Manage Human Resources as a Manager in a Business Operation

7/24/2019 Manage Human Resources as a Manager in a Business Operation

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Sunil.N #168

pg. 1

Sunil NaryanStudent No. 168

UNIT STANDARD # 19022

Manage Human Resources as a

Manager in a usiness Operation


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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


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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


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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.


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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


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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.


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


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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.


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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


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


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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)


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.


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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.


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.


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


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Assist in maintain servers, security solutions, network hardware and equipment.

Work with IT manager to develop strategies, improve effectiveness and foster innovation.


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


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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.


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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


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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


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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


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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


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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.


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-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


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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


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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


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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


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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)


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(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


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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).


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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


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


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Information

Technology

Manager

Full time

permanent

Hourly rate of

$22.00 and

therefore subject

for renewalevery months


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.


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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.).


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(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)


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(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.


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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


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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


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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/


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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


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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.


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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.


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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: ___________________________


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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)


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


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


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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)



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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


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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)


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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.


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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


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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.


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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.)


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d. Structural Analysis.

An analysis of the business needs or other reasons the training is desired. An analysis of the

orga

Documents

Manage Human Resources as a Manager in a Business Operation