HR and Communication in Project

This document explores the role of human resources in communication management in a project. It discusses the broad concept of human resource management, organizational breakdown structure of Westpac, roles and responsibilities of team members, and the staffing management plan. It also covers the importance of project communications management and stakeholder management. The document is relevant for students studying HR and communication in project management.

HR AND COMMUNICATION IN PROJECT
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Table of Contents
1. Introduction..............................................................................................................................3
1.1 Aim and objectives............................................................................................................3
1.2 Project Deliverables..........................................................................................................3
2. Project Human Resource Management....................................................................................4
2.1 Broad concept of human resource management....................................................................4
2.2 Organizational breakdown structure Westpac.......................................................................7
2.3 Roles and Responsibilities.....................................................................................................8
2.4 RACI Matrix..........................................................................................................................9
2.5 Staffing Management Plan:..................................................................................................10
2.5.1 Resources acquisition and release plan.........................................................................11
2.5.2 HR calendar and histogram:..........................................................................................11
2.5.3 Staff induction and training plan:..................................................................................11
2.5.4 Function of HR..............................................................................................................11
3. Project Communications management......................................................................................13
3.1 Project communication requirement....................................................................................13
3.2 Project Information management system (PMIS)................................................................14
3.3 Project performance report...................................................................................................16
3. Project Stakeholder management...........................................................................................17
5. Integration..................................................................................................................................20
5.1 Integrating project HR.........................................................................................................20
5.2 Communications and stakeholder aligned with stakeholder strategic plan.........................20
6. Conclusion.................................................................................................................................21
Reference list.................................................................................................................................22
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1. Introduction
Human Resource plays a vital role in securing a successful working environment. The function is
to build working partnerships and create an environment in which a worker can thrive and
achieve the goal of an organization. Human resources is an integral part of a company that
oversees functions starting from the recruitment, training, legal matters, settling disputes to
communicating with employees at all levels. Good human resource planning helps in higher
productivity. The project is designed to understand the role of human resources in relation to
communication management. The role of a human resource manager is to analyze and recognize
the necessary goals of the company and drawing necessary activities to satisfy the needs of the
firm. Westpac is one of the oldest firms in Australia and one of the major banks in New Zealand.
With the vision of being the best in customer service Westpac has spread its network worldwide.
The firm has a rich history and a strong human resource that was a part of this journey. From
providing financial aid to companies of all sizes to ensuring safe investments, this firm fully
concentrates on being customer-centric.
1.1 Aim and objectives
The aim of this research is to examine broad concept of HR in respect to Westpac along with
different communication tool to transfer information among associate team member.
Objectives
 To analysis the role and responsibilities of HR in respect to Westpac
 To understand examine the significance of human resource management
 To develop a stakeholder management plan
 To recommend the most effective and reliable strategies to improve the effectiveness of
HR
1.2 Project Deliverables
Deliverables Time scale
Human Resource Managements (HRM) in
respect to Westpac
1 Week
Organization breakdown structure 1 Week
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Role and responsibilities of associate
employees with the help of RACI matrix
1.5 Weeks
Project stakeholder management helps in
managing their needs and demands vividly
1 Week
Importance of integration project HR to
improve the reliability of project manager
2 Weeks
2. Project Human Resource Management
2.1 Broad concept of human resource management
Human Resources is the backbone of the company. Without manpower, a company wouldn’t
run. Human resource management is responsible for interviewing, hiring, training, deploying
duties and managing employees in an organization. It is mostly used to describe the people who
work in an organization. The HR department is highly responsible for creating policies and
putting them into effect in the relationship of the company with its employees. Human Resource
Management is the term used for organizing and developing the human workforce in a company.
It is the management of employees who are an asset to the business (Ganah and John, 2015). The
ultimate goal is to make effective use of manpower, reduce risks, and increase the return on
investment (ROI). A few noteworthy objectives of HRM are as follows:
● Developing policies that work help in the ethical and societal needs of the employees.
