You are the HR manager of an organisation which provides a data management servi

Question

You are the HR manager of an organisation which provides a data management service. You work in Melbourne. Your organisation has been retained to review and index 600,000 documents on behalf of a client. The documents are currently stored in a Perth warehouse. They cannot be moved. Your organisation will need to employ 30 staff to complete the work within the required three month time frame.

You need to consider options for the delivery of human resources services relating to this project.

Options include:

You (the very busy HR manager) flying to Perth for the length of the project. Once there, you will obtain assistance from two junior HR employees to deliver appropriate HR products and services.

Retaining a Perth-based external human resources agency to deliver the HR services which will be required.

Assigning a manager from the Perth office to deliver the human resources services. The manager has no HR qualifications or experience, but is well-liked and very knowledgeable about the process which will be used to review, scan and index the documents.

You have decided to analyse the options in terms of risk and to weigh up the costs and benefits of the options. Prepare a formal memo you could provide to the board of directors of your organisation to set out the risks, costs (in general terms) and benefits involved with each delivery option. (1–2 pages)

Explanation / Answer

Ans:

Human Resource Department

Memorandum

Date: 25 November, 2017

To: Managing Director

From: HR Manager

Subject: Perth Documents Indexing Assignment

Purpose of this memo: Analysis of different options and recommending possible solution

The primary objective of the assignment is to review and index a huge volume of documents within a span of 3 months. To achieve the objective in qualitative manner quality manpower is required to be deployed. The manpower requirement has been assessed and it has been found that manpower of 30 employees would be required to complete the task. In addition a supervisor with relevant experience would also be required to manage and drive the team to achieve the objective in timely manner. The team is required to be divided in groups based on the job role, their capacities and potential. There would be back up arrangement for the employees exiting during the assignment for any reason. Once the requirement and job roles are ascertained suitable candidates are required to be selected to match with the job responsibilities. The strategy would be right job for right candidate. The candidates would be selected based on their skills and relevant experience. Thereafter the selected candidates would be imparted a short training and preparing them for handling the job. The candidates would be deployed on the job after this on boarding process and their performance would be monitored by the supervisor on regular intervals. Any changed in the system would be decided based on the performance analysis of the team members. Considering the cost and smoothly managing the entire assignment there are two options available with us:

1. The HR manager stays at Perth for entire project duration of three months, seek assistance of two junior HR employees, hire an external agency and complete the task within the given time.Under this option the costs involved are administrative expenses for staying at Perth for a period of three months which would disturb the existing work arrangement at the Melbourne office. The other costs are related to assignment which includes payments to the external agency for providing the services. The external agency would be selected based on their track record and quotations submitted.

2. The second option is to depute a Manager from the Perth office itself who would supervise the entire assignment. The manager is well versed with the entire process of reviewing, scanning and indexing the documents. However, he has no HR experience and he may face problem in screening and managing the candidates deployed on the job.

Recommendation

On analyzing both the option it may be noted that second option is cost effective as this would help in saving the additional administrative expenses and further there would be no disruption in existing work arrangement. However, the risk is that the local manager at Perth might face difficulty in managing the team due to lack of HR skills. Therefore, it is recommended that the HR manager would involve in the process of hiring the external agency to provide the service and the local manager would be imparted a short training to manage the entire assignment. In addition the two local junior HR employees at Perth would assist him in all HR related issues. The entire assignment would be monitered by the HR manager at Melbourne.

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