LV Thạc sĩ_The Solution for Motivating employees working at child protection and care department

1 Ministry of Education and Training National Economics University NEU Business School … Solutions for Motivating Employees at Child Protection and Care Department, Ministry of Labor, Invalids and Social Affairs (MOLISA) Master of Business Administration Thesis Hanoi - 2009 Ministry of Education and Training National Economics University NEU Business School … Solutions for Motivating Employees at Child Protection and Care Department, Ministry of Labor, Invalids and Social Affairs (MOLISA) Masters of Business Administration Thesis Supervisor: Associate Prof Dr … Hanoi - 2009 Table of Contents Acknowledgements Abbreviation List of Figures List of Tables Executive Summary .9 Introduction 12 Rational 12 The Research Objectives 13 The Objects of Research and the Scope .13 Research Methodology .14 The Limitations of the Research 16 Chapter 1.1 The Theoretic Framework of Motivation 18 The Definitions and Related Concepts of Motivation 19 1.1.1 Motivation and Motivating Employee Definitions 19 1.1.2 Definition of Need and Other Related Concepts 20 1.1.3 The Role of Motivating Employees 22 1.2 Some Theories on Employee Motivation 23 1.2.1 The Theory of Maslow’s Hierarchy of Needs 24 1.2.2 The Theory Herzberg’s Two-Factor 26 1.2.3 The Theory X; Y of Mc Gregor 28 1.3 Analyzing the Factors Affect to Motivating Employees 30 1.3.1 Policies and Management Mode 31 1.3.2 Compensation and Other Benefits .31 1.3.3 The Working Conditions 32 1.3.4 The Organization Culture, Information System and Relationships 32 1.3.5 Monitoring and Evaluation of Managers 33 1.3.6 Training and Development Opportunities 33 1.3.7 Self Actualization and Awarding the Employee Achievements 34 1.3.8 Extra- Activities 34 Summary Chapter 35 Chapter 2.1 Analyzing the Current Situation of Motivating Employees at CPCD 37 Overview of MOLISA and CPCD .37 2.1.1 Overview of Ministry of Labor, Invalids and Social Affairs 37 2.1.2 Child Protection and Care Department 39 2.2 Characteristics of CPCD Affecting Employee’s Motivation 43 2.2.1 Achievements and Challenges of CPCD 43 2.2.2 The Feature of Work at CPCD Influence to Employee’s Motivation 45 2.2.3 The Requirements of Employees Working at the Department 46 2.3 Analyzing the Current Situations of Employee’s Motivation 47 2.3.1 The Feature of Labor Forces 47 2.3.2 Analyzing the Current Situation of Employee’s Motivation 48 2.4 The Causes of the Situation of Employee’s Motivation 58 Summary Chapter 61 Chapter 3.1 The Solutions of Employee’s Motivation at CPCD, MOLISA .62 The Solutions of Employee’s Motivation 62 3.1.1 Improve Some Management Policies 62 3.1.2 Considering the Compensation and Benefits Policies 63 3.1.3 Improve the Working Conditions .63 3.1.4 Develop Opportunities for Education and Training 65 3.1.5 Setting up the Communication and Information System 65 3.1.6 Ensuring the Fair and Treatment Towards all Employees 66 3.1.7 Circulate and Diversify the Work- Itself 67 3.1.8 Recognize Achievements in Decision Making 67 3.2 The Conditions to Implement the Solutions .68 3.2.1 The Child Protection and Care Department and MOLISA 68 3.2.2 The employees 68 Summary Chapter 69 Conclusion .70 Reference .71 Acknowledgements There are a number of people and organizations that I need to acknowledge for their efforts in helping reach my study goal It is with their help and support that I was able to compile this research I would like to thank my supervisor Associate Prof Dr … I was indeed fortunate to learn from her as her student and advisee I thank her for the kind of coaching that conveyed both caring and confidence always Her experience, intellect, and instinct continually challenged my direction, speed and compelled me to critically examine each milestone covered and assess each curve ahead of the research Thanks go to the NEU Business School Their support and flexibility allowed me to overcome a number of obstacles including time, distance, and an almost ten year absence from formal education Furthermore, I would like to thank the members of my Thesis Committee Their support was paramount to the completion of this study I gratefully acknowledge the contribution of the NEU Business School Committee The considerable contributions of members of the committee