This also includes legal issues, providing equal opportunity and equal pay to all
employees irrespective of the gender.
● Human Resource Management has an important goal of maintaining the organizational
goal. Hiring the right candidates, training them for the job role for maximum job
efficiency and maintaining employee retention is a part of the organizational goal.
● Following the guidelines helps in running the manpower to the fullest potential.
Allocating effective HR policies helps in functioning as a whole.
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● Human resource management also strives to help the potential employees of the firm in
personality and career development (Hardison et al. 2014). Top firms are known for
providing an educational opportunity to the employees for career advancement and
boosting an employee’s motivation and work satisfaction with the firm.
The functions of Human resource management can be divided into sections that involve
functions related to pre-recruitment, while recruitment, and post recruitment.
● Recruitment is the core function of Human resource management. Hiring the right
candidate for a designated job role is extremely essential. For every process of
recruitment, an HR manager is assigned to overlook the task. Recruitment is a
challenging task especially if it involves technical hiring. Advanced tools are being
adopted by the managers to keep track of the services related to recruitment. Once a
candidate is on board the training manager takes up the task to give proper training to the
candidate while keeping in mind the policies of the firm. Retaining an efficient worker at
a firm get can be quite a task. A human resource strives to retain the best workers for the
organization.
● Human resource professionals are responsible for talent management at a competitive
level. The successful recruitment process focuses on creating the best impression of the
organization for the worker’s perspective. It includes learning and development services
for the full round training the employees, scope of work and development from the career
aspect. Career growth and training options can help to boost an employee’s satisfaction
and most importantly, employee retention.
● Workforce management is another vital role in Human resource management. It
optimizes the worker’s productivity and creates a day to day schedule for accomplishing
the given task to the employees. Forecasting helps to know the requirements that are
required for the completion of a project. Budgeting plays a vital role in forecasting as it
would help to foresee if the project has sufficient capital as well as manpower for the
completion of the project.
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● Employee management is a part of human resources that helps in a better understanding
of an employee’s productivity. It is an important task to understand how an employee
works and reward him from time to time for the hard work and sincerity. Compensation
planning is adopted by all professionals to recognize the workers that outperform to reach
the goal of the project.
● Not every recruit is suitable for all job roles. Assigning the recruits to job roles that best
suit his profile or past experience is the job of a human resource professional.
● Rules and regulations at a workplace help to maintain order and decorum. With the ever-
changing rules and regulations, companies should have a better understanding of its
compliance regulatory requirements (Hollnagel, 2018). It is set to ensure that the
company is working as per the industrial guidelines and legislations of the government
bodies.
● An employee is always looking for a better opportunity. Succession planning is a part of
developing talents and preparing them for future job roles when employees make a
transition from one role, get terminated, or get a promotion. This process is relevant in all
business firms of all sizes. Human resource management plays a crucial role in
succession or replacement planning. This helps in employee engagement and make them
feel motivated and valued. It helps in aligning the organization’s vision with HR in
designing programs that are beneficial for the company as well as the worker.
● Team building helps in keeping the workers engaged. It helps in breaking the ice and
uniting the workers. Employees come from different domains and background. Team
building plays a huge role in removing conflict. For those employees who are introverted
in nature, such activities can help to communicate and become responsible. Performing in
such tasks can help in developing skills for problem-solving.
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Figure 1: Human Capital Management
Reports show with strong human resource policies and workforce big firms as Westpac has been
rising on its popularity, customer satisfaction, business, and investments.
2.2 Organizational breakdown structure Westpac
Westpac Group is one of the most reputed firms in the world. The group has branches spread
globally. It employs more than 30000 people in Australia and serves over 9 million clients
worldwide. The capitalization was reported over $38 billion which was up by $8 billion. There
was a rise in the number of shareholders to 266,151 and the estimated assets have crossed over
$249,753 million (Li et al. 2015). Organizational Breakdown Structure is a framework that helps
to describe an organization's project planning, management of time and resources, allocation of
budget, and management of work investment in people's skills, professional development. It
captures all the essential elements that break the complex natured projects into small, simple
projects for a better framework and organizing work. Such framework helps to allocate tasks,
project cost, assigning tasks, and identifying future scopes. It is used to allocate responsibilities,
billing, and control. The hierarchical model helps to share information with the seniors.
