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ASIA PACIFIC INSTITUTE OF INFORMATION TECHNOLOGY

IN COLLABORATION WITH

STAFFORDSHIRE UNIVERSITY UK

BA (Hons) in Business Management/


BA (Hons) in International Business Management

Individual Assignment
BSB10248-1 Personnel Management of Practice
Prepared By
Reshan Jayawardane (CB005529)
Batch Code: CF1431IBM
Date of Submission
12th of Jan 2015
Instructor
Rajitha Silva
Submitted in partial fulfillment for the degree of
Bachelor of Arts (Hons) in Business Management
Word Count:
MARKING CRITERIA
Company Background
Job Profile
Recruitment & Selection
Job Advertisement
Report Writing, Language, Flow, Research & Referencing
Self-Reflection
TOTAL (100%)

MARKS % OBTAINED
/ 10
/ 30
/ 30
/ 10
/ 10
/ 10

Table of Contents
1

Overview of the company and its HRM setup....................................................- 2 -

1.1
Company background.....................................................................................- 3 1.2
HRM Strategy.................................................................................................- 3 1.2.1 Co key activities..........................................................................................- 3 1.2.2 Compensation position................................................................................- 4 2
About the job and person.....................................................................................- 5 2.1
Job Profile.......................................................................................................- 5 2.2
Detailed Job Description.................................................................................- 5 2.3
Person Specification........................................................................................- 6 3
Recruitment and Selection Process......................................................................- 8 3.1
Recruitment.....................................................................................................- 8 3.2
Recruitment Objectives...................................................................................- 8 3.3
Recruitment Policy..........................................................................................- 8 3.4
Selection..........................................................................................................- 8 3.5
Recruitment and Selection Procedure.............................................................- 8 3.5.1 Job Vacancy...............................................................................................- 10 3.5.2 Job Analysis..............................................................................................- 10 3.5.3 Advertising................................................................................................- 10 3.5.4 Screening of applications..........................................................................- 11 3.5.5 Exam.........................................................................................................- 11 3.5.6 Interviewing candidates............................................................................- 12 3.5.7 Selecting and Appointing Candidates.......................................................- 13 3.5.8 Induction and Training..............................................................................- 15 3.5.9 Probation...................................................................................................- 15 4
Job Advertisement...............................................................................................- 16 5

Self-Reflection......................................................................................................- 17 -

Reference..............................................................................................................- 18 -

1 Overview of the company and its HRM setup

1.1 Company background


ENets is a global leader of providing IT Network Solutions for Small to Mid-size
organizations and Enterprises. It has been providing over 100 fortune 500 companies,
quality, cost effective solutions based on proven technologies over 17 years. The
company mainly offers solutions such as network infrastructure designing, network
deployment, IT support services, network performance monitoring and network security.
Currently there are more than 100 000 employees worldwide, with principal offices in the
UK, US, Australia and New Zealand. The ENets Colombo branch have around 1000
employees and provides level 1 and level 2 technical support to International customers
as well as local customers.

1.2 HRM Strategy


Deliver innovative, efficient and customized HR solutions to support core operations in
line with overall business strategy.

1.2.1 Co key activities

Recruitment and selection Job advertising, liaise with job agents, conduct
interviews and exams, finalize employment contracts etc.
Induction Conduct orientation for newly recruited staff
Background checks Assist in the staff background checks prior to employment
Confirmation Assist core operations managers to monitor staff probation
progress and complete their confirmation.
Performance management Support operations managers to deploy and enforce
the staff assessment process.
Attendance & leave management Maintain formal records of attendance &
leave.
Career planning Establish and deploy career path program, in order to provide
a formal career progression avenue for staff
Rewards and recognition Assist core operations managers in setting up and
executing periodic staff rewards programs.
Promotions Govern the staff promotion process
Compensation and benefits Establish and fine tune the company compensation
position in line with market and external conditions.
Human resource information system Assist in the implementation and
maintenance of necessary ISs that are required to support the HR activities.
Employee exits Conduct exit interviews, finalize exit documentation and
finances etc.
Employee development Develop and conduct staff workshops, training
programs in order to continuous development of staff.

1.2.2 Compensation position


Our company operates in the 59 th percentile in terms of
compensation position.
Our final offer to employees is based on Cost to Company
policy which ensures a simple and straightforward calculation
of compensation package. The package includes gross salary,
fixed allowance, EPF, ETF and medical insurance. In addition,
there is a statutory requirement to pay OT and poya
allowance (only if applicable).
The package varies with the pay grade of the staff with
Executives being the entry level and Vice President being the
top most.
Bench-marking, market surveys, external consultations and
internal factors are considered during our annual salary
revision cycle.
Performance based compensation Staff annual increments
and bonuses are determined based only on staff performance
in line with their objectives.
Staff ratings are conducted to determine the best performers,
average performers and under-performers and in turn
grouped according to the bell curve concept which in turn is
used as the basis for salary increments and bonuses.

2 About the job and person


2.1 Job Profile
Responsible for designing, organizing, modifying, and supporting a customers IT system.
Provide high quality, real-time assistance to the operations team when faced with
problems related to networking, operating systems, which could have an impact on
productivity.
Install, configure, and support an organization's local area network (LAN), wide area
network (WAN), and Internet system or a segment of a network system. Maintain
network hardware and software including servers, network appliances, embedded
devices, and key end user computers such as desktops and laptops. Monitor network and
systems to ensure available of network and computing resources to all system users and
perform necessary maintenance to support availability of such resources. May supervise
other technology specialists and vendors to plan, coordinate, and implement system and
network security measures. Involvement in other ad-hoc tasks such as MIs, meetings etc.
is expected as part of daily work responsibility.

