LV Thạc sỹ_Improving the process of job analysis in HAIHACO

"IMPROVING THE PROCESS OF JOB ANALYSIS IN HAIHA CONFECTIONERY JOINT-STOCK COMPANY HAIHACO" ACKNOWLEDGEMENT During my report period, apart from my own attempt to conduct a good thesis, I have received great assistance and whole-heartedly enthusiastic support from a pool of people to come up with the topic, expand the ideas to produce this final report First and foremost, I would like to show my deep down from the heart thanks to the direct supervisor and the lecturers in the Faculty of Foreign Language, National Economics University Experienced from the subject of EAP English Writing along with the knowledge gained from the lectures of the faculty curriculum, I have had many advantages in the process of wrting a standard thesis Sequent, I also want to particularly send my true thanks and gratitude to my direct supervisor, Mrs … from the Faculty of Human Management Resources for the great criticism and constructive suggestions to my thesis from an initial idea to a final completed product Next, I would like to express my sincerity of thank to the supervisor and other staff in Hai Ha Confectionery Joint-Stock Company (HAIHACO) for the great help in supporting me with thesis orientation, information collecting and supporting and the enthusiasm in response to my interview They have shared the point of view on my topic and help me significantly in my activities as an intern Without this precious help, I cannot neither finish this report nor complete the tasks assigned in he company in the period of internship Last but not least, contributing in the completion of this report with mental supports and motivation was my family and friends, who always stay by my side and encourage me to the target Thank you very much again ii TABLE OF ABBREVIATION i.e id est (“that is”) Dept Department HAIHACO Hai Ha Confectionery Joint-Stock Company HR Human Resources HRM Human Resources Management iii TABLE OF FIGURES Figure 1: The turnover of HAIHACO change from 2010-2012 Figure 2a: Chart of organizational structure of HAIHACO Figure 2b: The chart of main job titles in organizational structure of HAIHACO Figure 3: Chart of organizational structure in the Department of Organization and Administration in HAIHACO Figure 4: The process of manufacturing hard candy in HAIHACO Figure 5: : The process of manufacturing soft candy in HAIHACO Figure 6: The process of manufacturing soft candy in HAIHACO Figure 7: The labor structure of HAIHACO ( 2009- 2011)) Figure 7a: The labor structure according to labor nature (2009-2011) Figure 7b : The labor structure according to education level (2009-2011) iv TABLE OF CONTENT ACKNOWLEDGEMENT II TABLE OF ABBREVIATION III TABLE OF FIGURES .IV TABLE OF CONTENT .V EXECUTIVE SUMMARY VII INTRODUCTION INTRODUCTION OF THE RESEARCH TOPIC RATIONALE OF THE RESEARCH OBJECTIVES OF THE RESEARCH SCOPE OF THE RESEARCH METHODOLOGY STRUCTURE OF THE REPORT CHAPTER I : LIERATURE REVIEW 1.1 TERMINOLOGY 1.2 THE PURPOSE OF JOB ANALYSIS 1.3 THE OUTPUT DOCUMENTS OF JOB ANALYSIS 1.3.1 Job description 1.3.2 Job specification 1.3.3 Performance standards 1.4 THE IMPORTANCE OF JOB ANALYSIS TOWARDS THE ORGANIZATION 10 1.4.1 Towards Human Resources Planning activity 11 1.4.2 Towards Recruitment and Selection activity .11 1.4.3 Towards Training and Development activity 12 1.4.4 TOWARDS PERFORMANCE ANALYSIS ACTIVITY 12 1.4.5 TOWARDS TRAINING AND DEVELOPMENT ACTIVITY 12 1.4.6 TOWARDS COMPENSATION MANAGEMENT ACTIVITY 13 1.4.7 Towards Job Design and Redesign activity 13 1.5 THE METHODS FOR COLLECTING JOB ANALYSIS INFORMATION 13 1.5.1 Observation Method 15 1.5.2 Interview Method .16 1.5.3 Questionnaire Method 16 1.6 THE PROCESS OF JOB ANALYSIS 17 v CHAPTER II: INTRODUCTION OF HAIHA CONFECTIONARY JOINTSTOCK COMPANY (HAIHACO) 21 2.1 OVERVIEW OF HAIHA CONFECTIONERY JOINT-STOCK COMPANY (HAIHACO) 21 2.2 THE FUNCTIONS, TASKS AND ORGANIZATIONAL CHARACTERISTICS OF THE COMPANY 23 2.2.1 The functions and tasks 23 2.2.2 Organizational board of executives of the company .24 2.2.3 The functions and tasks of Departments in HAIHACO - 27 2.2.4 The organizational characteristics of HAIHACO - 31 2.3 THE CHARACTERISTICS OF LABOR FORCE IN HAIHACO .