The Human Resource Management Processes - Term Paper Example

Contents Introduction 2 Human resource management plan 2 Project organisation Chart 3 RACI Chart 3 Team Management processes 4 Project procurement plan 5 Solicitation plan 7 Evaluation matrix 8 Battle of the forms 9 Centralised procurement 10 Communication 11 Key Roles and Responsibilities 11 Communication management plan 12 Promotion on Websites and Social Media 12 Conclusions 13 References 13 Introduction A three day event has to be organized and executed at ECU for celebrating the culture of Australia which is expected to begin in the month of September this year. The event would be carried out in a grassy area between two buildings. It would involve activities like music, entertainment, and cultural diversity information. This report presents a project plan including a plan for human resource management, procurement plan, and communication management plan. Human resource plan would include project organization chart, RACI chart, and team management processes. Procurement management plan would identify items, their prices, solicitation plan, evaluation matrix, and battle of forms and a consideration of the type of procurement system to be used. For the current project for event organization and management, a centralized procurement system would be used whose significance is explained in the report. Communication plan includes stakeholder communication plan and social capital. Human resource management plan The HR plan for the management of the event would include defined roles and responsibilities of people, their hierarchical levels in the organization, and their performance requirements on the project. The plan would present the organization chart, RACI chart, and team management processes. Project organisation Chart Given below is the organization chart showing different levels of roles on the project: RACI Chart A responsibility, accountability, consulted, informed (RACI) chart identifies project tasks and role of responsible people on project which could make them accountable or accountable. It also includes identification of people who are required to be consulted or have to be kept informed. Project Tasks Project Sponsor Project Manager Procurement Officer Event Manager Vendors Contractors Project Planning R R I C I C Scheduling R RA C C C C Budgeting R C C C C C Initiation R R C RA I I Procurement I A RA R I I Installation I A C R I I Decoration I A I A I I Operations I RA I A I R Project Closure R R I I I I [BIS10] Team Management processes Team management processes are crucial to define as they help ensure that people know what roles they are expected to play and what they need to do in order to execute tasks. There are some key processes that include: Planning: This would involve identification of roles and responsibilities of the team members as well as of their skill requirements. The skills of the people working on the event project would also have to match the skill requirements of the project if it has to be successful. At this stage, the project manager would identify activities that are required to be completed, assess the resource requirements as per the need for those activities to be completed, and how processes have to be managed and completed[Any13]. Acquisition: This involves formation of a project team which would be on the basis of identified staffing needs, personality requirements, and behavioural styles in team members. An effective communication is possible with collective participation from the project team. In this process, the required equipments and materials needed for event organization and management would be procured using standardized processes. Development: In this stage, the competencies of staff are developed such that a positive environment can be created on the project and team members are able to perform at their best. In the event project, development would involve making of arrangements for the execution of the event which includes decoration, arrangements for catering, and more[Ros15]. Management: In order to manage a project too well, it is crucial to evaluate their performances in terms of managing conflicts and give suggestions for meeting project requirements. If a team can deal with a conflict effectively, it can lead to improvement in productivity of employees and in working environment. There can be some standard responses that could be: Avoiding conflicts between people on the projects such that problems can be minimized or resolved Emphasize on the agreement aspects more than to satisfaction of different parties as it would lead to execution of activities as per the project requirement pushing ones perspective at the cost of others discomfort may be avoided because on a project, it is essential that people collaborate with each other to achieve collective goals It is important to incorporate views from different people to brainstorm and take collective decisions for improvements in the project Identify alternatives for solving conflicts by treating it as a problem which can be solved by project teams [PMC09] The management of the event would involve following activities: Maintenance of the equipments and facilities installed to ensure that they work efficiently during the event Managing the seating arrangement and catering services in the event for guests and participants Cleaning the venue after every day event activities are completed Managing the security of the people and help them in case of any security challenges that are faced by the people involved in the event [Tea14] Project procurement plan This plan gives details of items needed and processes required for obtaining them. The aim of this plan is to ensure that best suppliers are chosen and best of services are rendered