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Figure 2: Operating profit after tax attributable
Figure 3: Westpack performance in last 10 years
2.3 Roles and Responsibilities
Associate Team Member Role and responsibility
Project manager The major role of project manager is to
examine the performance and progress of each
task and activity so the adverse effect of
potential risk and issue can be minimized
effectively. In regard to Westpac, the project
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manager monitors the success of each task
positively to change the approach towards
success of the project.
Project Executive The project executive plays a leading role in
implementing developed strategy within
business operation successfully
(Manage.gov.in, 2019). In addition, it is also
responsible for allocating resources to the
respective task in order to make sure each task
can be completed within a strict time
schedule.
Business analyst Business analyst examine the performance of
Westpac and identified respective issues in
achieving desired goal and objectives that
eventually upsurge the productivity and
efficiency of business positively
Technical architect It monitors the technical issues related to
accountants and financial transaction so that
customer gets better services. It helps in
building trust and loyalty with customers that
reflect on the economic condition of the
business.
2.4 RACI Matrix
Activities Project
Manager
Project
executive
Business
Analyst
Technical
Architect
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Allocation of task among associate
team member
R A I c
Utilization of resources and tools in a
proper way
C I A R
Provide training to employees I C A
Analysis of company’ performance
that includes economic and sales
growth
A I R C
The role and responsibility of each associate team member has been examined with the help of
the RACI matrix that facilitates assessing the potential and capabilities of employees so that each
task or activity can be accomplished within strict timelines. On the other hand, Hierarchy
structure has been followed by Westpac so that employees can able to communicate with others
in a systematic way that eventually reduces the risk of failure. In addition, the RACI matrix
allows HR to monitor the performance of respective employees to develop a strategic solution to
achieve the desired goals and objectives positively (Pellicer et al. 2014). Westpac's vision is to
support customers or communities in terms of economically that give an opportunity to grow and
prosper. Through the RACI matrix, it is easy to make any important decisions for the benefits of
the e employees and Westpac to examine the on-going progress of business for sustainable
growth. Therefore, it can be stated that HR is required to use this RACI m matric in order to
change the approach and strategy to upsurge the productivity of the company. It allows HR to
communicate with associate employees so that the risk of misunderstanding can be reduced in a
significant way.
2.5 Staffing Management Plan:
After the recruitment process, it is essential to develop a management process that allows
optimum productivity. The staffing management plan is a document that includes all the
requirements related to human resources that should be followed by the management and the
employees. It allows managing various teams most effectively and potentially.
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2.5.1 Resources acquisition and release plan
Both parts of the resource management plan which is a sub-division of project management.
After underlining the requirements of the project allocating resources for the completion of the
project can get a bit tricky. Resource acquisition includes important tools that help in project
completion (Reyes et al. 2014). To get the project and allocating resources for the project it is
essential to allocate a meline for the project. A project timeline should be discussed with the
manager and allot dates and tasks for major milestones.
2.5.2 HR calendar and histogram:
HR calendar is ideal for managing time and keeping track of various important dates related to
work and projects. Histogram is a tool used by project managers for sharing visual data with
teammates. It showcases a certain amount of details that is related to the project for a better
understanding of the project details easily.
2.5.3 Staff induction and training plan:
When a new recruit is hired training is a must. HR professionals design various plans and
training modules to enhance the performance of the workers. Such programs help the recruits to
get accustomed to the new environment. Training modules help the workers to understand the
work better and perform better.