- 34 CHAPTER III: FINDINGS AND ANALYSIS - 39 3.1 AN OVERVIEW OF JOB ANALYSIS IN HAIHACO .- 39 3.2 THE ROLES OF JOB ANALYSIS PROCESS IN HAIHACO OR THE INFLUENCE OF JOB ANALYSIS PROCESS ON OTHER HRM ACTIVITIES IN HAIHACO - 40 3.2.1 HR Planning - 40 3.2.2 Recruitment and Selection - 41 3.2.3 HR Training and Development - 42 3.2.4 Performance appraisal - 43 3.2.5 Compensation and Benefits - 43 CHAPTER IV : RECOMMENDATIONS TO IMPROVE THE PROCESS OF JOB ANALYSIS IN HAIHACO - 45 4.1 TRAINING SPECIFIED TEAM ON IMPLEMENTING THE PROCESS OF JOB ANALYSIS .- 45 4.2 ENHANCING THE PERCEPTION OF SUPERVISORS AND EMPLOYEES/ JOB HOLDERS .- 45 IMPROVING THE PROCESS OF JOB ANALYSIS - 46 4.3.1 Identifying all the job titles and job analysis purpose - 46 4.3.2 Choosing the collecting information methods .- 47 4.3.3 Designing the form to collect information - 52 4.3.4 Processing the information to write the outout documents of job analysis 56 4.3.5 Issuing the output documents of job analysis and revising periodically - 62 CONSCLUSION - 64 REFERENCES - 65 - vi EXECUTIVE SUMMARY The important role of HRM activity in the development of any business is apparently unarguable due to persuasive illustrations in the reality of our economy It is always supposed to be a fundamental tool for any manager in controlling his human resources, the most precious resources of an organization The first and initial step to access the field of HRM activity is job analysis, a definitely effective tool in achieving the success of any manager This report was conducted with the purpose of showing the limitations in HRM activity of Hai Ha Confectionery Joint-Stock Company (HAIHACO) and from that situation coming up with hopefully helpful solutions for improving the effectiveness of this process in the company The report is divided into four main chapters: Chapter I : Literature review of job analysis process This chapters aims at clarifying some basic knowledge of job analysis, of which explains and demonstrating basic key terms that frequently appear in the report in the process of job analysis such as the steps to implement Besides, the chapter also proves the importance of job analysis in the HRM system through analyzing the purpose of job analysis as well as showing the strong impact of job analysis on other HRM activities Chapter II: Introduction of Haiha Confectionary Joint- stock company (HAIHACO) The chapter will gives the readers an overview of Ha Confectionery Joint-Stock Company (HAIHACO) in term of foundation and business sector, along with dedicated analysis deeply into the organizational structure of the company which closely relates to job analysis vii Chapter III: Finding and analysis The chapter will show the situation of job analysis implementation in HAIHACO with evaluations of HRM activities and job analysis in particular Generally, the process of job analysis implemented in the company is still far from expectation to a big enterprise when there is actually no official documents on job analysis such as job description of job specification The Board of Leaders even percepts the key role of job analysis but yet to bring the innovative mind to reality The only document discovered to be similar to the practice of job analysis is a form named Job assignment, but still under- standard in term of both Chapter IV: Recommendations to improve the process of job analysis in HAIHACO On the basis of these findings with limitations in the process of job analysis, I will gives some recommendations for better the activity, finally conducted the official documents for a sample job title viii INTRODUCTION Introduction of the research topic Successful companies are those that consider their human resources as their most important asset and always try their best in managing it effectively Human Resources Management (HRM) is the strategic management of the employees, who individually and collectively contribute to the necessarily obtained objectives of the organization In any organization there are many job titles, which theoretically range from relatively simple to extremely complex All of these positions need to be well comprehended in the process of hiring employees, evaluating their performance, training them among other human resource functions To this effectively it takes time and effort to figure out what types of duties and tasks are required for the job mentioned and that process is called job analysis Obviously, job analysis plays an extremely important role in any organizations The data obtained from a process of job analysis allows us to understand the frequency and importance of the duties and tasks involved in the job, which aides in the process of developing human resource and performance management tools Rationale of the research In former days, the businesses and enterprises operate within the subsidy of the state, but nowadays when our country has opened its economy, which makes businesses have to stand on their feet In order to survive and grow, they must find a way for their own business They must have talented labors who are professional trained and then efficiently competent in their job To approach these standards, companies have no choice but to manage their labor resources so as to use them effectively At present, though Human Resources Management tools, to which the process of job analysis contributes a huge part, the businesses has conducted research to be thoroughly capable of utilizing these important resources The concept of "Job analysis" is not new to Western companies and has been carried out off over last 100 years However, the reality in business environment in Vietnam shows that this activity has not received adequate intention and concern as it deserves In the period of internship in Haiha Confectionery Joint-Stock Company (HAIHACO), I realize that like most companies in Vietnam, the executive board has been initially paid attention to this activity but still far from standard At this point, the company has not build up a well-qualified system of Job description, Job specification or Job requirements for job holder For this reason, improving the process of job analysis plays an extremely important role in enhancing and advancing the quality of the human resources in the company, I have carried out the research entitled "Improving the process of job analysis in Haiha Confectionery Joint-Stock Company (HAIHACO)" Objectives of the research This research mainly aims at: Studying about the situation of HRM, in which simultaneously focusing on the practice of job analysis in Haiha Confectionery Joint-Stock Company (HAIHACO) Analyzing the roles of job analysis and finding out the weaknesses and limitations (if any) of this activity in HAIHACO Offering some appropriate suggestions and recommendations to improve the quality of the company’s job analysis activities After that, I would like to design some job description, job speculation as well as performance standards as sample, which was carried out in the Department of Organization and Administration in the company Scope of the research The scope of this study is about the current problems of job analysis process in Haiha Confectionery Joint-Stock Company (HAIHACO) in general, then particularly focusing on writing standard job descriptions for the Department of Organization and Administration in the company Director  Head of Organization and Administration Department Head of Department Job specification HAIHA CONFECTIONERY JOINT-STOCK COMPANY (HAIHACO) Address: 25 Truong Dinh St, Hai Ba Trung District, Hanoi, Vietnam Tel: Telephone: (+84.4) 8632956 / 8632041 Fax: (+84.4) 8631683 / 8638730 JOB SPECIFICATION Job title: Department: Direct manager: Indirect manager: Working policy: The requirements to the job holder 54 Education level: Professional qualifications: Professional knowledge: Experiences: Foreign language certificate: Information technology certificate: Trained skills: Gender: Age: Personal quality/ Characteristics: Commitment to the company: Director  Head of Organization and Administration Department Head of Department Performance standard HAIHA CONFECTIONERY JOINT-STOCK COMPANY (HAIHACO) Address: 25 Truong Dinh St, Hai Ba Trung District, Hanoi, Vietnam Tel: Telephone: (+84.4) 8632956 / 8632041 Fax: (+84.4) 8631683 / 8638730 PERFORMANCE STANDARD 55 Job title: Department: Direct manager: Indirect manager: Working policy: Tasks and responsibility for the job Order Responsibility Task Standard Task 1: Task 2: Responsibility Task 1: Task 2: Responsibility Task 1: Task 2: Director Head of Organization & Administration Department Head of Department 4.3.4 Processing the information to write the output documents of job analysis After choosing the suitable methods for the process, the processing the collected information is the next step The information needed includes: 56  Information on the tasks and responsibilities of the job, of relationships in business  Requirements of the job education level, knowledge, experience, skills, age, appearance, preferences, ambitions, personality traits needed when performing the tasks  Information on working conditions, equipment or tools  To the information collectors, the information on direct managers, the job holders is required This is the step that filters the output of job analysis process to make the official texts It requires the recheck of the accuracy and reliability of information gathered from performing standard measurements This decision is important to gain the effectiveness of the whole practice This helps to simultaneously achieve both their revision and agreement between the job holders and the direct managers From the information collected, we have to process to conduct the official documents of job analysis Here is a sample of job analysis I have implemented for the job title: The Head of Organization and Administration Department Job description HAIHA CONFECTIONERY JOINT-STOCK COMPANY (HAIHACO) Address: 25 Truong Dinh St, Hai Ba Trung District, Hanoi, Vietnam Tel: Telephone: (+84.4) 8632956 / 8632041 Fax: (+84.4) 8631683 / 8638730 JOB DESCRIPTION 57 Job title: Head of Organization and Administration Department Department: Organization and Administration Department Direct manager: Deputy Director of Personnel Indirect manager: General Director and other Deputy Directors Working policy: Administrative Tasks and responsibility for the job Order Responsibility Responsibility Responsibility Report to Internal relationship External relationship Task Task 1: Cooperate with other departments to organize meetings, conferences, workshops in the company Task 2: Cooperate with functional departments/ units to plan internal program ( travel, sightseeing ) Task 3: Take responsible for the issues relating to labor ‘s living Task 1: Update the information in the profile of all employees in the company Task 2: Directly take control of HR recruitment and selection, training and development, planning annually Task 3: Supervise the practice of Social Insurance for labor and Test of Skill level Task 4: Consult the Director in making decision of promotion, transfer, displacement, appointment and dismissal Task 1: Receive the official dispatches and direct the implementation Task 2: Direct the staff in the department to perform the tasks relating to Administrative documents Task:3: Supervise and motivate the activities of assets, facilities, management issues General Director and the Boards of Executives -Provide the departments the documents of Personnel and Administration - Receive the guidelines from the Board of Director - Direct the practice of Personnel and dm - Contact with Social Insurance Agency under the Ministry of Labor - Invalids and Social Affairs -Contact with counterparts 58 Working conditions Director Working environment: Headquarters of HAIHACO Hanoi, occasionally business trip to other branches Working time: from Monday to Saturday, from 7h30 to 16h30 - Supported with a personal computer, a landline, a printer, a facsimile machine, a photocopier and separated office for greeting visitors Head of Organization and Administration Department Head of Department Job specification HAIHA CONFECTIONERY JOINT-STOCK COMPANY (HAIHACO) Address: 25 Truong Dinh St, Hai Ba Trung District, Hanoi, Vietnam Tel: Telephone: (+84.4) 8632956 / 8632041 Fax: (+84.4) 8631683 / 8638730 JOB SPECIFICATION 59 Job title: Head of Organization and Administration Department Department: Organization and Administration Department Direct manager: Deputy Director of