Item Description Quality Price Milestone Date Seating Seating arrangement for at least 40 people required for the event High $400 6/6/2017 Ticket Booth 1 ticket booth to be installed Low $340 7/6/2017 Staff Staff is required to be hired for performing different work including managing procured [EPM17]materials, ensuring constructions and arrangements are up to market and executing organizing actions High $6000 5/6/2017 Performers During the event there would be 10 performances High $6000 7/6/2017 Catering 5 stalls have to be installed to be managed by contractors` Medium $8,000 10/6/2017 Stage components Hire a stage and erect the props required High $10,000 12/6/2017 Waste Management 8 portable dust bins would be required Low $150 per bin 6/6/2017 Medical Facility Have a first aid room and hire a trained person for catering to medicinal needs of people at the event High $4000 5/6/2017 Lightening Procurement of flood lights for event Medium $1000 3/6/2017 Electrical Wiring Purchase cables and hire electrician for installation Medium $1300 3/6/2017 Cleaning Facilities Construct a storage room and housekeeping services for managing cleaning of event venue[NHS13] Medium $500 6/6/2017 Security Management Hire security guards for ensuring security at the event Medium $3000 7/6/2017 Audio Video facilities Hire contractors for managing audio and video facilities and procure required equipments from vendors Medium $2500 8/6/2017 Decoration The event would require decoration every day after its day activities are over for the next day for which contractors would be hired[And03] Medium $1500 7/6/2017 Solicitation plan Solicitation plan identifies the needed processes and documentation that is required to achieve the desired quality in the deliverables including products and services. Key process documents include Request for Quote (RFQ), Request for Proposal (RFP), and Request for Bid (RFB)[Fra10]. Facility Process Documentation Stage components RFQ An invitation would be furnished with detailed instructions and technical requirements including stage components specifications Seating RFP An instruction document stating details of technical requirements and asking for price quotation Catering RFQ An instruction document stating details of technical requirements and asking for price quotation Ticket Booth RFQ An instruction document stating details of technical requirements and asking for price quotation Staff RFP An invitation would be furnished with detailed instructions and detailed requirements hiring labour and for contractual arrangements Waste Management RFP An instruction document stating details of technical requirements and asking for price quotation Performers RFB An invitation would be furnished with detailed requirements of acts and time asking for bid Medical facility RFP An invitation would be furnished with detailed instructions and detailed requirements hiring trained medical staff and for contractual conditions Lightening RFQ An instruction document stating details of technical requirements and asking for price quotation[Roy14] Electrical Wiring RFP (Cables) RFQ (Electrician) An invitation would be furnished with detailed technical requirements and time asking for price An instruction document stating details of technical requirements and asking for price quotation Cleaning RFQ An instruction document stating details of technical requirements and asking for price quotation Security RFP An invitation would be furnished with detailed requirements for guides and night time patrolling with contractual arrangements included AV management RFP (Equipments) RFQ (Installation) An invitation would be furnished with detailed technical requirements and time asking for price An instruction document stating details of technical requirements and asking for price quotation[Pet142] Solicitation documents help in outlining the project scope clearly including the deliverables and place of deliveries as well as minimum requirements for performance along with terms and conditions in the contract. Evaluation matrix Evaluation matrix is used for assessment of suppliers on a project and it involves assigning of weighted scores to each supplier based on certain criteria. In the current case, supplier who meet the entire requirement can be assigned a weighted score of hundred while others could be given a lower score based on their capacities to satisfy all the needs of the project as follows [Tim15]: A supplier meeting most of the criteria but not all can be assigned 90 A supplier meeting some of the criteria’s can be assigned 80 A supplier meeting only few of the criteria’s can be assigned 70 A supplier with capability to meet only the necessary requirements would score 60 A supplier who is unable to meet any requirements of the project can be given a score of 0 For each supplier, a score could be given for each need such that the score of each supplier are summed up and the supplier getting the highest score is selected [Mar131]. Criteria Weight Instruments Supplier Food Supplier Decorative Supplier Earlier performance 22% 70 80 80 Cost of products 21% 80 90 70 Financial capability 13% 80 80 70 Management approach 11% 70 90 70 Quality of goods 13% 70 80 80 Resources 11% 80 90 70 Safety potential 9% 90 80 70 Weighted scores 77 84 72.8 Battle of the forms “Battle of forms” results from conflict between two parties to contract such that each wants to enforce certain things on the other making it difficult to achieve a mutual agreement. Such a situation can arise when a buyer offers a seller to purchase goods at its own terms such that when the seller responds with its own terms, the contract presented earlier would not be agreed upon and thus, would be returned. This keeps happening back and forth between suppliers and