2.5.4 Function of HR
Since the human resource department plays a vital role in any organization, it is bound to work
for the wellbeing of the employee. HR has so many functions to perform within the organization;
it includes recruitment, performance management, administrative task and many more. As we
know, HR roles and responsibilities vary between companies (Wu et al. 2014). However, in
general, there are few everyday jobs that have been done in every organization. Basically, the
human resources management function includes:
A) MANAGERIAL FUNCTION
● Planning: While establishing an organization it is very important to plan. You need to
understand both short-term and long-term goals. It also includes key function i.e. what
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will be the strength of the employees and the type of employees required to achieve the
goal.
● Organizing: Organizing is a vital step that is not to be missed after hiring the employee in
the organization. This will help in allocating the task to each employee as per the skills
and experience.
● Directing: This comprises guiding employees on different stages and motivating them to
achieve the targeted goal. For performing this, each team should have a senior who can
guide each of the team members in the right manner (Zhangb et al. 2015). Giving
command is a big no and this should be the prime focus. Directing should always have a
positive viewpoint.
● Controlling: Following the above managerial function, how a member of staff performed
needs to be checked if it is near to goals or not. If the output of the work is not up to the
mark, then controlling will come in the focus.
B) OPERATIVE FUNCTIONS
● HR Planning- Recruitment and Selection
It is very important to understand the need of the company. What kind of profile or position the
company is looking for? If the requirement is clear then it would be easy for the HR personnel to
outline the recruitment cycle. It is so important to hire the right candidate for every vacant
position as per the budget and requirement. Hire and Fire is an exclusive and time is taken
procedure, so it should be done effectively.
● Orientation, Training, and Development
Not all the organization provides a systematic orientation, which is basic fundamental procedure
to help a new employee to normalize himself with the team or organization. Furthermore, it is
also helpful in understanding the long-term and short-term goals within the organization.
● Handling Employee Relations
One of the key functions of the organization, employee relation includes the capability to hold on
the good behavior and work outputs from the employee. Employee relation is not all about
handling the employee on the professional level but it also helps in reaching them n a personal
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level. A healthy and well-planned employee relation helps the organization in growing
successfully.
3. Project Communications management
3.1 Project communication requirement
Project communication management means the exchange of information and ideas for the
successful execution of a project. Westpac being the first bank of Australia uses quality and
effective project communication management to communicate with its stakeholders. The process
of project communication management includes prompt and appropriate generation, collection,
distribution, storage, retrieval and ultimate disposition of project information.
The project communication management processes includes:
 Identification of stakeholders
 Plan communications
 Distribution of information
 Managing stakeholders expectations
 Reporting performances
Westpac communication system conceptualizes project communication management as a vital
part for its projects.
A project communication requirement initiates the process of informing the project team,
suppliers, sponsors and stakeholders about the content, meaning and status of the ongoing
project.
The process of Westpac project communication includes the following functions:
 Planning
 Listing communication needs
 Defining the purpose of communication requirements
 Identification of communication tools and techniques
 Establishing schedule and constraints
 Creating system definitions
Analyzing communication requirement is a part of overall project communication planning as it
is the first deliverables of project communication (Zhang et al. 2015).
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The components of a project communication plan are:
 Communication plan scope: what should be retained and what is out of the
communication plan. Westpac HR outlines them.
 Stakeholders impacted by the communication plan: The HR defines who needs to be
aware of the communication plan and their roles.
 Communication plan assumption: Prior assumptions are made about the stakeholders
communication requirement
 Communication plan risks: Known communication risks are logged in the
communication plan
 Communication logistics: what kind of communication is retained, for how long and
where to communicate all kind of information is procured
 Resource requirements: What resources are required for sustaining the communication
plan
 Communication plan accountability: Owing and maintaining of plan. Keeping eye on
legal and ethical requirements of plan along with the security and storages.
