Human Resource Management System (HRMS) Assignment

Human Resource
Management

INTRODUCTION
HRM is an approach which has an influence on management strategies of the company.
It is basically done in order to develop strong foundation for achieving their objectives and build
positive brand image of the company at the market. Main intention is to create HRM practises to
raise overall productivity of company. They focus on several departments such as recruitment,
compensation, selection and all other decisions related to employees of company. Functions of
all other departments are dependent on human resource department of company. In this report
Chocola Fantastica and Microsoft has been considered. Report is basically divided in two
sections first section Chocola Fantastica has been taken as a base company. In second section
Microsoft has been considered. It is a company which believes in managing human resource of
their company effectively in order to increase their competence and overall productivity.
Task 1
(a) Purpose and functions of HRM
HRM is to provide improvement and guidance to existing and new employees in
company. This department is involved at all levels and impacts overall process of decision
making in company:
Purpose: HRM plays very important role in the overall development of the company.
There are some essential functions of HRM which is essential for the attainment of goals and
objectives of the company in an effective manner. Main purpose behind human resource function
is that work should be done within stipulated time frame and produce positive outcome. Along
with this, purpose behind these functions is that each and every activity of Chocola Fantastica is
conducted in such a manner that they can produce effective outcome (Albrecht and et.al., 2015).
Functions of HRM team
Selection: Human resource department in every company aims to hire skilled and
competent candidates which can help company in achievement of their objectives. In Chocola
Fantastica, this department does proper analysis of their candidates so that they can hire best
candidates in their company. Main purpose behind this function is that management team of the
company can hire skilled and capable candidate for their organisation. There is high
unemployment in area where organisation is situated, which leads to high number of applications
for job. With the assistance of this, managers will select skilled and capable employees so that

they can execute their task effectively and create positive results. They have their own written
test on English comprehension and maths which is conducted for the applicants. There is criteria
of passing marks which is 50% in both subjects. Candidates clearing written test further called
for PI (personal interview) round and then final decision of selection is made. This ensures that
selected candidates have required competence and capability needed by the company.
Organising events: There are various events which are organised by HR department of
Chocola Fantastica such as events for rewarding employees for their performance, recreational
activities for employees (Chen, and et. al., 2016). Main purpose behind this human resource
function is that by conducting such functions within the organisation will develop affirmative
brand image of the organization at competitive market. All such efforts help employees in
increasing their performance level as they get motivated to perform better and they develop a
sense of competition among them. Importance of this function is that it will make positive image
of the organisation at the market which enhance their overall profit and performance.
M1 Assess how the functions of HRM can provide talent and skills appropriate to fulfil the
business objective
Human resource management help to achieve the organisation gaols and objective as they
manage the operational activity which leads towards the expansion and growth. In the context of
chocola Fantastica, HR department have to use select the best in class employees from the
industry to minimize the cost and improve quality. The major responsibility of HR to organize
events and provide proper training in order to capture large market share. Further company must
create a positive corporate culture which help in improving skills which help in fulfilling the
organisation objective effectively.
(b) Strength and weakness of selection method which is used by the organization.
In relation with “Chocola Fantastica” HRM division has specific method of selecting
employees which affects company's performance. Improved method of selecting employees must
be adopted by the human resource department of company this will reduce grievances of
employee if any and will prove very helpful in enhancing the whole efficiency of the staff
members.

Selection: It is a process in which written test takes place and in second round personal interview
is conduced for those candidates who are well-qualified in first round is conducted (Chowhan,
and et. al., 2017). This helps in proper assessment of a person in terms of skills possessed.
Strength: There is a selection test which is conducted this helps in assessment of
candidate and then selecting them based on their score.
Weakness: candidates many times have confusion and complains that test is not
conducted fairly and then some newly selected candidates have failed to complete their
probationary period.
M2 Evaluate the strengths and weakness of different approaches for recruitment and selection
Selection and recruitment are consider as one of the essential aspect for hiring the
employees. Here are some strength and weakness while recruitment and selection process.
Strength Weakness
 In selection and recruitment process
company can hire best employees base
on their experience ans talent
 In interview process HR have
opportunity to interact with candidate
face to face to know individual skill
and ability.
 The main weakness of selection process
is that candidate can tell lie about their
skill and experience which can be a loss
for company.
 The major disadvantage of Interview is
that it can be bias in nature as it taken
by the person.
(c) Two potential improvement that could be made by Chocola Fantastica for enhancing its
selection process.
Written test: In Chocola Fantastica written test is of not much use as they hire for making
chocolates and other work related to it. Written test is generally conducted for those profiles
where technical skills are needed. Hence, human resource department should focus on
assessment of candidate on other skills which are needed to perform the job.
Mock test: A mock test will be much useful for candidates as this will help recruiter of
Chocola Fantastica in analysing various skills possessed by candidate and then selection decision
can be made according to their performance in mock test. Mock test will help in assessing and
selecting best candidate among all applicants.

