

First phase tasks

Begin trainin

g academ

y progra

m development

Develop web site

Develop and

deliver the 1st course

Develop the

second course

STRATEGY

Ninh Thị Thu Nga

Task

1

Time

• 160 hoursPosi

tion

•Technical writer

Task

•Develop comprehensive “Knowledge Capture and Training” plan to launch the academy

Begin training academy program

development

Ninh Thị Thu Nga

STRATEGY

Task 2

Positions

Web programmer

Graphic artist

Technical writer

Database programmer

Tasks

Conduct a requirements analysis to define their understanding of The

initial scope of the work

Develop a plan for the web site’s design

Team members

• Seasoned veterans• Well-equipped

Web site

• Courses: delivered through• Students: register online• Available & functional well

before the end of 1st phase• Additional content &

features: added as available

• Not only user-friendly but also easy to update & expand

Requests

Develop web siteNinh Thị Thu Nga

STRATEGY

Task 3

Posi

tion

s • Instructional designer

• Technical writer

• Graphic artists• Logistics

coordinator• Subcontracted

subject matter expert

• Document specialist

• Videographer• Subcontracted

audio technician

Task

s • Capture knowledge

• Analyze training needs & identify course content

• Design & develop course materials

• Market the course

• Coordinate logistics for the course

• Deliver & evaluate the course

Develop and delivery the 1st course

Ninh Thị Thu Nga

STRATEGY

Task 4

Positions

Technical writer - developed the “Knowledge

Capture & Training”

Second instructional designer - Monster.com,

local & national professional organizations’

job banks, employee recommendations

Tasks

Capture knowledge

Analyze training needs & identify course content

Design & develop course materials

Develop the

2nd course

Ninh Thị Thu NgaMANAGEMENT APPROACH

Ninh Thị Thu Nga

Assemble a team - combination of

value & experience

Hire a subcontractor

provide SMEs with technical

experience in the general subject

matter of the courses

Identify a quailed project manager lead curriculum

development efforts

MANAGEM

ENT

APPROACH

Project manager

Task manager Deputy project manager

Media Support

team

Video producer &

Videographer

Technical

writers

Webmaster

Lead instructi

onal designer

Team A

Team B

SME

Make all decisions for MRG HPI regarding contract execution

Report to

-Integral members-Report to and receive daily and direction from project manger and team leads

Capture, edit raw audio, video

- Produce graphics, animation sequences - Develop brochures, web site materials

Produce transcripts, brochures, train-the-trainer materials, instructor guides, student manuals

- Develop, maintain web site- Make the final audio, video clips index accessible

1st course 2nd course

Ensure knowledge capture portion be successful

-Develop the course- Define instructional methodologies- Identify course content, media- Write course materials-Develop student manual, instructor guide, train-the-trainer documents

- Provide support in knowledge capture-Communicators with instructors

Subcontracted SMEs

Ninh Thị Thu Nga

MANAGEMENT APPROACH

The planning, scheduling,

administration

Logistics of public relations

Course delivery, including student

registration

After developing

Each team coordinatesTHE COMMUNICATION PLANNinh Thị Thu Nga

SCENARIO 2: THE EFFECT OF FIRING THE PROGRAM MANAGER ON STAFFING FOR THE SECOND PHASE OF THE PROJECT

A TaskManagement

Educational Plan

D ng Th M Kimươ ị ỹ

hire a new program manager from outside to oversee the new project

write to articulate the scope for conducting at each project phase

do within the first month of the project start date

Schedule & Workload Requirement

Divisions

Course development

Marketing

Web site development

design & launch web site two months the project start

date

design A marketing plan & branding campaign before

web site can launch

distribute marketing products at the same time

web site

delivery the first course at the start of the fourth month

review & rehearsal the course two months after the

project start date

start analysis work for the second course two months after the project start date

D ng Th M Kimươ ị ỹ

TASKS TASKS

Program Manager oversees the entire project

Program Manager

conduct weekly status meetings

communicate through e mail & telephone calls

meet established deadlines for product

delivery

Conduct quality assurance

reviews immediately to keep the schedule on

time

Client

Program Manager

conduct weekly status meetings

communicate through e mail & telephone calls

meet established deadlines for product

delivery

REQUIREMENTS OF CLIENT Dương Thị Mỹ Kim

At the end of the thirteen

ACTIONS OF PROGRAM MANAGER

MRG HPI decides to replace the Program manager

has not leaded

the team

has not said a dozen

words in the past 8 weekly

miss the deadline

for delivery

the TMEP

make the client not pleased

Dương Thị Mỹ Kim

SOLUTION

Deputy Project manager

Media Support

team

Video producer

&

Videographer

Graphic artists

Technical

writers

Webmaster

Task manage

r

Subcontracted SMEs

Lead instructi

onal designe

r

New Lead

instructional

designer &

subject matter expert Individual team

s

Team

A

Team

B

• Promote Deputy PM to PM position• Reorganize the team & fill the open position•Lead ID was assigned to assist with team A •Hire new Lead instructional designer to lead team B

Concerns about the subject matter experts (SMEs)

instances where instructors had rescheduled on multiple occasions or cancelled

Different opinions about the level of marketing required

Different expectations about the complexity of graphics in course development and course materials

CLIENTS ISSUES

STOP-WORK ORDER

Thái Tú Linh

Scenario

3:

videotaping requirement during analysis phase

repeat courses that were going to be offered

the remaining courses to

be developed

and presented

were stretched

DThái Tú Linh

Maintain a staff to meet the contractual changes?