3.2 Project Information management system (PMIS)
Westpac management system applies PMIS for collecting and using project system. A project
management information system is typically one or more software applications for execution of
information in a methodological way. The PMIS framework consists of people, policies, and
procedures, automated and manual systems (Dodo, 2014). It provides planning, monitoring,
evaluating and controlling a project through both formal and informal channels. The life cycle of
PMIS in project communication management includes the following stages:
Initiation: In this stage the project communication manager uses PMIS for:
 Preliminary budgeting and estimating costs
 Looking for labor requirements
 Preliminary scheduling
 Defining work scope and information presentation
Planning: In this stage the project manager uses PMIS for:
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 Detailed scheduling
 Cost management planning
 Resource planning, including labor, material, equipment requirements and resource
leveling
 Obtaining sign off for baselines. This includes establishing baselines for scope, schedule
and cost structure.
Execution and control: The Westpac manager team collects and enters current information
from all project sites into the project databases. In this stage the PMIS is used for the following:
 Material management
 Cost collection
 Performance measurement
 Recording management
 Reporting
Closing: During this process the project manager and the team uses PMIS reviewing
requirements to ensure that the project has met all of its contractual requirements (Demirkesen
and Arditi, 2015). It also includes productivity analysis, final project report and historical archive
analysis.
A project management information system (PMIS) in Westpac meets the following modules:
Planning and scheduling: In this module the basis of work orders is identified. Budgeting, work
authorization and control are conceptualized in it. It defines the following:
 It defines changes as they occur
 It reveals impact on project cost and duration
 It permits managerial analysis
 It communicates changes to all impacted parties
 Minimizes conflicts and resolves disagreements
 Ensures that the project team implements approved changes.
 Reports changes
 Communicating all the defined functions
Benefits of PMIS
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PMIS is a vital element for the stakeholders. A PMIS is an important component of planning and
controlling. It provides relevant, timely and accurate information for the effective execution of
project.
3.3 Project performance report
Project performance report is the vehicle to communicate project performance information to
project stakeholders.
Scope of project performance report with respect to HR
The human resource officer is responsible for providing support in various HR functions.
Performance appraisals are reviewed by the HR team on the basis of the project performance
report in Westpac.
Project performance report enables management to understood and identify the growth potential
within the company. It also helps to formulate strategies for achieving business goals and
objectives
In this process project status is collected and compared with the planned progress of the project.
Contents of project performance report
o Percentage of work completed.
o Balance of the work to be completed.
o Costs incurred during reporting period.
o Balancing of funds and time availability.
o Risk monitoring
o Schedule performance index and cost performance index
o Forecasted fund and time required for completion of the remaining work.
Benefits of project performance report
The benefits of project performance report are as follows:
Tracking
Reporting allows the team and stakeholders to track the current progress of the project in lieu of
the original plan.
Identification of risks
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Identification of risks is the key to step better projects. Reporting on risk also makes gateway for
the team to work on.
Cost management
Regular reporting helps in managing costs and expenses
Advantage Description
Visibility Reporting increases the visibility in the projects and gives full insight into
project performance.
Control Reporting puts the managers to control project performance. It allows seeing
the progress, stagnation or regress of elements.
Learning Information provided by project reporting on completed tasks can inform
future actions (Zhou et al. 2015). Figuring out the project communication issue
and also helps in making necessary changes.
Customer
focus
Stakeholders want to know if their issues and concerns are heard or not, this
reporting makes quick and easy information for its customers.
Improves
productivity
A good management reporting system not only promotes cross-functional
cooperation across departments but also helps decreasing duplicity among
team members. Employees are more productive because they don’t have to
spend time gathering data rather focusing on productivity (Brauer, 2016).
Driving
project
success
This element of performance reporting on successful completion of project
performance distributes information among all parties and stakeholders.
3. Project Stakeholder management
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Stakeholder register
Stakeholders Roles and
Responsibility
Power Interest Information
that need to
shared
Comments
CUSTOMERS Customers have the
responsibility of
self-help. They need
to have the proof of
their transaction so
to avoid the conflict.
If there is any
unethical happening
to them against the
rule then it was their
responsibility to
claim on it. They are
supposed to do the
proper use of service
provided for them
high Low Goodwill of the
customer, use of
resources of the
transaction,
payment of
principle
amount. About
annual debit and
credits ,
problems of the
customer and
their complaints.