Recruitment: It is a process in which best candidates are hired in a company for a
vacancy. Efforts are made that this process is done in a manner which is cost effective and also
can be done in available time period. There are several steps such as analysing requirement,
attracting maximum candidates, screening of applicants, hieing employee and integration of new
employee in company. There are basically two approaches of recruitment:
External recruitment: In this approach companies are filling their vacancy outside
company. This leads to innovation and new experience in company, but is has a demerit that it is
a long process and leads to increase in cost for company.
Internal recruitment: In this approach employees are recruited within organization.
Through promotion, demotion, transfers and many other techniques are used to fill vacant
position. This method saves lot of time and cost of company so there is no need to look for
external sources.
Task 2
(a) Benefits to employees and organisation which is furnished by Microsoft.
Microsoft is a company which was formed in the year 1975 and its headquarter is located
in Redmond, Washington. It deals in various commodity such as computer software, personal
computers and different types of electronic items. They aim to train their employees on different
perspectives which increases their abilities, competence, overall knowledge & skills (Direnzo
and et. al., 2015). They have started to provide internship and training programmes for future
growth of their employees. These internship programmes are part of company's new plan of
action in order to retain their worker for long duration and decrease their employee turnover cost.
Benefits to the staff members:
 Company provide different internship programs which will assist in enhancing their
knowledge and skills. It will help them in having adequate skills from future growth
prospect.
 Internship programmes of company helps individuals in developing various innovative
ideas and implementing them in company which helps in creating opportunities for them.
This type of programs is quite beneficial for the employees.
Benefits to Microsoft:

 Internship programs as well as trainings help in order to develop positive image of the
organisation and help individuals in company to enhance their competence level. This
enhance their efficiency and productivity at workplace. This will also provide company
in getting a competitive advantage as all companies are having some unique and
differentiation which will help them in creating a dominant place in commercial
enterprise.
 In terms of monetary values also lot of savings can be done as, organization need to pay
stipend to the interns. It has been analysed that these stipends are quite low in terms of
amount as compare to the salary paid.
M3 Explore different methods in HRM in the context of organisation
There are different HRM practise which are used in organisation are explained down
below:
Healthy and safe workplace: The best HR practise is to provide healthy and safe
workplace for employees. For Hr Microsoft must ensure that employees get safe workplace and
healthy environment. For example company just render cab services to females who are working
late nights.
Performance based bonus: For the company like Microsoft HR must provide bonus on
the hard work. For example for overtime company must pay bonus to employees to motivate
them. This technique help in organisation to achieve their target effectively in limited time
frame.
(b) Evaluation of benefits which is providing to both employees & Microsoft.
Flexible working arrangements are essential as they help employees to set timings for
their working (Donate, and de Pablo., 2015). Employers of Microsoft are providing flexible
working hours to its subordinates. There are different types of flexible working arrangements
which includes part time work, customized working hours, job sharing, telecommuting, work
from home and so on. All these benefits are provided to the employees by the management team
of company. The benefits of flexible working hours to employers and employees are listed
below:-
Benefits to Employees

 Microsoft provides employees to work from home when employees are not able to come
to office. Microsoft management thinks that employees must feel relaxed while working
so work from home provides them advantage. Microsoft employees are able to talk to their friends or relatives through email chat,
message chat, video chat and so on while they are working.
Benefits to Employers
 If employees are given flexible working hours, then their satisfaction level will be high.
Employees can increase firm's productivity or profitability and able to achieve targeted
goals in an effective manner. Thus, it is beneficial for Microsoft to make effective
benefits to employees.
 Flexible working hours helps in minimising employee turnover. This helps in maximising
the overall performance of company.
(c) How Microsoft motivate its staff members through the method they design their job roles for
the employees.
In today's competitive environment, organisations provide various benefits and
advantages in order to motivate their current staff members. In references to Microsoft,
management team of the organization mainly focus towards satisfying the requirements of
customers by providing them high quality services. For this, it is essential for managers to satisfy
their employees first by motivating and encouraging them towards their work. This as a result,
increase the efficiency and productivity of employees working within the organisation (Girard
and Girard, 2015). There are various other methods with the help of which employees can
enhance their effectiveness which are as follows:
Health and Safety: In order to support the employees motivated and encouraged towards
work, administrator of the company provide them healthy and secure working environment.
There are some basic requirements which includes drinking water facilities, clean and hygiene
room, safe and secure use of technologies and so on. All these facilities motivates current staff
members in an effective manner which as a result increase their efficiency. In the present context
of Microsoft, managers of the company provide various health care sessions which make them
aware about the current situation in the environment. Along with this, it has been analysed that
all these methods motivate employees in an effective manner.