Ensure a quality product?

Retain your employees?

Instill confidence that the program is stable?

Remember

4 what :

Thái Tú Linh

MRG HPI had organized all three development teams

Team CThird

Course

Team BSecondcourse

Team AFirst

course

Thái Tú Linh

Solution

By team members

In order to not lose staff

Reassigned to existing

work

To lay off one

document specialist

To lay off one

technical writer

To lay off one

programmer

Thái Tú Linh

Solution

BACKGROUND

THE CLIENT WANTS TO:

-ADD REPEAT COURSES BACK INTO THE SCHEDULE

- ADD FOUR NEW COURSES

- ADD FOUR NEW COURSES

- START IMMEDIATELY AND WANT THEM COMPLETED WITHIN THE NEXT 12 MONTHS

Nguyễn Trương Hiền Trân

PRESSUREStruggling after the termination of the program

manager.The three-month work stoppage.A change to the workload and schedule

requirements.The loss of co-worker.Development and delivery schedules were tight and

required a great deal of commitment and hard work.The team’s moods have run the gamut from

devastation to euphoria.

Nguyễn Trương Hiền Trân

Phạm Ngọc Mai Thảo

SOLUTION

PROCESS

Hire new staffs to

adapt workload

pressure 1.

Team

s’ de

pres

sed

mood

2.Reta

ining

curre

nt

staffi

ng m

embe

rs

Customer RequestsCustomer Requests

RECRUITMENT

RECRUITMENT

RETENTION

RETENTION


1. Add repeated courses

into schedule

2. Provide new four courses

CUSTOMER

REQUESTS Course Development ScheduleAnalysis 3 weeks

Analysis meeting 1 week

Analysis report 2 weeks

Development 8 weeks

Review 1 week

Course rehearsal and review

1 week

Production Before Class 2 weeks

Delivery 1 week

Post Delivery (Evaluation report/ Online course/ Promo DVD)

8 weeks


Tip1:Arrange th

e

workload in

schedule

Tip2: Allocate tasks

to current staff

before full-filling

vacancies

CUSTOMER

REQUESTS

New

requirements

MA

NA

GEM

EN

T

A full- time project manager

A full- time webmaster

•Updating the website

•For : _ Registering

_ Listing the courses

•Adding more file/ materials

to the e-library


To meet the new requirements

For development of the new online

courses

Developing new effective workplace

Training & Growth Opportunities

Job stability

1

4

2

5

3

Gaining Commitment6

Sitting down with the staff

Inspire company philosophy & culture


TIPS OF MOTIVATING

Sources of information to be used to get

close to candidates

1.Setting job description

2.Vacancy identification

3.Arranging interview

4.Candidate assessment/ interview/ selection

5.Job offer

6.Hiring process (negotiation, contract, training,…)

RECRUITMENT

Target group

ProcessesRecruitment

Sources

APPROACH

Division needs:

Graphic artists

logistics

document

specialists

editors

technical writers

instructional

designers

Recruitment Strategy


By Internet Job Board

Job fair Employee referral

External services

Developing

Communication

Plan

RECRUITMENT Phạm Ngọc Mai ThảoHR Communication

Plan

Internal Communication

Internal Communication

External Communication

External Communication

Local Papers

Open House

Job centers

Advertisements

Website

Local Papers

Open House

Job centers

Advertisements

Website

Send

key messages

to potential

candidates

Send

key messages

to potential

candidates

HR managerHR manager

Legal

Issue

Legal

Issue

Provide Task Leads

Provide Task Leads

Internal issues

(timeline, budget)

Internal issues

(timeline, budget)

Define which

teams is prior

allocated

Define which

teams is prior

allocated

Declare to internal staff

PrepareCommunication

Goal: Fulfill vacancies

Project manager

ImplementRecruitment

strategy

RECRUITMENT

Posting the recruitment announcement

Training new staff members

Recruiting methods

1. By Advertisements

2. By Database search

3. By Employee Referral

4. By Job Fair

Interviewing process

Conducted by HR

manager

Interviewed by the

appropriate task

lead

Quick staffing and

training (1 month)

Up to quality standard


RECRUITMENT


HR problems occurs

every day-to-day work

Each manager should has

HR skills

CONCLUSION

DefineRecruitment

needs

DefineRecruitment

needs

Recruitment Policies

Guidelines

Recruitment Policies

Guidelines

Determine A recruitment

strategy

Determine A recruitment

strategy

Develop a communication plan to implement the recruitment

strategy

HRSKILLs