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B2002 HRM

0305-004943 Lee Tat Yan Denny

June 2008

Table of Contents
Introduction.........................................................................................................................2 Objective.....................................................................................................................2 Manpower planning....................................................................................................2 Recruitment................................................................................................................3 Selection.....................................................................................................................3 Training.......................................................................................................................4 Company Description and Background.............................................................................4 How the change want to be?...............................................................................................4 What manpower need?.......................................................................................................5 Recruitment and Selection process of the company..........................................................5 Job analysis.................................................................................................................5 Recruitment Process...................................................................................................6 Sources of recruitment...............................................................................................6 Selection process........................................................................................................6 Interview.....................................................................................................................6 Test..............................................................................................................................6 Selection and placement.............................................................................................6 Induction.....................................................................................................................7 Training.......................................................................................................................7 Conclusion..........................................................................................................................7 References...........................................................................................................................8 Annex I................................................................................................................................9 Annex II............................................................................................................................10

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B2002 HRM

0305-004943 Lee Tat Yan Denny

June 2008

Introduction
Hong Kong Guards Limited is one of the medium security company in Hong Kong, its core business is low profile Chinese security guard which providing service for government housing and commercial customer. Four years ago, it set up a new division to provide Gurkha security guard and Premium Chinese security guard. Now the business of this division is stable and plan to further develop. The division will reform as a standalone company, this documents is a human resources plan to illustrate how to fulfill the manpower needs for this company. The human resources planning process includes process of manpower planning, recruitment, selection, and training.

Theoretical Framework of manpower planning


Objective Human resources planning aimed to forecast the human resources needs of an organization in according to the organizational objective. It requires to analysis the structure and forecast the manpower require. Specify tasks and skills require for each job position, and plan about how to obtain the right person to do the right job. The human resources planning process includes the process of manpower planning, recruitment, selection, and training. Manpower planning Manpower planning is an attempt to forecast the number of employee requires for the organization, and specify the job requirement and job specification of each job position. Advantage of manpower planning is to help management in decision on; recruitment, to avoid of redundancy, how to setup of training, what kind of management development require, estimation of labour cost, bargaining on productivity, and accommodation requirement. Manpower planning needs continuous readjustment, because goals of organization are unstable and its environment uncertain. The planning process is complex and requires feedback from different level. The statement of company objective is important to manpower planning, because it covers the products, methods, markets, etc. It gives idea of demand for labour, which is then related to the supply of labour to produce the manpower plan. A long-term manpower plan is to attempt to forecast manpower needs for coming five years. There are a few areas that company need to consider; the creation of a manpower planning group, statement of manpower objective, present utilisation of manpower, external environment of the company, and potential supply of manpower.
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B2002 HRM

0305-004943 Lee Tat Yan Denny

June 2008

The final company manpower may should have following items appear in it; jobs will appear, disappear, or change, possible re-deployment or re-training, necessary changes at supervisory and management levels, training needs, recruitment, redundancy or retirement programme, industrial relations implications, arrangements for feedback in case modifications in manpower plan or company objectives are necessary. Recruitment Recruitment includes the examination of the vacancy, the consideration of sources of suitable candidates, making contact with those candidates and attracting applications from them. Examination of the vacancy includes job analysis and job description. Job analysis give description to each job are systematically identified and documented. It states the duties, responsibilities, operations, conditions and organizational aspects of particular job. Information of seven areas are provided by job analysis; job identification, characteristics of the job, specific operation of tasks, what materials and equipment being use by worker, how worker perform the job, personal attributes require for the job, and relationships of job. Job description describes the work performed, duties and responsibilities involved; training required, conditions under which job is done, relationship with the other jobs and personal requirement of the job. After job analysis was done and job description is available, and then will identify sources of recruitment. There are eleven channels of recruitment; direct hiring, friends and relatives, advertisements in Newspapers, unions, employment exchanges, schools and colleges, management consultants, recommendation by present employees, unsolicited, professional bodies, and other sources such as head hunting. Selection Selection process begins with preliminary interview which conduct for candidates who have responded to recruitment sources. A screening process filter out unsuitable applicants, it also gives a chance for applicant to know about the company and the job. This process normally carries out by a junior executive. A few documents aimed to help the selection process, such as application form and reference letter. Application form design in the format that contains information of applicant and other information of employers interest, it makes applicants information in same format for easier comparison. Reference letter gives a clear, unbiased and comprehensive description of a candidates ability and behaviour by previous employer is valuable in selection. Short listed candidate will arrange for a employment interview, the interview must be plan to get information, to give information and to make friends. It provides adequate information upon which to take a decision to hire or not to hire. If necessary,
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B2002 HRM