were important, supportive coaches with distinctive contributions to my progress in this academic pursuit They are coaches and scientists, who deeply helped and advised me to final the thesis I am thankful to them all: The National Economics University; The NEU Business School; All my Colleagues They helped me progress to finish Most importantly, I acknowledge the co-operation of many employees and managers who responded to the survey and generously gave time to the interviews Finally, I encountered and noted gratefully, my family and friends, who instilled in me the values of honesty and hard work during the research./ Ha Noi, November 30th 2009 … Abbreviation CPFC Committee of Population, Family and Children CPCD Child Protection and Care Department DOLISA Department of Labor, Invalids and Social Affairs HRM Human Resource Management MOH Ministry of Health MOLISA Ministry of Labor, Invalids and Social Affairs M&E Monitoring and Evaluation MCST Ministry of Culture, the Sport and Tourism ULSA University of Labor, Invalids and Social Affairs UNICEF United Nation Children’s Fund WTO World Trade Organization List of Figures Figure 1.1 The Needs - Desires - Satisfy Chain 21 Figure 1.2 Hierarchy of Needs 25 Figure 1.3 Two Factors of Need 27 Figure 1.4 The Interrelation between Needs and Motivational Factors 28 Figure 2.1 The Structure of MOLISA 38 Figure 2.2 The Structure of Child Care and Protection Department 43 Figure 2.3 The Labor Structure by Ages 47 Figure 2.4 The Labor Structure by Qualifications 47 Figure 2.5 Desirable Wishes of Staff 58 List of Tables Table 2.1 The Features of Labor Force of CPCD 47 Table 2.2 Number of Employees Moved- out the Department 48 Table 2.3 Number of Interviewees by Gender and Ages 49 Table 2.4 The Net- Average Compensation Statistics in 2007 and 2008 .53 Table 2.5 The Statistics of the Short-term Training Course in 2007 and 2008 55 Table 2.6 The Results of the Satisfy of Working at the Department…………….57 10 Executive Summary Human resource management is an important factor of any organization Each organization just can reach its objectives when their employees work effectively, efficiently and creatively Besides the basic working conditions, the employees only contribute their best effort to the organization when they get motivation Thus, motivating employees is the one of the most important priorities of any organization However, many organizations have not realized that and plan for motivating employee is not considered as part of overall strategic plan of organization, especially the state agencies is one of specific examples They consider that they work as missions because they get salary In recent years, when Vietnam has jointed World Trade Organization (WTO), there are more and more job opportunities for everyone in labor market However, the brain drain has happened and gradually increased year by year The employees have trend to move to other organization in which they hope to have better condition, respect and good compensations This issue impacts directly to the service servants who work in the governmental agencies The employees, especially the skillful and experienced ones always consider between state agencies with private sectors as well as foreign organizations when they have opportunities to change their jobs while others dislike and neglect their work It is possible that the state agencies may know that but they have not yet considered it as an important thing in order to promote, encourage and keep their employees commit with the organization The management policies mode becomes the mechanism for all agencies from the central to provincial offices In the fact that, there are a lot of researches to find out the reasons affecting to the working behaviors as well as the desire of employees at the government organizations but it was still considered as unessential in the overall strategy of the organization The human management way has been applied as a formula such as after recruited, the employees have to participate a pre-service servant course, after years the salary will be increased to the next level….The procedure has been applied so boring to almost of state organization and Child Protection and Care Department is unacceptable 71 employee and Leader, the trust in leaders, admire the leader….will