the improvement of the training and development program at bitis company in vietnam

Southern Luzon State University Republic of Philippines Thai Nguyen University Socialist Republic of Vietnam ABSTRACT OF DOCTORAL DISSERTATION Research title: THE IMPROVEMENT OF THE TRAINING AND DEVELOPMENT PROGRAM AT BITIS COMPANY IN VIETNAM Scientific Superior: Dr Joanna Paula A Ellaga Ph.D Candidate: Pham Do Dung Viet Nam, July, 2013 ACKNOWLEDGMENT In grateful recognition and sincerest thanks for the encouragement, guidance and unselfish sharing of their knowledge, time, effort and skills, and for the untiring motivation that leads to the completion of this study, the Researcher acknowledges the following: DR CECILIA N GASCON, Ph D., President of the Southern Luzon State University in the Republic of the Philippines, for her untiring effort and belief that this collaboration is possible thus enabling us to pursue the DBA degree; DR NGUYEN THANH HAI, Vice Director of the International Training Center Thai Nguyen University of the Socialist Republic of Vietnam, for his enormous pursuit to provide the Vietnamese people an opportunity to grow through education; DR JOANNA PAULA A.ELLAGA for his selfless guidance and assistance thereby making this paper a scholarly work; MANAGERS and EMPLOYEES of Biti’s company, my Respondents, for their patience and cooperation in answering the questionnaire and for other data given; MY FAMILY and FRIENDS and to all who have contributed to make this study a success CHAPTER I: INTRODUCTION 1.1 The significance of study People are the factors that constitute the organization, operation and determine the success or failure of the organization This is a valuable asset that every organization should know to take advantage and develop Furthermore, in integration of global economy, the training and development of human resources is considered as a vital task for every organization because strong human resources is the prerequisite to compete and survive in today's competitive environment Therefore, the improvement of training quality takes an important part in development strategy 1.2 Background of the Study In fact, Bitis as well as other Vietnamese companies, especially the large one have invested in human resource development but it has not yet become strategic objectives of the business The recruitment, employment and training new employees is executed only in a short time yet long-term goals Many businesses have to face with the continuous jumping labour, especially during economic instability Meanwhile, training and development of human resources are principally important since the majority of Vietnam's labor lack of knowledge and skills by the education system and professional training did not meet the requirements business BITIS have faced a difficulty regarding quality of worker, the lack of high skilled workers is another weakness point of BITIS That is the results of low level professional in recruiting human resources for company Moreover, lower awareness and less responsible made by a small part of labor forces is still adverse impacting on company development Therefore, I have selected topics: “THE IMPROVEMENT OF THE TRAINING AND DEVELOPMENT PROGRAM AT BITIS COMPANY” for my research With a desire to make a small contribution to improving the quality of human resources at the company Bitis 1.3 Aims of Study + To evaluate the factors influence the training process at Bitis company + To recommend a best practice strategy for prevention of the negative influence for training and develop human resource in organisation + To outline solutions for the process to improve the training and develop human resource at Bitis company 1.4 Objectives of Study To know the respondent’s profile in terms of the following 1.1 Company – respondent 1.1.1 1.1.2 Organization’s frame work 1.1.2 Strategies 1.1.3 1.2 Historical background Human resources and development Worker – respondent 1.2.1 1.2.2 Gender 1.2.3 Length of service 1.2.4 Age Department To determine the worker’s perception on how the company conducts training and development program in terms of the following aspects 2.1 Policies and procedures 2.2 Awareness of employees on training process 2.3 Attendance to a formal training 2.4 Training method 2.5 Motivation to attend a training 2.6 Usefulness of the training 2.7 Gains acquired from the training 2.8 Applicability of training to specific job/tasks 2.9 Manager’s role in the training process 2.10 Influencing factors in the training process 2.11 Commitment to attend trainings 2.12 Suggestions to improved the training process To design an improved training and development program for the company 1.5 Scope and limitations of Research The study concentrated on one organisation only, Bitis company This was due to the fact that the author was unable to gain access to employees at any other organisation The study was also limited to research in one geography area, Hanoi CHAPTER II: REVIEW OF RELATED LITERATURE 2.1 The importance of training and development Training and Development helps in optimizing the utilization of human resource that further helps the employee to achieve the organizational goals as well as their individual goals Training and Development helps in increasing the job knowledge and skills of employees at each level It helps to expand the horizons of human intellect and an overall personality of the employees 2.2 Training methods There are