oa sba

Title of SBA

An investigation into, the strategies used to motivate workers in Human Resource Department (HRD)/personnel Department of Courts Jamaica Limited.

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Aims of SBA

Three aims of this project are:  To ascertain the functions of the Human Resource Department?  To see how the functions aid in the productiveness of the organization?  To determine the effectiveness of the documents used in the Human Resource Department.

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Functions of the Human Resource Department

 To process Job applications and select suitable persons who are qualified for the position available.  To see to it that the business complies with the policies governing the business market.  Ensuring that the working conditions not only meet the legal requirements but are conductive to encourage employees to work well.  Ensuring than, when, necessary, procedures for disciplining employees are carried out in a fair and correct manner.  Ensuring that the employee is placed in a appropriate part of the organization so that his or her skills are used to the best advantage of the organization. .

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Correspondence Letter 94 Biscayne drive, Mount Clair, May Pen P.O, Clarendon. January 14, 2012 The Human Resource Manager, Courts Jamaica Ltd, 50 Main Street, May Pen, Clarendon. Dear Sir/Madam, I am a fifth form student of the Ebony Grove High School who will be sitting the Caribbean Examination Council Exam (CSEC) in Office Administration this year. It is a requirement of CSEC that all students sitting Office administration should carry out a research project at a business entity. I am therefore seeking your permission to use your company as my research site to conduct an investigation on ‘The Importance of the Human Resource Department’. Methods of collecting information will be by questionnaire, interview, and observation. I assure you that all information given will be used only for my research. I am looking forward to a favorable response. Yours sincerely, _________________ Shantel Bryan. Student, 4

Methodology

In gathering data for this project questionnaires, interview and observation were used. There were eight questionnaire and they were issued to eight clerks in the Human Resource Department. The questionnaire was used because it is:  easily administered  offers confidentiality  relatively inexpensive The next source that I used was an interview, the person that was interviewed was the Manager of the Personnel Department. The interview lasted for 30 minutes. The Interview was done because it  probes deeper into a response gives by the interviewer  It can yield a high return of data. Observation was done during the opening hours of the business. It was done within the first two hours. The observer was guided throughout. It was done simply because I wanted to see how the members of the department utilized the documents and how efficient it made the business.

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Ten(10) Questions Asked 1. Why is it important to have a HRD in this organization? __________________________________________________________________ __________________________________________________________________ ____________

2. What are some of your role as a HRD officer? __________________________________________________________________ __________________________________________________________________ ____________ 3. If there is a dispute between the public and an employee, what role does the HRD plays on the situation? __________________________________________________________________ __________________________________________________________________ ____________ 4. What kind of service does the HRD provide for employees? __________________________________________________________________ __________________________________________________________________ ____________ 5. In the case of a legal battle between the Company an employee who does the HRD represents, and why? __________________________________________________________________ __________________________________________________________________ ____________ . 6

6. What is the span of control? ___________________________________________________________ ___________________________________________________________ __________ 7. Is this management style effective? Explain ___________________________________________________________ ___________________________________________________________ __________ 8. How is information communicated within the company? ___________________________________________________________ ___________________________________________________________ __________ 9. How are workers deployed? ___________________________________________________________ ___________________________________________________________ __________ 10. Are job descriptions issued to prospective employees. What do they include? ___________________________________________________________ ___________________________________________________________ __________

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Schedules of Activities

Date Dec 2011

Activities Choose the title of the project.

Comments Never had any challenge in

Dec 2011

Wrote the two aims of the project.

choosing the topic. Had a little challenge but overcame

Dec 2011

I wrote functions of the Human

it. Had little or no challenge.

Dec 2011

Resource Department. Wrote the correspondence letter.

Encountered a little challenge when

Made the Questionnaire.

writing the letter. Had problems coming up with the

Did the Interview with the manager.

questions. It was fun, interesting and

Went in for Observation.

informative. It was a great experience I learnt a

Collected the forms.

lot. It had little or no challenge

Wrote the Report.

collecting the forms. It was challenging but I overcome

Dec 2011 Dec 2011 Dec 2011 Dec 2011 Dec 2011

the challenge.

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Dec 2011

Wrote the Methodology.

It was interesting.

Regulation of Policies

Health and safety practice observed One health and safety practice by the organization is that there was a leak from the AC Unit and for precautionary measures a sign was placed in the area for persons to be aware of the danger so as to avoid slipping on the wet floor.

Staff Rule One Staff rule I had to comply with was no eating or drinking is allowed inside the store and all employees are required to wear a name tag as it relates to identifying an employees’ name The Bailors are entitled to using a lift for large furniture and they are also required to wear a mask and other protective clothing when handling hazardous materials etc.