motivate employee and keep the experienced, skillful employees working closely with the organization Hence, in the fact, the leader of department should be a specific shinning example for employees These characters of leader should be: - Dedicate with the job, willing support the employees; - Faithful to colleagues; - Collaborate with employees; - Confidence in employee performance All the solution above should be considered not only the Department leaders but also the employees to implement the motivating employee plans Due to the limitation of time, knowledge as well as opinion so that the solutions still have limitation Hence, to implement these solutions effectively, and reach the objective of motivation plans, these solutions need to contribute from employees, Department leader and Ministry leaders Summary Chapter In Chapter 3, the author want to show the actual environment impact to the employee motivation, detail as follows: - The economic recession happened on over the world The Government try to overcome and recover the difficulties domestic economy and society such as: to speed up the against corruption movement, improve the management policies and management mechanisms, law systems that appropriate with current situation when Vietnam integrated to the global economy such as WTO, AFTA… - All the country have to face with the disease such as H5N1, H1N1 and many natural deserters, war and the depreciation of the currency - The fluctuation of global economy and society impact directly to domestic economy These situations influence greatly to the labor sources especially with the employee working environment in the country Especially, a disadvantages environment as above made employee worry about their job They need a stable job with good condition and high salary Based on this situation, the leader will have the advantage create a better condition to attract the employees to work more effective - Base on the actual survey on the employee working at Child Protection and Care Department and the actual environment condition analyzing, the author want to give out two group solutions for motivating employee at Child Protection and Care 72 Department At the same time, in order to implement these solutions, the employees, the leader of Department as well as Leader of Ministry and the Government should coordinate and fulfill in harmonious way Conclusion In conclusion, motivating employees is very necessary and important for leader in improving performance In the fact, the cost for these activities is so small compare with the total expenses of organization In order to implement these tools effectively, the leader needs to have the management skills system, qualities as well as confidence in employees’ performance Besides, the manager should understand their employee and satisfy their legitimate needs This research is the first of its kind that asked employees who working at CPCD what motivates them and that looked at their perception on the application of Human Resource Management in the field The research provided information allowing taking into consideration the perception of employees with respect to motivation policies and its operation In the Child Protection and Care Department, the managers totally realize the status and how critical employee motivation is to the success of the organization The implement are still facing a lot of difficulties because they are the State agency All the regulations and policies of management have to comply with the Government regulations However, in general, the Department could chose the solutions appropriated with the actual condition and situation to apply such as: create a equal and professional working environment, take opportunities for the employee improve their skills and experiences, high appreciate with good performance… These factors will support and motivating the employees in the job The effort of both sides will improve the current situation that the Department has facing with 73 Reference Nguyễn Hữu Thân (2006) – Quản trị nhân - Nhà xuất Thống Kê Ths.Nguyễn Vân Điềm & PGS.TS.Nguyễn Ngọc Quân- Giáo trình Quản trị nhân lựcNhà xuất Thống kê -2006 Lê Hà, Nhân khó giữ, Báo diễn đàn doanh nghiệp - 2007 Business Edge (2005), Work motivation, Youth edition, Hochiminh Doctor Nguyen Khac Vien (1995), Từ điển tâm lý, NXB Thế giới Hanoi Work an the Nature of Man, Crowell Publications 1966) Harold Koontz, Cyril Odonell, Heinz Weihrich (1994), Những vấn đề cốt yếu quản lý, NXB Khoa học Kỹ thuật, Hà Nội Jane Boucher (2006)” How you love the job you hate” Jonh Schermerhorn/ Jerry Hunt/Disk Osborn, Basic Organization behavior 10 Geen, R G (1995), Human motivation: A social psychological approach Belmont, CA 11 David,JC The Management of Human Resources, Prentice Hall Internationnal 12 Huỳnh Minh (2007)Điều tạo động làm việc cho nhân viên (http://wordpress.com) 13 Work motivation History, Theory Reseach and Pratice –Gary-P.latham 14 Report of The department in 2007 and 2008 74 Appendix A The survey of job and environment working condition For employee at Child Protection and Care Department Thank you very much if you spend ten minutes to answer these questions of the survey – It is one of my part research of job and environment working condition at Business school All these answers are not right or wrong These answers only express your ideas, your feelings and it is only used for my research targets You can put the signal x or  for your answer at each question And each level will express you ideas as detail bellows: Level 1: Actually disagree Level 2: Equivalent to many disagree but have little bit agree Level 3: Equivalent to many agree and many disagree Level 4: Equivalent to many agree but have little bit disagree Level 5: Actually agree Before answer these questions, Could you please introduce some information about yourselves Sex: Male Female What is about your group age? Under 35 from 35-45 Upper 45 Do you have another work get more income? Yes No What you most expected when you work at the Child Protection and Care Department? (Please, arrange these factors as most important to the less) - The income: - The stable: - The Working condition and inviroment: - The Promotion and development opotunities: - Position and glory: 75 Do you have any comments with the Child protection and care leader as well as the Ministry leaders? No Content I About your job? Do you like your job? Do your work is importance at your unit? Do your jobs needs particular experience and skills? Your tasks assigned that accorded with your experiences, skills as well as your abilities? What you think about your self actualization? Have you ever been appreciated of your completed task? Salary and Allowances (about the II compensation) Are you satisfied with your salary and bonus? Is your salary commensurate with your contributions? Are the bonus and allowances 10 attractive with you? Are the salaries and allowances policies are fair with every employee 11 at the Department? Working condition and III environment Are you satisfy with your working conditions (example: place, 12 equipment and other…) Are the department policies and rules are appropriated and implemented consistently and seriously (such as: 13 time …) Do all the employees in your organization work hard and complete 14 their works timely? Do the employees in your department have close relationship 15 and support with each other? What is about the relation between 16 employees and managers? 17 The relationship between your unit Level Level Level Level Level 76 No IV 18 19 20 21 22 23 24 25 26 27 V 28 29 30 31 32 VI 33 34 Content and other unit in your department and between the Departments in Ministry? Training and development and promotion Did you have ever participated to the course that relevant to your work? Were these courses useful and helpful with you? Have you been encouraged to building your capacity? Do you have the opportunities to develop and promotion? The employee training and developing strategy at you department are equal with every staffs? Does the annual assessments are equal and accurate with every staffs as well as all staff in your Ministry? Do you think these criteria for assessment are suitable? Do the staff get award when they with the good performance? The annual assessment help staffs improve for complete their tasks? Do you have the chance the chance to get oversea training as well as national scholarships? Communication and Information in the Department What is about the information system in your organization? The mission and function between each unit in your department is overlapped? Does the manager care about the staff's opinion and mind? Do the employee have right to express his opinion with his manager? What is about the evaluation and monitoring processing in your department? About your thinking and your feeling Income Stability Level Level Level Level Level 77 No Content 35 Working condition and environment? 