buyers till one party accepts the terms of others and at this point, the agreement are reached. There can be certain methods that can help win this battle of forms such that conflicts can either be avoided or managed during the project execution such as: An underlying agreement can be created with terms and conditions added and the same must be sent to all the important stakeholders of the event project and assistance to be sought by getting their acceptance signature. This would ensure that all the parties know the updated terms and conditions and thus, conflicts are avoided Contractual procedures must be provide in the contract or agreement so that in case of an conflicts, people would know how to deal with the situation Some standard terms may be added for pre-contract communication which would allow the parties to interact and have discussions on situations event before the actual execution of the contract such that appropriate decisions can be made and conflicts can be avoided as all parties would be in agreement before the execution A supplier quotation must clearly mention that only those supplier terms that are intended for the contractual arrangement would be followed If contract involves supply of certain goods at the event venue then the order confirmation should state the information on what items are included and how they would be delivered All the important contract documents including tax invoice must contain the major terms of the contract so as to not leave any scope for ambiguity or confusion[Cal07]. When it is about deciding which terms to be adhered to from the two parties who try to impose their own terms for the contract, it can be taken on the basis of the study of the underlying agreement which if is effective with the supplier or the client, the precedence would be given accordingly. An effective underlying agreement is the one which prevails over any other terms specified in the invoice or trading document. In case of the absence of underlying agreement, parties would struggle to reach on any agreement into he cases of conflicts. In such a case, a rule of “last submission” can be used such that the last submitted form of the contract between parties is accepted as final[NHS13]. Centralised procurement When all the purchase decisions about a project are taken within one organization then it can be called as a centralized procurement. In a centralized procurement, a procurement team is structured for planning and managing all the activities related to procurement. For the event project, procurement would be centralized. A staff would be involved in procurement and they would be building good relationships with suppliers as well as buyers so that they can explain the requirements of buyers clearly to the suppliers [SPS15]. For centralized procurement plan to be effective, the organization must have the capabilities to coordinate between policies and procedures. Centralized procurement is chosen for it has certain benefits such as reduced purchasing cost because of better pricing, better control over the procurement, and ability to get agreed to terms and conditions fast[Roy14]. Moreover it also enables teams to share ideas and communicate to make the processes better such that costs can be reduced further. Lessons that are learnt from previous projects managed by the organization can also be applied to the current project or current project lessons could be used as best practices to apply in future. With more knowledge and improvement strategies used, the view of the supply chain can be better such that more control is established. With centralized procurement, a top view from where all suppliers can be overviewed can be seen. With centralized procurement, the supply chain relationships also improve leading to increased specialization. An organization can create a sustainable competitive advantage with the centralized procurement systems with benefit of supply chain continuity, lowest system costs, leverage on systems, access to innovation, and capability to operate as a corporate citizen [Pet142]. The centralized procurement process begins with establishing a baseline cost and goals for negotiation with suppliers which would be decide by brainstorming between people in the community group of the project. The second stage involves negotiations with the suppliers and lastly the results of negating are communicated to management to initiate the process of procurement for which contracts that validate the demand are developed with terms and conditions that are satisfactory for both suppliers and the client organization. During the procurement plan execution, some activity levers can be watched for so that improvements can be made in the process from time to time. These include strategic sourcing for demand aggregation, supply base optimization or up streaming, adoption of new technologies for development or increase in reach volume, specification optimization through standardization, and supply chain cost reduction through logistics optimization, demand planning, and forecasting for inventory reduction[APU11]. Communication Key Roles and Responsibilities The purpose of building a communication plan is to bring cooperation between individuals as well as groups working on the project or is associated with the project. This would require the project organization to develop norms on how team members should interact with each other as well as with people outside. These norms can be made into procedures and rules that would be followed for developing a framework of collaboration to build desired values and attitudes [PDA07]. This would allow project team members to make relationships between them as well as with the project stakeholders based on their interests and preferences. Developing