Human Resource Department

HRM 590

Final Course Project

Professor Argo

Ryan Glennan

10/21/2012

The role of a Human Resource department in today's world is ever changing. Many years ago the Human Resource department was only there to file pre-employment paperwork, assist with benefits and process payroll. This may have been handled by a department that consisted of one or two company accountants that took on this role in conjunction with watching the company books. The role of a Human Resource department today includes many functions which include acquiring, developing, and retaining talent; aligning the workforce with the business; and being an excellent contributor to the business. The HR department now works directly with management teams throughout the company in an effort to help with strategy and the growth of the company. One very important aspect is talent acquisition. Having the right people in key roles within the company is vital to the success and growth. Performing this function includes preparing a job description, recruiting, setting compensation, and retention. In this paper I will go over the entire process.

Method of Job Analysis

When a new job is created or a vacancy occurs, it is the role of an HR representative to fill that void. In order to perform this function they need to first understand what role they are trying fill and what skills and responsibilities this new role would require. By conducting a job analysis they are able to further define any important elements of any job and then search for the person or people that are a good fit for the company.

As important as it is to perform a job analysis before looking for that new candidate, it is equally as important to select the correct job analysis method. Three very common Job Analysis Methods are the Observation Method, Interview Method and Questionnaire Method. Depending on the size of the company, nature of the job and responsibilities and duties of the job, one method may be more effective than another.

First there is the Observation Method. This includes studying someone while they perform their job in an effort to better understand the tasks and duties necessary to this particular job. Although this method may seem to present a very simple analysis, it can be difficult to assess only because the analysis is really dependent on the person conducting the observation. This process can involve bias on the part of the analyst on personal likes and dislikes and therefore can bring an outside element to this analysis. For instance, the analyst can monitor processes performed by the employee, but if they disagree, this can sway the analysis.

The second method is the Interview Method. This method involves conducting interviews of the person currently in the position to gain insights into what duties they perform. Interviews can also be conducted on other employees performing the same job. With this method, questions need to be carefully thought out so that the answers provided are genuine. As long as the information provided is helpful, this method can be very effective.

Third, there is the Questionnaire Method. This could involve a questionnaire being filled out by employees, managers and direct superiors. This will provide you with a well-rounded description and analysis of this position. Plus this allows you to get the perspective from a few different angles. By working with the superiors and managers, you are able to measure with some consistency future expectations for this particular job. This is just one example of how your HR department is working with management to develop their business strategies for tomorrow. (Management Study Guide)

Task Statements and KSA Statements

The task statement is considered the single most important element of the task analysis process because it provides a standardized, concise format to describe worker actions. If done correctly, task statements can eliminate the need for the personnel analyst to make subjective interpretations of worker actions. Through the use of these statements, an HR representative is able to clearly define the duties and assessments of what will be required for the position being offered. Once these statements are laid out, creating a job description is very simple. Task analysis and writing task statements helps to define and create measurable and communicable job functions. Four questions that could be presented are as follows:

1. Performs what action?

2. To whom or what?

3. To produce what? Or Why is it necessary?

4. Using what tools, equipment, work aids, processes?

Each task statement should begin with a verb so that you are able to convey a specific meaning. Someone from another department should be able to pick up this list of questions and know exactly what you asking. Simplicity is the key.

KSA's are the unique requirements that the hiring agency wants to find in the person selected to fill a particular job. A primary purpose of KSAs is to measure those qualities that will set one candidate apart from the others. To properly define the KSA's involves breaking down the action to be performed and then defining what knowledge and skills will be necessary to perform these actions. For instance, a working knowledge of MS office may be required if this person will be creating Word documents, creating spreadsheets or using Microsoft Outlook for email on a daily basis. The idea would be to hire an individual who has this knowledge and these skills so that they would not have to be trained and could hit the ground running.

The creation of these statements will take considerable thought and insight. However, the rewards of conducting this due diligence before taking on the task of hiring a new employee, makes the process very simple and less stressful. Everything is clearly defined and above all, measurable in the future.

Recruiting and Selection

The next step in the process is to find the right person or candidate for the job. This is another area within the whole process that can vary depending upon the size of the company and the position being sought. First and foremost, I have always felt that the best source of employee referrals is the men/women that are currently employed in the organization. Internal job postings are a great start to the process of recruiting new employees. They have a great familiarity with the company