Single Diploma in Business Management (Intake-12)

Assignment Name : Introduction to HR Management

Student Name : Pyae Phyo Zaw

Student ID :

Module Name : Introduction to HR Management

Due of Assignment : 30th December 2017

Table of Contents
1. UNDERSTAND THE HRM PROCESS ...................................... 3
1.1 BASIC CONCEPT HRM ROLE AND FUNCTIONS .................................3
1.2 IMPORTANCE OF HRM IN ORGANIZATIONS ....................................3
1.3 ROLE AND RESPONSIBILITY OF HR DEPARTMENT AND HR SPECIALIST .....4
1.4 HR POLICY AND EFFECT OF HR POLICY.........................................4
2. UNDERSTAND THE HRM PROCESS ...................................... 5
2.1 JOB ANALYSIS, JOB DESCRIPTION AND JOB SPECIFICATION ...................5
2.2 PERSONNEL PLANNING, RECRUITING, CANDIDATE TESTING AND SELECTION
AND INTERVIEWING CANDIDATE ......................................................6
Personnel Planning..............................................................6
Recruiting ..........................................................................7
Candidate Testing ...............................................................8
Selection ...........................................................................8
Interviewing Candidate ........................................................8
2.3 .....................................................................................9
Training and developing employee ........................................9
Performance Appraisal ....................................................... 10
Employees compensation and benefit .................................. 10
Employee Health and Safety ............................................... 11
Industrial Relations ........................................................... 12
3. HRM PLAN ....................................................................... 12
1. BACKGROUND INFORMATION OF COMPANY ..................................... 12
2. STRUCTURE OF HR DEPARTMENT ............................................... 13
2.1 Organizational Chart of HR Department .......................... 13
2.2 Positions and Responsibility .......................................... 13
3. HR FUNCTIONS FOR MYANPOWER COMPANY .................................. 14
1. Understand the HRM process
1.1 Basic concept HRM Role and Functions
The key objectives of HRM are determining the best use of human’s
talents, skills, education, knowledge available to achieve
organizations objectives and goals.
HRM Functions are,
Human resources planning-how many employees needed? What
kind of employees? When organizations need?
Recruitment- Recruit from all possible sources such as external,
internal, current employees connection and so on.
Selection- Select best of the candidate who was suitable for applied
position.
Compensation and benefit- Clarify salary, allowances, leave and
inform employees for future benefit such as pension, gratuity.
Performance Appraisal- In this function make face-to-face discussion
with employees and discuss about work related issues, their
personal career development and other important issues.
Training and Development- HR department conduct appropriate
training for both current and new employees for their development.
Employees relation- HR department build and manage good
relationship employees and trade unions, NGOs and government
organizations.
Safety and Health- HR department crate the healthy and safety
working environment for all level of employees.

1.2 Importance of HRM in Organizations

HRM is the major sector for organizations to achieve its goals,
objectives and sustainable with success.
HRM allocated available human resources and that is the key points
also. Because, for successful organizations have to arrange right
employees to right place. Also attract new employees and retain
current employees are important.
All of the human resources related matters are mostly conducted by
the HRM, so HRM is the important for every organization even if it is
large or small.
1.3 Role and Responsibility of HR Department and HR
Specialist
Employment selection- HR department and HR specialist select new
suitable employees for organization using recruitment process under
the HR policy.
Promotion selection- HR department and HR specialist select
employees who have enough skills, capacity for higher level of job.
Training, education and development- HR department and HR
specialist arrange the training for the employees that will effective
to organizational development.
Medical and staff welfare- HR department and HR specialist organize
internal clinic or connect with external hospital for medical care of
the employees. Also organize cafeteria, canteen, and welfare fund
for the employee’s welfare.
Industrial relation- HR department and HR specialist build good
relationship with industry such as trade union, labour organizations,
NGOs and government organizations and keep in touch with them to
get up to date data.