Personnel Indirect manager: General Director and other Deputy Directors Working policy: Administrative The requirements to the job holder Director Head of Organization and Administration Department Head of Department Education level: 12/12 High school Professional qualifications: University or equivalent in the majors of HRM, Law, Labor Economics of Business Administration Professional knowledge: - Knowledge of HRM activities - Knowledge of regulations and policies of the State and the Ministry of Labor - Invalids and Social Affairs Experiences: at least years of working in the field of Enterprise Management Foreign language certificate: Certificate C in English issued by the Ministry of Education and Training Information technology certificate: proficient in Office Information Technology, economic soft ware’s, Trained skills: managing, organizing skills in HRM, communication, teamworking and presentation the ability of working under high pressure Gender: no ruled Age: >30 Personal quality/ Characteristics: Social, extrovert, sense of leading, adaptability to new working environment Commitment to the company: contract of years Performance standard 60 HAIHA CONFECTIONERY JOINT-STOCK COMPANY (HAIHACO) Address: 25 Truong Dinh St, Hai Ba Trung District, Hanoi, Vietnam Tel: Telephone: (+84.4) 8632956 / 8632041 Fax: (+84.4) 8631683 / 8638730 PERFORMANCE STANDARD Job title: Head of Organization and Administration Department Department: Organization and Administration Department Direct manager: Deputy Director of Personnel Indirect manager: General Director and other Deputy Directors Working policy: Administrative Tasks and responsibility for the job Order Responsibility Responsibility Standards - Ensure the meetings, conferences, workshops, to go well - Ensure the programs ( travel, sightseeing ) on schedule, safe and mobilize staff to join - Solve the problems of labors and their family in accordance to the common policy - Implement with best result the practice if Social Insurance for employees - Ensure all activities in the span of control ton achieves positive results - Give righteous advice for the Board of Directors; help improve the process of Management in the company 61 Responsibility - Provide the information of management to the Board sufficiently and timely - The dispatches have to be transfer to departments for being implemented timely Director Head of Organization & Administration Department Head of Department 4.3.5 Issuing the output documents of job analysis and revising periodically Implementers the analysis; systemize information again to be easily handled With the processing of survey results in which the number of questionnaires sheets are huge, it is highly recommended to use statistical software to support (such as Mfit software, SPSS) When processing information also need to pay attention to follow the principle of majority From the information obtained along with the support personnel unit, management staff, we finally conducted writings on job description, job requirements for jobs titles We can combine the output documents together The results has to be checked periodically foe revising to see if these results are appropriate to the current situation Additionally, if the company the HRM staff is not fully competent for the successful implementation of job analysis, a faithful suggestion is inviting experts as an outsourcing activity to the practice, simultaneously convey the knowledge and skills to the staff for similar future activity I can nominate the group of lectures in the Faculty of HRM in National Economics University (NEU), they not only have plenty of experiences in consulting the issues of HRM activities but also are equipped with 62 instructing ad teaching skills which ensures to improving the process of job analysis and the whole HRM system in the company CONSCLUSION 63 Through the process of studying theoretical framework, in combination with analyzing the situation of job analysis practice in HAIHACO, I finally have a comprehensive perspective of this activity and its role in the operation of the company It provides the basic information as well as the premise for all of other HRM