many training methods and new methods or variations are constantly being added The purpose of this section is not to try to list them all Instead the focus will be on the top ten training methods used in business today as reported by Lakewood Research and Training Magazine [ Joinson, C., p 55] These top ten, listed in order from highest to lowest use, are as follows: videotapes, lectures, one-on-one instruction, role plays, games/simulation, case studies, slides, computer-based training, audio tapes, and films 2.3 The factors influence the training In organizations where a management training centre exists, for example, the training department’s contribution is usually valued Introducing such a centre involves a good deal of initial research and evaluation and the financial commitments involved discourage the management from taking lightly the decision to provide it Moreover, if they are prepared to make such an investment, the decision may be reasonably interpreted as an acceptance that the training department is sufficiently competent to assume responsibility for all aspects of management training The impact of government legislation on training has been considerable, in particular since the year 2008 to now, the technical, vocational education and training in Vietnam is under the administration of the two relevant ministries namely ministry of Education and Training (MOET) and Ministry of Labour, Invalids and Social Affairs (MOLISA) MOET is responsible for professional secondary Education and MOLISA is responsible for vocational training 2.4 The brief overview of the steps of the training process follows: Identify needs, evaluate needs, select courses, develop courses, determine workload, recruit trainers, identify location and resources, finalize budget, finalize training plan, prepare courses, deliver courses, validate training, evaluate training, revise courses CHAPTER III: RESEARCH METHODOLOGY 3.1 Research design In this research, four questions in section A are designed as an open question and 12 quantitative questions in section B are half-closed question, using both quantitative and qualitative These questions have been sent to Bitis for pilot study They are seemed to have good evaluation, easy to answer workers, less time consuming and respondent can add comments if necessary 3.2 Research tool The questionnaire was split into two sections, A and B Section A was designed to ask employees which group they belong to Section B was designed to investigate the training process, and evaluate the effective of training process at Bitis company and consisted of open questions giving the respondent the opportunity to include any opinions or recommendations regarding how Bitis company could improve their the training process for employees 3.3 Sampling method The researcher employed a probability, simple random sampling technique This allowed the researcher to obtain a straightforward sampling frame of all of the people in Bitis population Questionnaires were sent in post and distributed by the Administration department 3.4 Research technique The questionnaire consist of both open and close questions Closed questions are quick and easy to answer, they require no writing, quantification is straightforward and respondents are offered a choice of alternative replies Open questions allow participants to define and describe a situation or event 3.5 The Pilot Study In order to increase the validity of the questionnaire a pilot study was carried out initially Pilot questionnaires were sent to two employees at Bitis company, inviting them to constructively criticise the questionnaire The aim of the pilot study was to refine the questionnaire so that respondents would have no problems in recording the data 3.6 Procedure Following the amendments made from the results of the pilot study, the finalised questionnaires were distributed along with a cover letter for respondents outlining the aims of the study, assurances of confidentiality and informing the individual of the right to withdraw from the study at any time 3.7 Data analysis Author used excel to percentage calculations to establish trends in the data obtained and data was presented in the form of pie charts After that, using relative theory to analysis CHAPTER IV: RESULTS AND DISCUSSION 4.1 The background of Bitis company 4.1.1 Historical background BITIS, a short name of the BINH TIEN Consumption Goods Production Limited Company Established in 1982, with more than 30 years experiences manufacturing and exporting shoes, BITIS is known as one of top 10 biggest footwear companies in Vietnam BITIS is also the most famous and popular brand name in not only home country but also in many other nations in the world Nowadays, BITIS has 5000 different types of products, from footwear using at home to senior fashionable products Each type of products has various different designs providing more options for customers 4.1.2 Organization’s framework BITIS have two braches namely Biti’s Western Branch and Biti’s Southern Branch and four trade centers including Biti’s Highland Trade Center, Biti’s Northern Trade Center, Biti’s Lao Cai Trade Center and Da Nang Business Center Besides that BITIS have 4500 agents covering every commune in the whole country and some other regions in the world Around 9000 workers are employed in BITIS, and 10% of its have bachelor and master degree 4.1.3 Bitis strategies BITIS has built a number of