Training and development sessions: It is one of the most important session provided by
each and every organisation to their worker. With the assistance of this, staff members will be
able to produce positive outcome and develop various future opportunities for them. In context
of Microsoft, it has been said that manager provide training and development sessions to their
employees within every 3 months (Head, and Alford, 2015). With the help of this, staff members
of the company work in an effective manner and reduce wastage and scrap while developing
services. This as a result provide growth opportunities to the staff members.
Task 3
(a) Explain the term employee engagement and why it is an essential part in developing effective
employee relationship within Microsoft
Employee engagement is defined as relationship between employees and employer of the
organisation. An engaged employee is one who is enthusiastic about his work and takes positive
action towards creating reputation of the organisation. Employee engagement is important as
these employees care about work and performance of organisation. If an employee feels involved
within the company, he is mentally and physically devoted towards attaining goals and
objectives of company (Shen, and Benson, 2016). Such employees bind together the work
commitment, effort and satisfaction. Employee engagement within Microsoft is important
because of the following reasons -
Better communication - When employees are engaged truly, there is improved employee
retention, sales metrics, customer satisfaction and overall profitability. Those organisations
which are creative and innovative only those can have employee engagement percentage high.
When employees are engaged, they work together happily with other colleagues in Microsoft.
This helps in increasing efficiency and relation among employees.
Empowers decision making – Employees of Microsoft are engaged and they work
together towards attaining a specific goal. When these employees are working together, this
accelerates problem solving and learning. This results in good decision making and
responsiveness. Good and effective employee relationship empowers decision making and builds
sustained engagement with time.
Clarity of purpose – Engaged employees are said to be more responsible in working and
achieving organisational goals. Leaders are able to convey plans and strategies effectively to

employees and subordinates (Hitt, and et. al., 2016). The leaders can easily align employees the
purpose and goals by breaking down barriers between organisation and leadership.
(b) Key approaches to engage workers and how such approaches enhance communication
process within the organisation
There are various ways of engaging employees within the company. Microsoft is a big
company and it focuses on providing satisfaction to employees. Microsoft has different
approaches towards creating employee engagement and these are listed below -
Organising knowledge events – The events organised by Microsoft focuses on increasing
learning experience of employees. The leadership team of Microsoft are humbled by power of
technology (Hornstein, 2015). If any new technology is introduced them employees of Microsoft
are given information by their leaders. This increases the level of engagement and involvement
of employees.
Involving in Activities – Microsoft organises various employee engagement activities.
All these are related to new technologies. In this way, employees are given knowledge about new
technologies while having fun. This is a great strategy in which individuals learn effectively.
(c) Important elements of UK employment legislation and how they affect decision-making
process of HR.
It is essential for every organisation to follow various employment legislations given by
law. UK government has imposed different regulations which are followed in Microsoft. Some
of the laws are mentioned below -
Working Time Regulation,1998 – According to this law, it says that each and every
worker must be given equal right to work according to the decided hour of working. In Microsoft
all employee has flexible working hours. Flexible working hours provide satisfaction to
employees. They think organisation is taking care of them. This increases the chances of
employee retention.
Diversity and Equality Act, 2010 – According to this regulation, all employees have to
treat their colleagues, staff and other employees in an equal manner. They cannot discriminate
other individuals at workplace on the basis of colour, religion or caste. Discrimination among
employees creates negative environment at workplace so it should not be practised (Jabbour,and
et. al., 2016). Microsoft leaders consider that such discrimination does not take place at
workplace and all employees are treated equally.

Employee rights Act, 1996 – This regulation describes relationship between employees
and employers. This defined what employers expect from employees and what employers can
ask to do at work. All employees recruited in Microsoft are not discriminated on any basis. They
are provided all rights given to other individuals working in the company. The employment Act
1996 provides right to provide leave for child care and right to request flexible working hour
pattern (Linnenluecke, 2017). Microsoft employees are given all these rights.
M4 Evaluate the key aspect of employees relations and employees legislation which effect HRM
Good relation with employees and managers help in expansion and growth. HR have the
responsibility to create a healthy environment in organisation so that job can be done effectively.
Where as employees legislation plays an vital role in providing benefits to employees . There are
different legislation which must be taken consideration by HR like regulation act and equal
wages act. This provide safety and security to employees within organisation and HR must
ensure that all employees gets equal benefit without any bias.
Task 4
(a) Person specification.
Chocola fantastica is hiring for position of a female receptionist. They are focussing on
English comprehension and maths test. These skills will be analysed by a written test which
company will be taking of all the candidates.
PERSON SPECIFICATIONS
Title: Receptionist
Department: Management
Report to: Administration Manager
Attributes Essentials Desirable
Competencies Individual should have
effective communication
skill while taking calls and
attending anyone. Along
Greet all the guest and visitors
warmly and support them in order
to understand the environment of
organisation.