0305-004943 Lee Tat Yan Denny

June 2008

test will be arranged for candidate to find out accurate information about candidate. Upon decision made to offer the job to candidate, wage or salary offered must not only be appropriate to job and attractive to candidate, but consistent with earnings of present employees. The job must be named and any special conditions stated. Employee must know the essential conditions of employment, such as hours, holidays, bonuses and fringe benefits. A welcome session will be arranged for new employee, they will brief about general rules and regulations of company. Introduce new employee to key management, section head and co-worker. Training Section head will provide on job training to new employee. Further job related training will be arranged if necessary.

Company Description and Background


Hong Kong Guards Limited is one of the medium size security company establish in 1979. The major business of the company is to provide Chinese security guard to government housing and some commercial customers. The profit margin of Chinese security guard is very low. Management seek for opportunity to make better profit. In year 2004, Hong Kong Guards Limited signed a joint venture agreement with Mr. Robert Yeung who is an ex-British army and specialist to run Gurkha security business in Hong Kong. Gurkha security guards are Nepalese who was ex-British army or Indian army; it is a standard branch mark of discipline and loyalty. The Gurkha division was lead by Robert as the Senior Manager, follow by an Operations Manager and an Administration Assistant. Other support services such as Controls Room, Mobile Patrol, Human Resources, Accounts and Billing are using existing resources of the company. After four years of effort, the business size of the division is big enough to afford for further expand. The management decided to expand and restructure Gurkha division, to provide more flexibility on running the business.

How the change want to be?


Currently the marketing works were done by Senior Manager and Operations Manager, such as dealing with potential customer, tender preparation, and proposal preparation. Both Senior Manger and Operations Manager are involve in other operations of the company, it is not possible to fully contribute the time on doing marketing work, so the growth rate of the business is not as good as expected.
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0305-004943 Lee Tat Yan Denny

June 2008

The existing operations teams are used to work with low profile Chinese security guard, their own English level are not high enough to well communicate with Gurkha guards. The discipline and service level are not maintains as expect to management. It also increases the workload of Operations Manager to maintain the service level. The existing organization chart as show in Annex I.

What manpower need?


The company decided to create three more job positions; Marketing Officer, Day Shift Operations Officer, and Night Shift Operations Officer. The new organization chart as show in Annex II.

Recruitment and Selection process of the company


Job analysis Marketing Officer is direct report to Operations Manager, responsible to assist in developing, planning and implementing marketing activities. Liaise with internal & external parties for the planning and execution of marketing events. Analysis marketing trend and seek for potential customer. Preparing of marketing material such as tender, proposal, quotation, and contract. Marketing Officer requires having a recognized degree in Communication, Business Administration or Marketing. At least two years relevant experience, good PC skills, excellent interpersonal and communication skills, able to work independently and under pressure with minimum supervision. Operations Officer is direct report to Operations Manager, responsible to handle operation matter such as recruitment of security guard, deploy, monitor and support. Operations Officers are the direct contact to guards, they used to visit each duty location by company car. Duty schedule of guards are prepared by Operations Officer. As per direct supervisor of guards, they need to maintain the discipline level of guards and liaise with customer for improvement. Operations Officer requires having valid Hong Kong driver license, minimum three years experience in the business with at least one year at supervisor level. Able to communicate fluently in English. Previous disciplinary background will be an advantage. Administration Assistant is responsible to handle administration work of the division and assist operation teams on matter of recruitment and communicating with guards. Administration Assistant requires having minimum five level of education. Able to communicate fluently in English. Able to communicate in Nepalese will be an advantage.
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Recruitment Process Sources of recruitment The existing Administration Assistant with a marketing background, rather than to recruit new staff as the Marketing Officer, company decided to promote the Administration Assistant to Marketing Officer. This is because the Administration Assistant had been working with the company for 28 months; she has better understanding about the company. An advertisement on newspaper will be posted to recruit position of Marketing Officer, Day & Night Shift Operations Officer, and Administration Assistant. In addition, an advertisement will be posted on Nepalese newspaper to recruit for Administration Assistant. Labour department web-site is also a free source for recruitment. Selection process Applicants are require sending resume by fax or come to fill application form in person. Applicant who qualification does not match requirement of advertisement will be filter out. Operations Manager will double check information of applicant, applicant who does not match with requirement but with other strength may also be consider. Interview Interview will arrange for all short-listed applicants. Basic information of applicant will collect from application form, qualification documents will photocopy for reference. Face-to-face talk to Operations Manager to get more understanding about the personal character and background of applicant, applicant may also have chance to ask more information about the company and the position. Benefit and compensation about the position will brief to the applicant, and applicants expectation will be asked. For applicant who may suitable for position of Operations Officer needs to arrange for second interview by Senior Manager. More questions will be asked about their background and skill require for work. Test Applicant needs to complete an English writing test, to test their level of English. Writing test paper for Operations Officer will be focus more on reporting writing and job related matter. In addition, a computer typing test and Excel test will be given to Administration Assistant to test for typing speed and computer skill. Selection and placement Finally employee will be selected base on their qualification, test result, and comment from both Senior Manager and Operations Manager.
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0305-004943 Lee Tat Yan Denny