specific strategies for its development The first strategy is enhanced the position of company though increasing capital, investing in modern technology, improving management and applying quality assurance Secondly, BITIS has increased their direct interactions with potential overseas clients in order to widen its market Moreover, BITIS has provided a competitive environment for workers to develop their potential abilities to company development Finally, building customers’ trust is another core of the BITIS strategy 4.1.4 Human Resources Management and Development Investing in human resources development is also a basic policy applying by this company Employees benefit from improved knowledge and skills and remain with the company longer A number of programs are in place to support workers’ long-term commitment to BITIS and to encourage continuing education and skills upgrading, including leadership, management and professional development, as well as quality, occupational health and safety and environmental standards 4.2 Worker-respondent Section A PIE CHART ILLUSTRATING THE AGE OF EMPLOYEES AT BITIS COMPANY 5% 20% Under 25 45% From 26 to 40 From 41 to 50 From 51 to 60 30% With pie chart above, the highest rate of age is the employees who are under 25 age,occupy 45%, in contrast, the lowest rate of age who are from 51-60 is only 5% Meanwhile, the rate of employees who are from 26-40 and the rate of those who are 41-50 is 30% and 20% respectively PIE CHART ILLUSTRATING THE NUMBER OF MALE AND FEMALE EMPLOYEES AT BITIS COMPANY 40% Male Female 60% The result obtained revealed that 60% of respondents answered ‘Female’ , meanwhile 40% of respondents answered ‘Male’ It is disproportionate because Bitis company’ characteristic are producing and selling shoes, in addition female who has good communication ability and quickly to introduce to the customer about the feature of products Likewise, according to East’s custom the characteristic of women is pleasant, gentle, so the female is required more than male employees PIE CHART ILLUSTRATING THE EMPLOYEE'S LENGTH OF SERVICE AT BITIS COMPANY 15% 25% Less than year Between to years 25% Between to years More than years 35% With pie chart above, we see that the highest rate of length of service at Bitis company is the employees who work from 2-3 years,occupy 35%, On the contrary, the lowest rate of length of service at Bitis company is the employees who work less than years is only 15% Following the rate of employees who work from to years and the rate of those who work more than years are similar respectively achieve 25 % This shows that the labor force is not stable PIE CHART ILLUSTRATING THE PERCENTAGE OF EMPLOYEES WORK IN DEPARTMENTS 4% 6% Manufacturing department 12% Selling department 18% 60% Marketing department Financial department Security department With pie chart above, we see that the highest rate of department is the employees who work in manufacturing department, occupy 60%, in turn the selling, marketing and financial department is 18%, 12%, and 4% respectively, finally security department is only 6% This suggests that indirect labor force working in departments is large proportion This is quite common in Vietnam enterprises, demonstrating the level of corporate management Vietnam is still limited Section B PIE CHART ILLUSTRATING THE EXTENT TO WHICH EMPLOYEES BELIEVE THAT THERE ARE CLEAR PLANS AND POLICIES IN TRAINING AND DEVELOP HUMAN RESOURCE AT BITIS COMPANY 35% Yes No 65% The results revealed that 65% of the respondents answered ‘ Yes, I think that company has clear policies and procedures in training course’ 35% stated ‘No’ those respondents who answered ‘ No’ commented on contact with their manager but no specific examples were given The policy of training and development is not very clear PIE CHART ILLUSTRATING THE EXTENT TO WHICH BITIS EMPLOYEES THINK ABOUT THE TRAINING PROCESS THAT THEY RECEIVED 10% 25% Good Normal Not Useful 65% The respondents who answered ‘ Good’ amounted to 65% of the sample population it implicate that the knowledge ,skill the employees are learned are new and useful for them, with enthusiasm of teachers With regard to 25% stated ‘ Normal’ and 10% answered ’Not Useful’ The reason for these come from the knowledge that employees received are only theory, it is not suitable with their job And the time for training allocated was not enough for them These objects are often indirect employees in the department Subjects were typically trained at colleges and universities When they join the training course without the knowledge or without a new communication method that only about theory, they feel un useful, even take time 10 PIE CHART ILLUSTRATING THE NUMBER OF EMPLOYEES HAVE BEEN ATTENDED A FORMAL TRAINING WHILST WORKING FOR BITIS COMPANY 45% Yes No 55% Results obtained revealed that 55% of the respondents answered ‘ Yes’ Common themes in answers given were that the respondent had been attended in training course which were organised by the company or the company send them to the short courses 45% of the respondents answered ‘ No’ it means that they not attend the training courses, before, because they are new employees or they not attend the courses with the reason from them PIE CHART ILLUSTRATING THE EXTENT TO WHICH METHODS ARE USED IN THE TRAINING PROCESS on the job training 20% 40% lecture, seminar and video games,case studies, role plays,other methods 40% With above percentage