activities in every company, the key to open the door of success In the internship time in HAIHACO, I have learned the matters of HRM in enterprises and notice the situation of the company, which make me come up with the research named "Improving the process of job analysis in Haifa Confectionery Joint-Stock Company (HAIHACO)" with the expectation of applying the knowledge gain from textbooks in university along with studying the materials and the reality to improve an aspect in operation As a matter of fact, nothing is perfect, due to the limitation in time and lack of experience in studying; the research definitely has its weaknesses which need to be constructive criticized for better results It is also a precious experience for me for future research in upper level REFERENCES Vietnamese 64 ThS Nguyễn Vân Điềm, PGS.TS Nguyễn Ngọc Quân (2004) Giáo trình Quản trị Nhân lực, trường Đại học Kinh tế Quốc dân, NXB Đại học Kinh tế Quốc dân, Hà Nội , 44,59 TS Trần Kim Dung, (2005 ), Quản trị Nguồn Nhân lực, tái lần thứ sáu, NXB Thống Kê English Peter P Schoderbek, Richard A Cosier, John C Aplin (1988), Management, 237 Edwin B Flippo (1977), Mangement A Behavioral approach Second Edition, 305 Shartle (1952), Executive performance and leadership, 79 Website: Management Study Guide URL: www.managementstudyguide.com APPENDIX 65 A sample Job assignment for the job title Receptionist of the Department of Organization and Administration The financial report (audited) from 2010 to 2012 The interview script with the Head of Organization and Administration Department APPENDIX 1: A sample Job assignment for the job title Receptionist of the Department of Organization and Administration 66 Phân cơng việc cho nhân viên Lễ Tân - Hành Quản lý, theo dõi công văn đi, công văn đến công ty Lưu dữ, bảo quản loại hợp đồng: hợp đồng lao động, hợp đồng kinh tế, hợp đồng thuê nhà, hợp đồng mua bán máy móc thiết bị, v.v… cơng ty Tham gia phục vụ công tác tuyển dụng nhân công ty như: tiếp nhận hồ sơ nhân ứng cử viên, phân loại hồ sơ, thông báo lịch thi tuyển cho ứng cử viên, tham gia vấn ứng viên v.v… Tham gia phục vụ công tác tiếp khách có khách đến thăm quan, làm việc công ty đãi tiệc mời khách Quản lý hồ sơ nhân CBNV công ty Quản lý việc mua, xuất dùng văn phòng phẩm Quản lý việc sữa chữa điện thoại, máy tính, máy điều hoà vv… Tiếp khách, hướng dẫn khách đến liên hệ công việc với Công ty Trực điện thoại, nhận, chuyển, trả lời điện thoại 10 Đánh máy tài liệu cho lãnh đạo công ty 11 Quản lý việc chấp hành nội quy lao động công ty giấc, đồng phục, trực nhật vv… 12 Theo dỏi, tập hợp ngày công CBNV tháng gửi cho Phịng kế tốn vào ngày 30 hàng tháng để phục vụ cho việc tính lương 13 Quản lý, theo dỏi, tổ chức ăn cơm trưa cho CBNV công ty hàng ngày 14 Quản lý việc đặt báo chí tốn tiền mua báo chí công ty 15 Quản lý thực công việc phơtơ văn cho văn phịng cơng ty 16 Chịu trách nhiệm đưa công văn, lấy công văn theo yêu cầu Ban lãnh đạo phòng ban 67 17 Làm thư ký để ghi biên họp công ty 18 Phụ trách công tác cập nhật thông tin công ty lên website cơng ty Hình thức xử lý trường hợp nhân viên lễ tân hành khơng hoàn thành nhiệm vụ giao Cứ đầu việc giao, nhân viên lễ tân hành khơng hoàn thành phải bồi thường thiệt hại 5%/ mức lương Trong tháng có từ đầu việc giao trở lên, nhân viên lễ tân hành khơng hồn thành ngồi việc phải bồi thường thiệt hại 5%/mức lương bản, nhân viên lễ tân hành bị phạt thêm 300.000 đồng/tháng APPENDIX 2: The financial report (audited) from 2010 to 2012 of HAIHACO ( no attached here) APPENDIX 3: The interview script with the Head of Organization and Administration Department 68 ... III: FINDINGS AND ANALYSIS - 39 3.1 AN OVERVIEW OF JOB ANALYSIS IN HAIHACO .- 39 3.2 THE ROLES OF JOB ANALYSIS PROCESS IN HAIHACO OR THE INFLUENCE OF JOB ANALYSIS PROCESS ON OTHER HRM... the training and development for the subordinates on the demand of the job - Directing the training, including teaching, instruction, interpretation and advice for subordinates Finally, working... for the misunderstanding they have 3.2 The roles of job analysis process in HAIHACO or the influence of job analysis process on other HRM activities in HAIHACO As discussed above, the company in