with this, they should have
polite nature and handle
adverse situation calmly.
Experience Candidate must have 6
months experience in same
field and resolve all the
queries faced by any external
person who is visiting the
company.
Must have basic experience and is
highly skilled in communicating
with others. Along with this, there
must be time management skills
with the candidate so that they
can perform their every task
within specific period of time.
Educational Qualification In this area both Diploma as
well as Post-graduation
degree is required. Also there
should be 6 month
experience in the same field.
Graduation in the field of
management from any certified
university and collage.
Also maximum 1 year working
experience as a receptionists
from any reputed place or
organisation.
Role requirement Guide or direct the clients by
providing them instructions.
Keeping all the records of
meeting in book or computer.
Provide entry and visitors
pass to the clients while they
visit the organisation.
Keep the area around reception
clean, organise and hygiene.
Provide parcels, couriers and post
to the respective departments
within time frame.
Clear all the queries of clients by
answering their questions in a
humble manner.
(b) Advantages and disadvantages of the current methods used by the organisation in for
advertising jobs.
Chocola Fantastica recruit highly skilled candidates by following specific path which is
connected with the organisation. It is very essential for the company to appoint skilled and

talented candidate in the company so that specific job position will be filled effectively. There is
some method which is used by management team of Chocola Fantastica to select and recruit
candidates (Long, and et. al., 2016). Management team of the company looking for a candidate
for the job of receptionist within the organization. For this candidate must have some specific
qualities which includes good communication skills, time management skills and many more.
There are some advantages and disadvantages of the method used by company which are as
follows:
(Internal job advertisement):
Advantages Disadvantages
 Not expensive: It refers to one of the
method in order to recruit candidates
within the organisation. In this, friends,
family members, relatives of current
staff members are recruited where less
advertisement is required. For example,
managers of the company directly
contact with the person and call them
for interview.
 Less risky: Along with this, it is the
method where candidates are relatives,
friends, family members who knows
the culture and environment of the
company. This as a result reduce risk
for the company.
 Increase in competition: In today's
competitive environment, there is high
level of competition which impact the
whole procedure of recruitment and
selection. In order to convert such
weakness into strengths it is very
essential for the company to adopt
effective methods for advertising job
position.
External job advertisement:
Advantages Disadvantages
 Posting advertisement for job position
on the notice board in the main
 It has been analysed that sometimes
noticeboard become one of the biggest

entrance is quite effective which as a
result provide various opportunities for
both company as well as for candidates
who are looking for a job. In the
present context of Chocola Fantastica,
management team of the company put
required information on notice board in
order to hire individual.
reason behind miscommunications. It
creates mis understanding among
candidate's and company as each and
every individual have their own
perception regarding some topic.
Therefore, it is the method which
negatively influence people regarding
job position or company.
(c) Recommendation to the job advert for the receptionist vacancy to be place and why.
It has been recommended to the company that they should post such vacancy on the
official page of Chocola Fantastica. It has been identified that there are ample number of people
who visits regularly on their page and try to connect with company. Along with this, there should
be effective advertisement tool in order to attract large number of customers towards their
organisation in order to fill the vacant job position. This as a result, invite pool of individuals
towards their company who are highly skilled so that they can fulfil all the requirements of job
position (Rondeau, and Wagar, 2016). Therefore, management team of the company should
adopt social media platform for promoting job position.
M5 Provide the rational application for the specific HRM practises
HRM practises are involve in organisation to improve the quality and skills of employees
and it also help in creating healthy atmosphere within organisation. The best HRM practises in
organisation is that Microsoft must provide security to employees which include job as well as
family security. Employment security enables employees to have sense of importance in the
organisation and have motivate employees to perform their task effectively in a well defined
manner. Beside this it help in generating higher profit and also leads towards expansion and
growth.
CONCLUSION
As per the above mentioned report, it has been concluded that HRM plays very essential
role and assist in recruiting and hiring highly skilled and knowledgeable staff members. In

reference to the present report, Chocola Fantastica and Microsoft is chosen as the base
organisations in order to conduct this report in an effective manner. While conducting this report,
it has been determined that there are various functions, benefits and purpose of HRM. Along
with this, in the present report person specification is prepared for the job role of a receptionist.
There are various advantages and disadvantage of the method which is used by organization for
promoting jobs. This as a result assist in providing recommendation to the companies that they
should adopt social media platform for promoting job positions.