we can divide into three groups, group one is on-the-job training, group two include in lecture, seminar, and videos and group three consist of other methods The methods used to train employees were on-the job training (40 per cent), lecture seminar and video (40 percent ) and games case studies, role plays, so on (20 per cent) The traditional methods were majority if company invite trainers teach employees at company and it was usually to days so there is little time for training employees Meanwhile, employees attended training courses at centre training, there were facility with modern equipment so they were taught by many variety including lectures, seminars, videos, 11 games case studies, role plays,and one-on-one instruction which were interested much by employees because it is a way to apply the knowledge from theory to specific job quickly PIE CHART ILLUSTRATING THE PERCENTAGE OF EMPLOYEES FEEL MOTIVATION TO ATTEND THE TRAINING COURSE 25% Yes No 75% Results obtained revealed that 75% of the respondents who stated that ‘Yes I feel motivated to attend training courses’ and 25 per cent who answer that ‘No’ In relation to those who answered 25 per cent saying that ‘No I not feel motivated to attend training courses because some employees did not see learning as a high priority, they 'had not got around to it' This was particularly marked for those in low skilled jobs such as security department or employees who attended training course, before In respect of 75% of the respondents answered ‘Yes’ because they want to update latest knowledge, improve their work performance and to keep up to date in their specialist fields PIE CHART ILLUSTRATING THE EXTENT TO WHICH EMPLOYEES KNOW THE TRAINING PROCESS AT BITIS COMPANY 30% Yes No 70% Result obtained revealed that 70% of respondent stated ‘ No I don’t know the training process at Bitis company’ , 30% of respondent answered’ Yes’ 12 70% of respondent stated ‘ No’ because when they were informed from manager, it was depend on the course training relate to their job if it had involved they would have registered with their chief, then the chief analyzed the strengths, weaknesses of employees and make a report to hand in leaders of company 30% of respondent stated ‘Yes’ it revealed that each chief of department make a report about the demand for training employees and make a report, send to leaders, the leaders who received the report will rely on the plan of financial and select the department that they think it is likely necessary more than the rest of departments PIE CHART ILLUSTRATING WHAT BITIS'S EMPLOYEES RECEIVED IN THE TRAINING COURSE 10% 30% Knowledge Skills Attitude 60% 30% of respondent stated ‘Knowledge’ and 60% of respondent answered ‘Skills’ meanwhile 10% of respondent stated ‘The attitude’ was limited The persons who answered ‘Skills’ implicate that the majority amount of employees were attended training course are workers, they are recruited by Bitis company after they only finish the secondary school or had graduated vocational school 30% of respondent stated ‘knowledge’ revealed that beside their basic skills they need to have more knowledge to meet the require of customer who are demanding high- quality products and services especially in the fierce competition environment nowadays Examples: In selling department, the employees must learn the knowledge of the shop’s merchandise such as quality, physical characteristics 13 PIE CHART ILLUSTRATING THE TRANSFER TRAINING OF EMPLOYEES AT BITIS COMPANY 10% 25% Yes Not much No 65% 65% of respondent stated ‘Yes’ they can apply the knowledge and skills to the job reveal that the knowledge could apply to the job and improve their performance, 25% of respondent answered ‘Not much’ because they say it is not suitable for their current job, they not enough facility to apply or they would like perhaps they mean they don’t want to apply or share it with others, not share with colleagues and 10% of respondent stated ‘Not’ has similar answer In addition there were some other reason PIE CHART ILLUSTRATING WHETHER EMPLOYEES BELIEVED THAT MANAGER MOTIVATE THE TRAINING PROCESS 10% Yes Less Know 30% 60% No 60% of respondent stated ‘ Yes the manager motivate for employees attend training’ 30% of respondent stated uncertain and 10% of respondent answered’ No’ it reveals that they are new employees they not received the information from the leader of company or when they only see the manager requires them to make sure every operates are in order and on time, avoid accident and are effectively 14 PIE CHART ILLUSTRATING THE FACTORS INFLUENCE THE TRAINING PROCESS AT BITIS COMPANY 20% 40% Time Fund Other reasons 40% The results revealed that 40% of respondent stated time is influence the training process, 40% of respondent answered the fund is affect the training process and 20% of respondent stated that other reasons Common themes in answers given by respondents who answered time is influence the training process were that working such long hours or had so stressful a workload that they did not have the time to take up a course In addition, they not feel enough health or tired after hard working all day, so they are not interested in learning PIE CHART ILLUSTRATING THE COMMITMENT BETWEEN EMPLOYEES AND BITIS COMPANY 25% 30% Yes No Do not know 45% The result obtained revealed that 25% of respondent stated ‘Yes I have to make commitment with Bitis company when I attend learning