36 Development opportunities? If you have opportunities to move to another job with higher 37 compensation, you want to move? Do you feel happy and pride because 38 you are member of the CPC? Do you have any requests with your 39 manager to make all things better? Level Level Level Level Yes No Yes No Yes No Level THANK YOU FOR TAKING THE TIME TO COMPLETE THE QUESTIONNAIRE YOUR CONTRIBUTION IS VERY VALUABLE AND I HIHGLY APPRECIATE IT! Appendix B The Results of the survey of job and environment working condition For employee at Child Protection and Care Department, MOLISA Unit: Percentage (%) No Contents Level Level Level Level Level Under Upper level level I ABOUT YOUR JOB? Do you like your job? Do your work is important at your Unit? Do your jobs need a particular experience and skills? Do your tasks assigned accordance with your experience and 1.18 1.18 3.53 2.35 17.65 17.65 16.47 16.47 29.41 31.76 35.29 36.47 41.18 31.76 32.94 29.41 10.59 17.65 11.76 15.29 48.24 50.59 55.29 55.29 51.76 49.41 44.71 44.71 your abilities? What you think about your actualization? Have you ever been appreciated from your leader when you 4.71 8.24 14.12 25.88 42.35 29.41 23.53 25.28 15.29 10.59 61.18 63.53 38.82 36.47 II 10 had a good performance? COMPENSATION AND BONUS Are you satisfied with your salary and bonus? Is your salary commensurate with your contribution? Are the compensation and bonus attracted you? Are the compensation and bonus policies are fairs every 21.18 23.53 12.94 9.41 25.88 15.29 23.53 10.59 29.41 29.41 36.47 34.12 12.94 32.94 18.82 28.24 10.59 11.76 8.24 17.65 76.47 55.29 72.94 54.12 23.53 41.47.71 27.06 45.88 11 III 13 employees at the Department? Do you have extra-work to earn more money? WORKING CONDITION AND ENVIROMENT Are you satisfy with your working condition (example: place, 69.41 30.58 35.29 64.71 Yes 3.53 No 2.35 29.41 34.12 30.59 14 equipment and others…) Are the department policies and regulations appropriated and 5.88 23.53 30.59 25.88 14.12 60.00 40.00 implemented seriously and consistently? (Such as: time, 15 annual reports…) Do the entire employee in the Department work hard and 9.41 25.88 25.88 27.06 11.76 61.18 38.82 16 completed their work timely? Do the employees in your department have close relationship 3.53 14.12 37.65 25.88 18.82 55.29 44.71 17 and support with each other? What is about the relationship between employees and 7.06 17.65 36.47 25.88 12.94 61.18 38.82 18 leaders? What is about the coordination between your unit and other 5.88 22.35 29.41 32.94 9.41 57.65 42.35 IV 20 unit in your department? DEVELOPMENT AND PROMOTION Did you have ever participated to the course that relevant to 4.71 12.94 29.41 32.94 20 47.06 52.94 21 22 23 24 your work? Were these courses useful and helpful with you? Have you been encouraged to build your capacity? Do you have opportunities to develop and promotion? Are the training opportunities for every individual in your 4.71 3.53 5.88 7.06 22.35 14.12 24.71 14.12 34.12 31.76 29.41 29.41 28.24 31.76 18.82 25.88 20.00 18.82 21.18 23.53 51.76 49.41 60.00 50.59 48.24 50.59 40.00 49.41 25 Department equal? Are the annual assessment of every individual in your 8.24 34.12 25.88 23.53 8.24 68.24 31.76 26 department are equal and accurate? Do your think these criteria for assessment is suitable and 9.41 31.76 37.65 14.12 7.06 78.82 21.18 27 accurate? Do the employees get award when they have a good 14.12 25.88 29.41 21.18 9.41 69.41 30.59 28 performance? Do the annual assessment support the employees complete 10.59 28.24 29.41 25.88 5.88 68.24 31.76 29 their tasks better? Do you have the chance to take part any oversea training 5.88 32.94 42.35 15.29 3.53 81.18 18.82 V 30 31 course and get the national scholarship? COMUNICATION AND INFORMATION SYSTEM What is about the information system in your Department? Do the mission and function among your unit with other in 3.53 2.35 14.92 14.12 30.59 37.65 30.59 23.53 21.18 22.35 48.24 54.12 51.76 45.88 32 your department is overlapped? Do