Customer
feedback
Customers are
the important
one for any
service based
organization so
the company
ensure to be
fair and honest
toward them
EMPLOYEES When an individual
walk into the bank
the one who assist
them first are the
employees from
accepting
depositing, cashing
cheques and
exchanging
currencies to
opening new
high high Employees’
performance.
Their efficiency
in doing any
works their work
progress.
Behavior with
others. Interest
in doing work.
Training and
development.
Employees are
the basic
requirement for
any
organization so
the manager of
any
organization
need to
influence and
encourage
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accounts, modifying
existing
accounts ,completin
g paper works and
answering questions
about banks services
and customer
service
representative do all
that work
Relationship
with seniors or
juniors
them to do
work by giving
rewards time to
time
INVESTORS Investors do have a
great load of
responsibility upon
them like first to
learn about the
correct investing and
understanding that
all investment
contains risk , do
research about the
organization before
investing , give the
broker accurate and
correct information ,
keep and organize
records
chronologically,
duty of loyalty
Mediu
m
Medium What is the
amount of
capital they
bring with
them ,about
investors
feedback, what
are the
relationship
between the
company and the
investors, how
the investors see
the value of the
company, about
private and
institutional
investors, cash
flow from the
investors,
When you have
investors it is
important to
have cordial
relations with
them. The
conversation is
by no mean
one sided the
investors do
have the
opportunity to
give feedback
to the company
and express
their views.
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Analysis
Stakeholder register is one of the important aspects of business that facilitates in upsurge
economic performance as well as sales performance of the company for sustainable
development. It supports business in meeting the expectation of respective stakeholder by
transferring requisite information so that each task can be accomplished in an effective way.
Human Resources are the backbone of the company. Without manpower, a company wouldn’t
run. Human resource management is responsible for interviewing, hiring, and training, deploying
duties and managing employees in an organization. It is mostly used to describe the people who
work in an organization.
5. Integration
5.1 Integrating project HR
Integrating project can be defined as the collection of requisite information to ensure that each
deliverables can be completed within strict deadline. It enable HR to integrate competing
objective and alternative so that stakeholders’ needs and expectation can be met positively. In
this project, HR is required to actively participate with associate team member to transfer all
requisite information that reduces the risk of failure. It facilitates in understanding the needs and
expectation of all stakeholders so that each task or activity can be accomplished within strict
timeline. In integrating project, HR needs to co-ordinate with respective stakeholders and
employees so that each task can be accomplished within strict deadline. On the other hand,
Westpac vision is to support customer or communities in terms of economically that give an
opportunity to grow and prosper. It enforces HR to build a long term relationship with associate
team members so that potential issue and challenges can be mitigated wisely.
5.2 Communications and stakeholder aligned with stakeholder strategic plan
RtI helps in problem-solving that arises in education and behavioral factors. A program is
developed, and the progress of a student is evaluated. According to Witte, et al. (2015), there are
three tiers to the RtI process.
Tier I
Core instructional intervention in Tier I focus on a regular curriculum that is given to nearly
every student regularly for learning and reaching the academic goal.
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Tier II
Targeted group intervention in Tier II focuses on designing modules and curriculum for at-risk
students who provided an unsatisfactory response to the Tier I modules.
Tier III
The intensive intervention module is designed for individuals who take a longer time to respond
to the previous modules. It helps provide support to the students and monitor their performance.
6. Conclusion
Recruitment is a challenging task especially if it involves technical hiring. Advanced tools are
being adopted by the managers to keep track of the services related to recruitment. The project
executive plays a leading role in implementing developed strategy within business operation
successfully. In addition, it is also responsible for allocating resources to the respective task in
order to make sure each task can be completed within a strict time schedule. Organizational
Breakdown Structure is a framework that helps to describe an organization's project planning,
management of time and resources, allocation of budget, and management of work investment in
people's skills, professional development
22

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