course’ 45% of respondent answered ‘No’ and 30% of respondent stated ‘Do not know’ Obviously, we see that the commitment between Bitis company and employees was not much meanwhile the total of fees for leaning course include long time or short time were paid by company so Bitis company need to increase the commitment with employees because 15 Commitment of employees can be an important instrument for improving the performance of organizations PIE CHART ILLUSTRATING THE EMPLOYEE'S IDEAS FOR IMPROVING THE TRAINING PROCESS AT BITIS COMPANY 15% Time 20% 65% Facility in working enviornment Others ideas The result revealed that 65% of respondent stated Bitis company need to allocate suitable time for training The themes of given answered they need to be trained at the company or are attended at training centre at the time job, so they could balance job-life, because after working all day, they feel tired and they need to time to relax and look for their family 20% of respondent stated Bitis company need to facility for them in working, they need to make decide in their own, so this way, they could feel responsible for their job, from that they could have creativity and apply their knowledge into job effectively 15 % of respondent answered Bitis company need to increase notice the training plan for all of employees, or promote the feedback to everyone could know their ability and from that there is motivation to struggle in working 16 CHAPTER V: SUMMARY, CONCLUSIONS AND RECOMMENDATIONS 5.1 Summary The author believe that the aims and objectives of this study have been achieved Firstly: The author has collected and analyzed Bitis company overview on the fields of History development, scale, strategy and human resource development company Bitis Secondly: The author investigated and analyzed all the information about the employees in the company: age, gender, duration of work in the company, employees in the department, the investigation of cognitive of employees in the company in many ways for the research objectives is to improve training and human resource development within the company For the purposes of the study: The author designed the questionnaire by asking many questions, including open and closed, sent to the company through management then collected through excel software for statistics and analysis on the chart From the analysis and evaluation in Chapter the author makes conclusions and recommendations to improve the training and development of the company Bitis 5.2 Conclusions Firstly, Bitis company manufacturing and selling shoes, with its characteristic, female workers are more than male ones, there are near two third of total employees and majority operate in producing department, with average employee’s age is twenty six Secondly, with regard to plan and policy for training and develop human resource, it is not clear, not at all employees know, and many time it is uneven Thirdly, 45% of employees have been attended in training course, but it is short time with skills for producing, (certainly sewing and mending), selling , marketing and financial Fourth, although the employees have motivation to attend training course, but sometimes the knowledge they received is normal and not useful, is only theory and not reality Fifthly, the methods for training is still traditional ones so Bitis company need to concentrate on- the – job training, it is effective and quickly way to apply the skills and know ledges to the job Sixth, time and fund are essential factors barrier the training course To ensure the producing on time and effective, Bitis company usually organise the training course out the job- time (from pm to pm) Obviously with hard working at all day, employees feel tired and not motive to learn and certainly, it is not lead to effective result And it is waste time and fund 17 Seventh, the total of employees have made commitment with Bitis company is not much, only have 25% of the employees, in addition, the number of employees who work under one years leave Bitis company is 15%, so it is unstable in organise activity Finally, many ideas is need to create the working environment, the employees need to be freedom and autonomy in their work, so it will built the comfortable and creative in working 5.3 Recommendations Resulting from the evaluation, analysis, and conclusions, Bitis board of management should develop an improved training and development program for the company as follows 5.3.1 In respect of training policy Bitis company need to increase notice the training plan for all of employees, or promote the feedback to everyone could know their ability and from that there is motivation to struggle in working Everyone should be clear as how this will be carried out The employees must be involved in the planning, the progressing and the evaluation of his own training The company will encourage and provide some support for each person There is also ideas revealed that company need to send them more to study abroad, because when they are studied at broad, they could update the latest knowledge, so it is the way to help company to develop quickly and durable or company 5.3.2 With respect of methods training Company need to combine all of training methods, because each method has advantage and disadvantage and use the form of training short- time and long – time together The training course should be organise in time-job or Bitis company could be organise