1.4 HR policy and Effect of HR policy

HR policy based on the principle, that will lead the relationship of
the organization with its workforce.
HR policy needed to focus following points,
Procedure has to clear and details
Satisfaction of employees
EEO (Equal Employment Policy)
All employees should have opportunity for training and development
Fair treatment concerning disciplinary matter

HR policy is not fair enough for employees side thee will be occurred
resignation, and rise the jealousy of employees and that will badly
effect organizations.
If HR policy is fair for all level of employees including all kinds of
ages, religions and sex that will drive the organization to disciplined,
happy working environment and success.
2. Understand the HRM process
2.1 Job analysis, job description and job specification

Job Analysis: Job analysis is determining the skills, duties, and

knowledge required for performing jobs in an organization using
systemic process.
Analyst can collect job analysis data or job analysis information from
Internal sources such as employee, employer etc. and also external
sources Internet, agencies and so on.
In Job analysis is conducted in many different ways depend on the
organizational needs and resources for conducted job analysis differ.
Most useful methods to conduct job analysis are,
Questionnaires - is economical to use. Structured questionnaires are
efficient way to get job analysis data from both internal and
external.
Observations - this method can help to identify interrelationships
between physical and mental tasks. Observation method alone is
not enough to conduct job analysis.
Interview – in this method, analyst interviews the employee, helping
he/she about their duties. And then analysts contacts the supervisor
for the additional information and also checks and clarify the data
that got from employees.
Combination of methods – The combination of methods is more
appropriate for conduct the job analysis. For example, job analysis
for administrative job analyst might use questionnaires supported
by interview and limited in observation. For production job,
interview supplemented by extensive observations may provide the
necessary data. Normally, the analyst should use the combination of
methods for the accuracy of job description and job specification.

Job Description: Job description based on the data that was

collected by the job analyst or HR manager during the job analysis
process. Job description is a statement that included tasks, duties
and responsibility of the job. It’s appearance and content can be
varied depend on the organizations, firm, job culture and another
factors.
Basically, job description contain at least three parts:
Job title: It means the title/role of the job such as Manager,
Assistant Manager and so on.

Job identification: It contains the employee who was applied for the
vacant job such as division, department, wages category, report to,
job code so on.

Job and duties: It contains job statement and duties and

responsibility of that job. A briefly explain listing of major job and
duties of that job. Duties and responsibilities section express more
details duties for that job such as daily duties, working procedure,
reporting method and other responsibilities for that job.

Job Specifications: Is the statement of requirement of skills and

abilities, knowledge, education for the person who will perform that
job. These requirements are educational requirement, Language
skills and so on. These requirements may be varied according to the
job.

2.2 Personnel Planning, recruiting, candidate testing and

selection and interviewing candidate

Personnel Planning
Personnel planning are strategy for the acquisition, utilization,
improvement and retention of the organization’s human resources.
It is related with forecasting and estimating the future labor
requirement of an organization. These actions are also related with
making policies and plans to ensure that the right numbers of
employees are available and trained as needed.
 Personnel planning are related with following:
 Recruitment and training of adequate and suitable employees
 Retention of employees
 Effective utilization of the entire workforce
 Improvement of employee performance
 Dismissal of employees, if necessary
The four main categories employees those are important in
personnel planning are - Existing employees, new employees,
Potential employees and leavers (dismissal or retired).

Personnel planning or manpower planning is not for the short-term

task. It is for long-term such as five years minimum period. The
earliest stage for personnel planning is studying or collecting data of
all levels of employees who were working for organization/ existing
workforce. That will show the manpower being used and excesses or
shortfalls.
The next stage is personnel model producing for the estimated
future need workforce and compare with the actual business
situation. Changed required with regard to the following points is
identified in this comparison stage.
 Organizational Development
 Changes in job structure
 Re-evaluation of jobs
 Recruitment needed for excesses
 Changes in work pattern
 Training and development needs
 Implementation
 Monitoring
Based on the obtained data and after analysis, future expansion of
organization or otherwise can be made. In fact, personnel planning
are the important role in human resource allocation and organization
expansion, organizational development.