and maintaining relationships between people can help in achieving success one project as it allows people to interact to brainstorm about problems and come up with improvements to enhance performance of the project or an organization. Strong relationships between suppliers and contractors of a project would increase to accountability in them such that the quality of work is improved thereby improving the quality of the project outcomes. A communication plan of a project highlights the stakeholder communication requirements that include the purpose of communication, the need for information, method of communication delivery, and the person responsible for initiating or establishing a communication. The communication responsibilities would be taken mainly by project manager, procurement manager, and event Manager. Project Manager: Project manager is the leader of the event project who would liaison with suppliers and strategic partners to get supplies and all the project requirements fulfilled. He would be responsible for planning, executing, managing, monitoring and controlling all the activities on the event management project. He would be giving guidance to the entire project team to ensure that project activities are carried out smoothly and successfully. Procurement Manager: Procurement manager would be supervising the activities required for purchase of food, flora, equipments or other materials required for completing the arrangement at the event venue. He would be coordinating with the suppliers and would be responsible for ensuring that the quality of services and products procured are maintained as per the requirement of the event. Event Manager: The event manager would be conceptualization all the activities that would be planned on the project, would participate in the event planning, and would execute the event as a whole ensuring that all the activities are managed as required and the performances are completed as per the schedule. He would ensure that event attendance as required and would also take care of the expenses that would be incurred on the event. Communication management plan There managers would be communicating with the key project stakeholders including project sponsor, steering committee, project tea,, suppliers, local council, performers, musicians, and contractors as per the scheduled communication plan as shown in the table below: Stakeholder Communication Delivery Method Responsibility Frequency Steering Committee Project Status reports Meeting and status reports over email Project Manager Weekly Sponsor Project Status reports Hard copies of minutes of the meeting Project Manager Weekly Project Manager Status reports and development updates Hard copy Project Manager Weekly Procurement Manager Project resource management report Hard Copy Procurement Manager Weekly Project Team Team meeting Meetings and copy of the minutes of the meeting Project Manager Weekly Event Manager Event information Face to face meeting Project manager and event manager Daily Suppliers Progress report on deliverables Calls and emails Project Manager Event Manager Weekly and whenever required Local Council Progress update Emails Project manager Weekly[Roy14] Contractors Project progress Call and face to face meeting Project Manager Event Manager Weekly Musicians Event Plan and Schedule Emails, calls and face to face meeting Project Manager Musicians Event Manager Once before execution of project Performers Project Update Emails, calls and invites Project Manager Performers Event Manager Once before execution of project[Cal07] Promotion on Websites and Social Media For communicating the information about the event to the potential spectators or event attendees, promotion would also be done using websites and social media. For this, several platforms would be used including the following: A fan page would be created on Facebook and it would be shared with all connected Facebook users of the project team including project manager, event manager, procurement manager, and volunteering team. Further, the posts about the event would be shared with those visiting and liking the page Tweets about the updates on the event would be posted on the Twitter page of the company LInkedin would be used for posting ad about the event and the updates of the same would be posted on the official Linkedin page of the event. Conclusions The report covered the project management plan for the even involving set-up, service, cleaning and decommissioning. It was found that in any project, it is important to identify key roles and responsibilities of people in details if the project has to be executed effectively. The project utilized the centralized procurement process for managing supplies of items needed for the event as it had certain benefits such as cost reduction, better coordination and so on. A communication plan is also important to define as it identifies types of communication; modes of communication that should happen as well determine who is responsible to make them accountable for their duties. It was also found that social capital can make an important different in achieving success on a project which is formed by a network of people who communicate with each other to share ideas, solve problems and build relationships on a project. References BIS10: , (BIS, 2010), Any13: , (Anyanwu, 2013), Ros15: , (Mannion, 2015), PMC09: , ( PM College, 2009), Tea14: , (Team FME, 2014), EPM17: , (EPMA, 2017), NHS13: , (NHS, 2013), And03: , (Andersen & Rask, 2003), Fra10: , (Appel, 2010), Roy14: , (Royal Academy of Engineering, 2014), Pet142: , (Bamford & Casey, 2014), Tim15: , (Time is Ltd, 2015), Mar131: , (Dada, 2013), Cal07: , (Caltrans, 2007), SPS15: , (SPSU, 2015), APU11: , (APUC, 2011), PDA07: , (PDA, 2007), Read More