training course at the weekend and employees will be trained in turn so it is benefit for both of employees and company Training courses to suit each learning objects, training should not lead to mass wasting and time consuming The design of the training program must be realistic, inspire learners, the selection of teachers and teaching tool used is also a matter of concern With regard to each department company should have a suitable arrangement such as marketing department where the employees could send to attend the centre training, meanwhile the manufacturing department in which there are many workers so company should invite the teacher into company 5.3.3 With regard to training evaluation There should be an effective system of review and evaluation including the on-going monitoring of progress, a supporting appraisal system and the maintenance of suitable training 18 records Evaluation should involve assessment by the trainers, line managers and supervisors and the trainees The review process should include identification of those areas to which greater attention should be given in future training programmes Therefore, every week company should requires employees in each department to handle in their results to chief of department who is responsible make statement to send to above leaders Subsequently, the employees will be received feedback, that enables them to know their strengths, weaknesses and to fix their own deviations from performance standards Besides that company could know how much the transfer training that employees apply to their job and the extent to which it contributes to improved organisational performance and effectiveness and to the quality, job satisfaction and prospects of employees 5.3.4 In respect of commitment The training is only to be implemented successfully if there is a co-operation and commitment of all member of employees In addition, this is important since training can be abortive if there is no commitment on the part of those being trained Part of this commitment comes from an understanding of what the training policy is all about, hence the need to explain it carefully to everyone Likewise there is necessary to increase the commitment with employees when they begin working at company about time, condition working, training, welfare It make employees not hesitate in leaving company , they could spend their effort and time on working from that there will bring the benefits for company in long-term rather than short-term perspective 5.3.5 With respect of working environment Company should install the internal network by e-mail, it is a way to control the step in working process, and people are given freedom, responsibility and considerable autonomy in how the task is achieved With regard to employees usually work outside, transaction with customers such as marketing department or sale department, to work effectively, company provide mobile phone for them to keep information with company With regard to employee that is move to other department, such as from selling department to marketing department, they need to re- train to know new procedure, job process and assign a employees have responsibility to instruct them To everyone has more understanding together, company usually organise some meeting, party, or picnic, encourage everyone join in an atmosphere of playfulness and a sense of fun, 19 affection, loyalty and community are developed, through that everyone could know better each other such as family’s circumstance, custom and the needs or aspiration In addition, company could reward employees with personal gifts direct from the board of directors after good performance It is a way to express the thanks of company to the employee’s contributions and hope that they will be here for long time As a result, Bitis company will be stable in operating and success for next years Through that, it will also good image of company for customers, supplier and other organization and strengthen its position in the market 5.4 Limitations of Research The study concentrated on one organisation only, Bitis company This was due to the fact that the author was unable to gain access to employees at any other organisation The study was also limited to research in one geography area, Hanoi This introduced regional bias and consequently the sample is unrepresentative and generalisations to the wider population should be taken with caution Therefore, only further research in other organisations across a greater geographical spread could prove or disprove the research findings The study concentrated on self-administered questionnaires so there may be flaws in individual responses given in the questionnaires 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Value and Delivering Results, Boston, Mass: Havard Business School Press,pp88 22 ... attend a training 2.6 Usefulness of the training 2.7 Gains acquired from the training 2.8 Applicability of training to specific job/tasks 2.9 Manager’s role in the training process 2.10 Influencing... particular since the year 2008 to now, the technical, vocational education and training in Vietnam is under the administration of the two relevant ministries namely ministry of Education and Training. .. Influencing factors in the training process 2.11 Commitment to attend trainings 2.12 Suggestions to improved the training process To design an improved training and development program for the company 1.5