Recruiting

Recruiting is the first stage of the process filling the vacancies in an

organization. It may occur of the creating new position for
employees and resignation/termination/dismissal of the existing
employees.
Recruiting can be made in several ways.
Internal recruiting – A vacancy may be filled by an existing
employees who is working in another position. One of the
advantages of internal recruiting is employees can aware the hard
work can be rewarded through promotion. One of the disadvantages
of internal recruiting is other employees can be felt jealousy.
External recruiting - A vacancy may be filled using from outside
sources of organization. The sources may include Local school,
colleges, technical colleges and university, employment agencies,
recruitment consultants, advertisement in newspapers, positing on
recruitment website. One of good points for external recruiting is
reduce the current employees depression or feel jealousy in
promoted employees. On of the bad points for external recruiting is
the new comer may be need orientation and some training if he/she
is not enough experiences for that vacant job.
Introduction by existing employees – This is the mixture of the
internal and external recruiting. Existing employees may
recommended suitable person for that vacancies through friends,
relatives.

Candidate Testing

Candidate testing is the one of the major process in recruitment

process. There are many ways to test the candidates who applied
for that specific job.
Work tests – Designed to check if he/she is skillful as he/she has
claim. For example, receptionist may be asked for communication
skills, computer skills.
Aptitude tests – Design to show skills of doing simple test in
practical.
Intelligence test – Design to test reasoning ability.
Personality test – Design to indicate appearance, character and so
on.

Selection

When the applications have been received via email or in person,

the information of the applicants is compared with the job
specification and requirements of the job for the applicants have
been called for.
The applicants who meet the criteria and job specifications are
short-listed and invite to personal interview.

Interviewing Candidate
Interviewing candidate is the face-to-face discussion and meeting
between applicant and employer’s representative. Depend on the
role or position of the job, interviewing will be conducted by only
one manager (especially HR manager) and related department head
and sometimes employer him/herself for which interviews are being
conducted.
Aim of interview
To confirm the applicant’s information already provided
For evaluate the applicant’s behaviors, mannerisms and alertness.
For evaluate the applicant’s in details personal characteristics which
is provided in application form.
For get the most suitable short-listed candidates among from
applicants who attended the interview.

2.3

Training and developing employee

After completing the induction programmed for the new selected
candidate for various job, management need to provide for their
training and development. Because the training and development
programmed can improve the efficiency of organization directly.
Training program aim for the positive change or development of
candidate attitude, skills and knowledge in specific area in short
term. It is usually job related.

Three types of training are,

Job training – Preparation a tasks for employees and providing the
information about the tasks. Demonstrate these tasks to employees
and give an opportunity to them to imitate that demonstration and
subsequent feedback1.
Refresher training – Focus to recall employee’s previous obtained
knowledge and skills2.
Promotional training – Focus to the potential employees prepare for
handling more duties and responsibilities and get promotion near
future.

1 Reference: http://www.businessdictionary.com/definition/job-training.html
2 Reference: http://www.businessdictionary.com/definition/refresher-training.html
When the training is done in specific objective, evaluation of training
must need. Management needed to evaluate the development
objectives were achieved or not, the method of instruction was
efficient or not.
Performance Appraisal
Performance appraisal is used for the variety of purposes and also
key part of the HR management. It is used for the quality and
performance of employees including the following sections
 Knowledge of works
 Communication Skills
 Collaboration and Teamwork
 Personal Appearance
 Organization and Task Management
 Ability to Prioritize
 Dependability
 Composure
 Accountability
 Creativity
 Decision Making/Problem Solving and so on.
Sections and methods of performance appraisal may be varied in
different ways depend on the different organizations.
Some benefits of performance appraisals are – increasing
employee’s motivation, increasing self-awareness of employees,
employee’s current workload, employee’s can discuss their problem
with related manager, and employees can clarify work related issues
with management.

Employees compensation and benefit

Management usually consults with HR manager and decides the
employee’s compensation and benefit. This policy has to clarify
between employees and employer for preventing the future issues.

According to the current labour laws and regulations in Myanmar,

employer have to be paid half of month wages for service between
six months and a year employees, full month wages for service
between one and two year employees, a month and half of wages
for service between two or three years, three month wages for
service between three and four years, four month wages for service
between four and six years, five month wages for service between
six and eight years, six month wages for service between eight and
ten years, eight moths wages for service between 10 and 20 years,
ten months wages for service between 20 and 25 years, 13 months
wages for service over 25 years as compensation upon their
termination 3 . Compensation should include injured compensation
policy, life compensation policy. Compensation policies can be
different one organization and others.
Management also consult with HR manager regarding the employee
benefits. That should include
Standard employee benefits apart form salary such as allowance,
accommodation, annual leave, casual leave, sickness pay, maternity
leave, and retirement benefit including provident fund, pension and
gratuity according to the regional labour laws and regulations. And
other additional allowance depending on employee benefits policy
are personal use for company own vehicle, free hostel or residential,
share of organization, cost of meals, interest free advance, loans,
medical or health insurance, flexible working hour, working from the
home or other locations. Additional allowance can be different from
one organization and others also.

