Human resource management function (2)
- 1. HUMAN RESOURCE MANAGEMENT By Abraham Marangu Ncunge
- 2. OBJECTIVES OF THE SESSION The session objective is to create awareness on:- The importance of human capital/human resources in an organization Legal framework and various HR functions Skills necessary for attracting, retaining and motivating human resources in County Governments
- 3. HUMAN CAPITAL Human capital is defined as the collective stock of skills, attributes, knowledge and expertise of employees that contribute to the organization’s productivity Employees are the lifeline of an organization, they are like the building blocks and the success of the organization depends on the collective efforts of employees
- 4. WHAT IS HRM HRM is a specialty within the broader field of management that focuses on managing employees HRM is proactive, looking at people in economic terms as assets and liabilities to be actively managed HRM involves the process of acquisition, development, motivation and maintenance of labour at optimum levels most efficiently and effectively
- 5. HRM CONT’D HRM is strategic, tying people management to business objectives HRM is holistic - concerned with the overall people requirements of an organization HRM ensures that an organization’s people are considered as well as its financial and other resources, hence the elevation of HRM Sections HRM has absorbed ideas and techniques from a number of areas – it is a synthesis of themes and concepts drawn from a century of management theory and social science research
- 6. WHY EFFECTIVE HRM IS IMPORTANT The human resource is the most critical resource an organization has Effective human resources management directly contributes to organizational efficiency and reduces rates of labour turnover Employees who are happy are more productive and make great contributions to the organization and the people they serve and are likely to stay longer hence reducing recruitment and training costs
- 7. EFFECTIVE HRM Great leaders know that acquiring and keeping good people is a leader’s most important task – John Maxwell in “Equipping 101 What Every Leader Needs to Know” An organization cannot increase its productivity- it is the people who do The asset that truly appreciates within any organization is people People can grow, develop and become more effective
- 8. EFFECTIVE HRM CONT’D Employees give the best part of their life to organizations and they expect feedback Unlike technology and capital, the human resource has expectations and interests and these are manifested in behavior which impacts performance The Government recognizes that its employees are the most critical resource for the attainment of its vision, mission and goals at various levels
- 9. PURPOSE OF EFFECTIVE HRM To create meaningful jobs that link to the organization’s vision and mission To maintain the right mix of people with the knowledge, skills and abilities, deployed to accomplish the work of the organization To provide a structure that helps employees to be effective in their work To provide fair and consistent treatment of employees
- 10. PURPOSE OF HRM CONT’D To provide employees with continuous feedback about their performance To nurture an organizational culture that supports and motivates staff To create a positive work environment To retain effective employees To help the employees and the organization manage change To integrate people policies and practices
- 11. AIMS OF HRM HRM aims for a seamless link between business policy and recruitment, performance assessment , reward management, development and exit Encourages employee attitudes and behavior which are consistent with business goals It emphasizes the role of line managers in overseeing their own staff
- 12. HRM FUNCTIONS 1. STAFFING - Hiring the right people with the right skills at the right time and in compliance with the existing Human Rights Legislation and other Legal provisions and guidelines - The process involves:- a) JOB ANALYSIS - Collecting information and data to facilitate description of the duties and responsibilities of a given position as well as the skills, knowledge and abilities required to do the job
- 13. FUNCTIONS CONT’D b) JOB DESCRIPTION - A statement that gives the purpose, scope, responsibilities and tasks which make up a stated job - used as a basis of selection, training, promotion and performance management c) RECRUITMENT AND SELECTION - Involves finding and employing individuals to carry out tasks that need to be done within an organization - choosing suitable applicants for job vacancies following established criteria eg set guidelines by the Constitution of Kenya 2010
- 14. RECRUITMENT PROCESS The process gives due consideration to:- Appropriate organizational structure Optimal staffing levels Schemes of service and career guidelines
- 15. GUIDING PRINCIPLES Article 232(1) (i) of the Constitution of Kenya 2010 makes a provision for affording equal opportunities for appointment, training and advancement, at all levels of the public service, of- (i) men and women; (ii) the members of all ethnic groups; and (iii) persons with disabilities
- 16. ADVERTISEMENT OF VACANCIES Advertisement should be done openly and using media that is accessible nationally eg newspapers, notices in county offices and other public offices Must give enough time for interested candidates to apply Must contain information on; - Title of post - Terms of employment - Required qualifications and other support documents - How to apply - Closing date for the applications
- 17. SELECTION Selection of successful candidates will be on merit taking cognizance of the Constitutional requirements The names of successful candidates should be well documented All successful candidates must be issued letters of offer of appointment
- 18. CHARACTERISTICS OF ORGANIZATIONS THAT VALUE LEARNING Recognize that learning is part of everything that the organization does Supports the expectation of learning with the necessary resources Encourages learning at all levels Recognizes that mistakes are learning opportunities Have a policy on employee training and development such as the Training Policy for the Public Service(2005) Provides time for learning Allows for practice of new skills on the job