June 2008

Induction An orientation will arrange for new join staff, they will be introduced to other member of staff. The program includes briefing about general rules and regulations of the company. Training On job training and further job related training scheduled for each individual. Training to Administration Assistant will be conducted by Marketing Officer; the job was previously done by her. She has best knowledge about the job. The job training of Operations Officer will be conducted by Operations Manager. Marketing Officer will be arranged to work with Operations Manager for a month to learn how to conduct marketing work. Company can sponsor her to take some marketing course.

Conclusion
The result of the manpower planning of the company will create three job positions to the company; Marketing Officer, Day Shift Operations Officer and Night Shift Operations Officer. The existing Administration Assistant will promote to Marketing Officer, and new recruit to fill job position of Administration Assistant. The whole recruitment process expected to complete in three weeks, and expect each new join employees can pick up their work in two months times.

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June 2008

References
Global Business Unit Higher Education (2005), Advanced Diploma in Business Administration B2002 Study Guide (Version 2), Informatics Holdings Ltd. Dowling, P., Schuler, R., & Welch, D. (1999), International human resource management: Managing people in a multinational context (3rd ed.), Cincinnati Ohio: South-Western Publishing Co. DeSimone, R.L., Werner, J.M., & Harris, D.M. (2002), Human resource development (3rd. Ed.), Fort Worth, TX: Harcourt College Publishers

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June 2008

Annex I
H n K n G a s L ite o g o g u rd im d

Ba oD c r o rd f ire to

G n ra M n e e e l a ag r

C in se D is n h e iv io

G n ra S rv e e e l e ic s

G rk a u h

D is n iv io

O e tio s M n e p ra n a ag r

A co n c u ts

S n rM n g r e io a a e

D istric M n g r t aae

Hm Rs u e u an e o rc s

O e tio s M n e p ra n a ag r

As n D s ista t istric M n g r t aae

P y ll &B g a ro illin

A m is tio d in tra n

A is n ss ta t

S n r O e tio s O e e io p ra n ffic r

O e tio s O e p ra n ffic r

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Annex II
H n K n G a s L ite o g o g u rd im d

B a o D cto o rd f ire r

G n ra M n g r ee l aae

C in se D isio h e iv n

G n ra S rv s e e l e ice

G rk a u h

D is n iv io

O e tio s M n g r p ra n a a e

A on cc u ts

S n rM n g r e io a a e

D istric M n g r t aae

H m nR s u s u a e o rce

O e tio s M n g r p ra n a a e

A is n D tric M n g r ss ta t is t a a e

P yro &B g a ll illin

O e tio s O p ra n ffice (D y r a)

A m is tio A s ta t d in tra n s is n

S n r O e tio s O e io p ra n ffice r

O e tio s O e (N h p ra n ffic r ig t)

M rk tin O r a e g ffice

O e tio s O e p ra n ffic r

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