Employee Health and Safety

Not only related department head or manager has main

responsibility for maintaining employee health and safety program
but also HR department has responsibility for health and safety
program. HR department should provide expertise to assist them.
All level of employees throughout the organization has to
understand the key of accident prevention procedures.
There are many techniques can use for all level of employees
including management for safety make sense. These are safety
poster and notice, films and videos, fear techniques, safety
discipline, discussion and role play techniques/ drill.
Related department and HR Manager need to make sure all the
people who are working for the organization such as new comers/
new employees, experienced employees, supervisor and also
management level people. If possible HR should invite international
HSSE expert and arrange the health and safety short-term training
for all the people in organization.

3 Reference: Myanmar labour laws and regulations 2015

HR department is also responsibility for the health, safety and
welfare of the workforce.

Industrial Relations

The role of HR department in developing and maintaining working

relations between employer and employees is very important.
Today, large scale of working populations belongs to trade unions.
Activities of trade unions on behalf of its members cover some or all
of remunerations, working condition, welfare and safety, protection
members from unfair conditions, security. If employer and trade
unions fail the negotiations, many forms of industrial can result.
If any problem occurs with trade union and employer, HR manager
should take third person consultation role and make sure the
negotiations continue. At that time HR manager needs to be able
think clearly, logically and fairly approach to solve the problem
between that two parties.
HR manager has to build good relationship with local trade unions,
government organizations, NGOs.

3. HRM Plan
1. Background Information of company

Company Name: MyanPower

Type of company: Independent Power Producing & Developing

Type of product: Electricity production

Numbers of employees: 120 people

Location: Headquarter is in Yangon and one branch in Nay Pyi Taw

Objectives: To get 100% electrification in Myanmar as soon as

possible
2. Structure of HR Department
2.1 Organizational Chart of HR Department

Vice President
Human Resources

Admin Executive

Director Director Director Director Director

Recruitment and Industrial Compensation Training and Employee
Employment Relations and Benefit Development Relations

2.2 Positions and Responsibility

Position Responsibility
Vice President Executive Committee
Human Resources Organizational Planning
HR Panning
HR Policy
Organization Development
HR strategy
Director Recruiting
Recruitment and Interviewing
Employment Testing
Allocation
Termination
Director Job analyses and evaluation
Compensation and Benefits Surveys
Performance Appraisal
Compensation
Bonus, Profit-sharing plans
Director Negotiations
Industrial Relations Contract Administration
Grievance Procedure
Arbitration
Health & Safety
 Medical Plans
Cafeteria
Director Orientation
Training and Development Training
Career Planning and Development
Quality Circles
Exit Interview
Director EEO Relations
Employee Relations Contract Compliance
Staff Assistance
Program
Employee Counseling
Outplacement
Admin Executive Secretary work
Document Control
Personal Meeting Schedule
Record Interviewing

3. HR Functions for MyanPower Company

1. Plan

5. Measure 2. Recruit

4. Retain 3. Develop

Plan: In this function include human resources planning for both

current workforce and estimated future workforce.
Recruit: In this function, HR department conduct recruiting process
from internal and external resources under HR plan and policy.
Development: In this function, HR department conduct training
program such as job training, refresher training, educational
training, promotional training and also performance appraisal for
experienced employees. For new comers, arrange appropriate
training such as orientation, basic employability skills training.
Retain: HR department has to retain not only experienced
employees but also skillful, semi-skills, general workers. HR
department need to explain all employees about compensations and
benefit, allowances, accommodation and also explain how much
employees can get experiences, position, and their career
development.
Measure: HR department will monitor all workforces in
organizations weekly, monthly and yearly. And compare with other
success company in same industry. If organization did not reach it’s
objective, HR will start the planning function and all the HR
functions process again.