- 19. HR FUNCTIONS CONT’D 3. COMPENSATION AND BENEFITS - Ensures compensation plans are in place in case of sickness or accident - provides information on benefits that an employee is entitled to enjoy such as salaries, allowances and other fringe benefits - retirement plans and retirement benefits such as pensions and gratuities
- 20. HR FUNCTIONS CONT’D 4. PEOPLE MANAGEMENT( BUILDING EFFECTIVE EMPLOYER/EMPLOYEE RELATIONSHIPS) Work Plans Recognition Conflict resolution Discipline Termination Counseling Day to day HR administration
- 21. HR FUNCTIONS CONT’D 5. WORKPLACE MANAGEMENT(creating a good work environment) work life balance health and safety diversity to avoid monotony eg job rotation, job enrichment or enlargement
- 22. ORGANIZATIONAL ENVIRONMENT Employees value working in environments where:- they have a boss whom they can respect they have a good basic pay and other incentives that meet their developmental needs they have jobs that are challenging and are not monotonous
- 23. ORGANIZATIONAL ENVIRONMENT There is good team spirit there are opportunities for training there are adequate resources to enable them do their job they are involved in coming up with goals and targets to be achieved there is good flow of information
- 24. HR FUNCTIONS 6. HR PLANNING:- The process of determining the current and future human resources required by the organization to achieve its strategic objectives Bulla and Scott (1994) define it as “the process of ensuring that the human resource requirements of an organization are identified and plans are made for satisfying the requirements” Also looks at how people are employed and developed
- 25. HR PLANNING Failure to plan is planning to fail Organizations must plan for the people to be entrusted with the job of making the organization effective and efficient HR Planning aims at achieving optimum use of an organization’s most valuable asset – its human resource It ensures the best fit between employees and jobs while ensuring there are no shortages or surpluses- ensuring prudent use of the human resources
- 26. HR PLANNING Assesses the current HR capacity based on their numbers and their competencies against the capacity needed to achieve the Vision, Mission and business goals of the organization The planning process defines what is to be achieved within a given time frame and the numbers and skills needed to achieve the defined business goals It includes having a retention strategy, disciplinary procedures, talent management and also recruitment and selection It is a continuous process
- 27. EMPLOYMENT LEGISLATION The HR Manager is responsible for creation of awareness and implementation of various laws and policy guide lines such as:- - the Kenya Constitution - the employment Act,2007 - Ethics and Anti-corruption Commission Act - the County Government Act No. 17 of 2012 - Pensions Act Cap 189 - the Public Officers Ethics Act 2003 - the Code of Conduct etc.
- 28. APPOINTMENTS AND PROMOTIONS Article 232.(1) of the Constitution of Kenya 2010 provides for fair competition and merit as the basis of appointments and promotions The Constitution further states the need for affording adequate and equal opportunities for appointment, training, and advancement at all levels of the public service, of: – i) men and women ii) the members of all ethnic groups; and iii) persons with disabilities
- 29. EMPLOYEE SEPARATIONS Involuntary/voluntary Terminating employees Downsizing Retirement Employee turnover All these activities must be properly managed and exit interviews carried out where necessary
- 30. BUILDING BETTER WORK TEAMS Employees want to have team leaders who:- give personal appreciation and are sincere have an open door policy and listen to the employees provide regular feedback both positive and negative
- 31. BUILDING BETTER TEAMS encourage new ideas and initiative involve employees in decision making recognize, reward and promote based on performance celebrate success walk the talk
- 32. HANDLING GRIEVANCES Grievances can result from external circumstances such as poor working conditions or from internal feelings of unhappiness or frustration Employers can reduce grievances by improving work conditions, improving terms and conditions of service and providing counseling services Improved communication also helps in reducing complaints Well-constructed grievance procedures enable organizations to resolve complaints quickly, fairly and without resorting to industrial action
- 33. LEADERSHIP CHARACTERISTICS Honest Forward – looking Inspiring Competent Fair minded Supportive Straightforward Courageous Dependable Co-operative Caring Mature Determined Loyal Ambitious
- 34. DISCUSSION OUTLINE WHAT NEW ISSUES ARE EMERGING IN EACH HRM FUNCTION AREA. MANPOWER PLANNING RECRUITMENT PERFORMANCE MANAGEMENT TRAINING AND DEVELOPMENT STAFF RELATIONS MANAGEMENT INFORMATION SYSTEMS
- 35. Public service An efficient, motivated and well trained public service- a major foundation of the vision. A service that is citizen focused and result oriented. Strategy:- Attitude Change - Inculcating values of transparency and accountability and fast tracking reforms for efficiency, enhanced research and training for transformative leadership.
- 36. Emerging issues in HRM to focus on:- Changed employee expectations Outsourcing HRM activities Changing work-life dynamics Balancing work-life Making HRM activities ethical Organizational restructuring Managing diversity Attitude toward workers unions Control and measure of results.
- 37. HRM officers need to be conversant with:- GHRIS- Government Human Resource Information System . System that is being piloted and expected to interface with other existing and future systems like IFMIS, G- Pay, IRMIS and IPPD IPPD- Integrated Payroll and Personnel Database (IPPD),developed help address the challenges of manual payroll administration. EMS/EMST- Electronic Money service Transfer. Developed for fast transfer of funds and partly address corruption.