your leaders care about your mind and opinion when they 5.88 24.71 25.88 24.71 18.82 56.47 43.53 33 have to make the decision? Do you have ever chance to express your idea with your 5.88 25.88 36.47 17.65 14.12 68.24 31.76 9.41 29.41 25.88 22.35 12.94 64.71 35.29 34.12 2.35 4.71 14.12 Yes 28.24 9.41 12.94 17.65 21.18 12.94 32.94 32.94 No 9.41 21.18 25.88 25.88 7.06 54.12 23.53 9.41 83.53 24.71 50.59 64.71 56.79 16.47 75.29 49.41 35.29 43.21 34 V 36 37 38 39 leaders? Does the monitoring and evaluation tools applied effectively? YOUR THINKING AND YOUR FEELING Income Stability Working condition and environment Development and promotion opportunities If you have opportunities to move to another job with higher compensation, you want to move? Do you fell happy and pride because you are the member of Yes No 41.16 58.84 CPCD? Do you have any suggestion with your leader to make all thing Yes No 66.42 33.58 better? Appendix C Céng hoµ x· héi chđ nghÜa ViƯt Nam Độc lập - Tự - Hạnh phúc *** PHIẾU ĐÁNH GIÁ CÁN BỘ CÔNG CHỨC, VIÊN CHỨC HÀNG NĂM (Cục Bảo vệ chăm sóc trẻ em, Bộ LĐTBXH) Họ tên: Giới tính: Chức vụ: Đơn vị công tác: Nhiệm vụ giao năm: Tôi xin tự kiểm điểm đánh giá công việc năm 200 sau: Chấp hành sách pháp luật: Kết công tác Tinh thần kỷ luật: Quan hệ phối hợp công tác: Tính trung thực công tác: Lối sống, đạo đức: Tinh thần học tập nâng cao trình độ: Tinh thần thái độ phục vụ nhân dân: Hà Nội, ngày tháng năm 200 II í KIN CA TP TH N VỊ III KẾT QUẢ TỔNG HỢP XẾP LOẠI CÔNG CHƯC (Phần Thủ trưởng trực tiếp ghi) Stt Nội dung Chấp hành sách, pháp luật nhà nước Kết Công tác Tinh thần kỷ luật Tinh thần phối hợp cơng tác Tính trung thực công tác Lối sống, đạo đức Tinh thần học tập, nâng cao trình độ Tinh thần thái độ phục vụ nhân dân Xếp loại* * Xếp theo loại: Xuất sắc, Khá, Trung bình, Kém Kết luận: Cơng chức đạt loại:………………………… Ngày tháng năm 200 Thủ trưởng trực tiếp ký tên (Ký, ghi rõ họ, tên) Social Republic of Vietnam Independent- Freedom – Happiness *** - Ghi THE ANNUAL ASSEMENT FOR OFFICERS AND SERVICE SERVANT (Child Protection and Care Department, MOLISA) Full name:…………………………………………………………………………………… Sex:………………………………………………………………………………………… Title/ Position:……………………………………………………………………………… Department/ Unit:…………………………………………………………………………… The main responsibilities and missions in the year : ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………… I would like to make myself assessment and review my work performance in 200… as follows: Implementation of the regulation, policies and laws The work performance Sense of discipline Team Spirit and Team work Honesty at work Lifestyle, morality Sense of capacity building Sense and attitude serving the people Ha noi, date 200… Name of employee THE COMMENT OF COLEAGUES IN THE UNIT/DEPARTMENT ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… CONSOLIDATE THE RESULT FROM THE DIRECTOR STT The contents Implementation of the regulation, policies and laws The work performance level Note 4 Sense of discipline Team Spirit and Team work: Honesty at work Lifestyle, morality Sense of capacity building Sense and attitude serving the people  The levels: Excellence, good fair, not good…  Conclusion: ………………………………………………………………… Hanoi, Date….200… Director of Department (Signature) Appendix D MINISTRY of LABORS, INVALIDS AND SOCIAL Child Protection and Care Department THE TIMESHEET OF WORKING DAY FOR STAFFS (From……, 2009 to… , 2009) I No Date Name of S The name of the Unit: M T W T F S S staffs Note that: - X: Full day working NP: Annual leave day 0.5NP: Annual leave 1/2 day NG: Working in overtime day 0.5NG: Working in overtime 1/2 day S 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 M T W T F S S M T W T F S S M T W T F S S ... the working behaviors of employees and finding the factors support them working harder Through the research on “The solution for motivating employees working at Child Protection and Care Department, ... of the Child Right for children Summarizing, evaluating and expanding the child protection and care campaigns, typical child protection and care model in the whole country Updating, statistic... Planning Unit Centerof Consultancyand Communication Department Children Funds Unit Child Protection and Care at DOLISA at 63 provinces Child Protection and Care at DOLISA at 63 provinces 2.2 2.2.1 Characteristics