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Report One major accomplishment was to gather information on the importance of the Human Resource Department (HRD). I found out that the functions of the Human Resource Department are: to advise management on suitable wage and salary levels and will play an important part in wage negotiation where the employees belong to a recognized trade union. It is responsible for maintaining employee records, although wage records and National Insurance cards may be maintained in the Accounts Department. It is responsible for staff welfare-such things as canteens, rest rooms and sports facilities, Health and Safety Precautions, in co-operation with the heads of the departments where the potentially dangerous machines etc. are installed, and for making sure that all legal requirements are carried out. It is also normally responsible for first aid facilities and for ensuring that employment legislation is complied with, in particular contracts of employment, hours of work and entitlement to notice on termination of employment. It maintains records on labour turnout, absence, sickness rates etc. unless there is separate training department, it is responsible for staff training. I also found out how the functions aids in the productiveness of the organization. The functions aid in the productiveness of the organization The major challenge I encountered during the SBA was writing the questionnaires. It was a challenge because it was hard finding the amount of questions that was suitable to 10

ask to receive important information. I solved this entire problem by researching on my own about the Human Resource Department so that I could find questions that would receive a wider explanation or view.

Business Forms

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Internal Job Application for Career Opportunities at Courts Jamaica Limited Posted Position: _________________ Today’s Date: ___________________ Name: ______________________ Address: ___________________________________________________________ Date of Hire: _____________________ Current Position: _________________ Work Phone: ____________________Time in Current Position: _____________ Home Phone: ___________________ Cell Phone: ________________________ Please describe your qualifications (your background and experience) that make you a good candidate for this position. (Use the back if you need more space.) Describe your educational background including majors, minors and areas of special interest or study. 12

Highest Degree Earned: ________________School: _____________________ List work-related training and certifications. Why do you wish to change positions? Supervisor Signoff: ________________________Date: _____________________

Equipment Used

DATE

EQUIPMENT USED

PURPOSE OF EQUIPMENT

SUITABILITY OF EQUIPMENT

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Dec 2011

Computer

The computer is used for storage of

It is suitable for the office because

data and files.

it is safe, cheap and it is a faster way of storing and retrieving information.

Dec 2011

Dec

Telephone

Fax Machine

2011

The telephone is used as a mean of

It is suitable for the office because

communication in the office and

it is a faster way of

outside the office.

communicating and it saves time

The fax machine is used to

and it is cheaper. It is suitable because it is cheaper,

transmit, within seconds, any form

and faster.

of printed, typed or hand- written mater, drawings, diagrams and photograph from one location to Dec 2011

Dec 2011

Copier

Printer

another. The copier is used for copying files. It is suitable because it is a used They come in different size with

as an easier and faster way to

different features. The printer is used to print files are

copy files. It is suitable because it prints

data from the computer.

information from the computer faster, cheaper and safer.

Bibliography

Seunarine Sam (Dr), Office Procedures for the Caribbean, New Edition 1999. Courts Jamaica Ltd in 50 Main Street, May Pen, Clarendon, HR officer. December 19, 2010.

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Whitcomb Alan (Dr), Heinemann Office administration for CSEC, Heinemann Educational Publishers: 2006 Harrison John and Scantlebury Barbara, New Caribbean Office Procedures, 3rd Edition. www. Google .com

Questionnaire

This questionnaire seeks to gather information on the importance of the Human Resource Department at courts Jamaica Limited 15

1. Why is it important to have a Human Resource Department in any organization? ……………………………………………………………………………………………… ……………………………………………………………………………………………… 2. What are some of the function of the Human Resource Department? ……………………………………………………………………………………………… ……………………………………………………………………………………………… 3. What are some of your roles as a Human Resource Officer? ……………………………………………………………………………………………… ……………………………………………………………………………………………… 4. What are some of the Documents used in Human Resource Department? ……………………………………………………………………………………………… ……………………………………………………………………………………………… 5. Do workers encounter problems while using these documents on a daily basis? Yes ( )

No ( )

Sometimes ( )

6. How often are the documents in your company upgraded? Weekly ( )

Monthly ( )

Yearly ( )

7. What are some of the equipment used in the HRD? ……………………………………………………………………………………………… ……………………………………………………………………………………………… 8. What are the roles of the HRD in the Organization? ………………………………………………………………………………………… ………………………………………………………………………………………… 16

9. What kind of service does the HRD provide for employees? ……………………………………………………………………………………………… ……………………………………………………………………………………………… 10. If there is a dispute between the public and an employee, what role does the HRD plays in the situation? ……………………………………………………………………………………………… ………………………………………………………………………………………………

Interview Questions

1. Why is it important to have a HRD in this organization?

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……………………………………………………………………………………………… ……………………………………………………………………………………………. 2. What are some of your role as a HRD officer? ……………………………………………………………………………………………… ……………………………………………………………………………………………… 3. If there is a dispute between the public and an employee, what role does the HRD plays on the situation? ……………………………………………………………………………………………… ……………………………………………………………………………………………… 4. What kind of service does the HRD provide for employees? ……………………………………………………………………………………………… ……………………………………………………………………………………………… 5. In the case of a legal battle between the companies an employer who does the HRD represents? and why? ……………………………………………………………………………………………… ………………………………………………………………………………………………

Equipment Used

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Computer

Telephone

Fax Machine

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Photocopier

Printer

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