2.2 Detailed Job Description


Job title: System Administrator
Job Code: ITJE103
Department: IT Operations
Reporting to: Team Leader
Employment Status: Full Time
Employment Level: Junior Executive
Employment Type: Permanent
Pay Grade Level: Level 3
Salary: Rs. 25 000 40 000
Hours: 40 Hours per week
Location: Colombo, Sri Lanka

Responsibilities & Duties

Support LANs, WANs, network segments, Internet, and intranet systems.


Administrating Network devices, Servers, Computers, Printers, telephony systems

and mobile devices.


Handle customer issues through a ticketing system.
Perform data backups and disaster recovery operations.
Maintain up to date Antivirus levels on all systems.
Create reports such as Anti-Virus reports, Software/Hardware Inventory.
Analyse equipment performance records for repair or replacement.
Make recommendations for future upgrades.
Maintain network and system security.
Monitoring the network efficiency.
Maintain integrity of the network, server deployment, and security.
Ensure network connectivity throughout a company's LAN/WAN infrastructure is

on par with technical considerations.


Design and deploy networks.
Assign configuration of authentication and authorization of directory services.
Maintain network facilities in individual machines, such as drivers and settings of
personal computers as well as printers.

2.3 Person Specification


Essential qualifications

IT/Computer Science/Networking related degree from a recognised University.


CCNA is compulsory.

Desirable qualifications

Microsoft certifications (MCSA/MSCE).


CompTIA A+ / Network+

Work experience & skills

Minimum two years Experience in a similar role.


Good experience in Routing Protocols OSPF, BGP etc.
Hands-on experience & specialized in LAN design, WAN technologies.
Exposure to Inter VLAN Routing, Standard and Extended ACL, IPSEC VPNs.
Excellent Written and communication skills
Troubleshooting skills

Personal qualities & behavioural traits

Leadership and management


Planning and organizing
Teamwork skills
Problem solving/creativity
Adaptability and flexibility.

3 Recruitment and Selection Process


3.1 Recruitment
The process of finding and hiring the best-qualified candidate (from within or outside of
an organization) for a job opening, in a timely and cost effective manner. The recruitment

process includes analysing the requirements of a job, attracting employees to that


job, screening and selecting applicants, hiring, and integrating the new employee to the
organization.(Businessdictionary,2014)

3.2 Recruitment Objectives


The recruitment objective is aligned to the core business objectives. It primarily focuses
on ensuring that the human resources supply meets the company demand both in terms of
numbers and quality.

3.3 Recruitment Policy


The recruitment policy of an organization derives the objective of the recruitment and
provides a frame work for the implementation of recruitment strategy.

3.4 Selection
Selection is the process of choosing an ideal candidate or candidates for a particular
position giving complete attention to organizational requirements utilizing series of
strategies.

3.5 Recruitment and Selection Procedure


The recruitment and selection procedure is the process of hiring employees to the
organization to achieve the organizational goals.

1.Job
Vacancy

2.Job
Analysis

9.Probation

8. Induction
and Training

Recruitment and Selection Process

7.Selecting
and
Appointing
Candidates

3.Advertisme
nt

4.Screening
Applications

6.Interveiwin
g Candidates

5.Exam

Figure 1: Recruitment and Selection Process


Source: (ENets,2014)

3.5.1 Job Vacancy


This opens up a position to complete a required position when an employee leaves the
company. Also when the company expand their business number of vacancies will also
increase to fill that required position.
At ENets, recruitment needs (for both attrition and growth) are identified and informed to
HR team by the core operations team. The hiring manager is required to complete an
online form, which goes through the standard approval process in order to formally create
the vacancy.

3.5.2 Job Analysis


Job analysis is the process of determining duties, responsibilities, skills and requirements
of a particular job. The purpose of conducting a job analysis is to create the right fit
between the job and the employee. This process is done using a job description and
person specification.
Job description includes purpose, duties, responsibilities, scope and working conditions
in relation to a specific job position.
Job specification means all the attributes, experience and qualifications required by the
ideal candidate who is expected to take care of responsibilities of a specific job position.
At ENets, the operations teams are expected to maintain and update both aforementioned
documents in standard word template. The same is handed over to the HR team to
process the vacancy.

3.5.3 Advertising
The organization will be advertising a job vacancy to inform the public about an opening
of a vacancy to attract the right quality and required number of candidates to the
organization. Typically the advertisement will include a brief description of the company,
job profile, summary of job description and person specification details. The common
modes of advertising includes newspapers, websites etc.
ENets develops the advertisement as per its communication policy and in line with the
job description / specification provided by the operations team. It is then, advertised on
selected newspapers such as Sunday Times and Sunday Observer. In addition, the same is
advertised on Top Jobs website.

3.5.4 Screening of applications


When a job vacancy is advertised a large number of applicants will be applying for the
position by sending their CVs. Thus, the HR team will undertake an initial screening
process to short list the candidates those who are most suited for the vacancy.
At ENets, the HR executive will go through all the CVs and short list candidates based on
the job description and person specification. Main criteria used will be experience,
qualifications, skills etc. The short listed candidates will be then contacted and required to
attend a basic exam.

3.5.5 Exam
This is not practiced by all companies; instead it depends on the company and job
requirements.
At ENets, the candidates are expected to sit an exam to test their technical, general
knowledge and English language competency. Each specific operations or support
function team will design and maintain the technical questions to suit their requirement.
Whereas, the Learning and Development team will do the same for General Knowledge
and English questions. Candidates who meet the minimum pass mark, will be short listed
further for the interview phase.

Source: (ENets,2014)

3.5.6 Interviewing candidates


An interview is a meeting to determine whether an applicant is suitable for the vacant job
position. The interview is conducted by a senior staff member of the organization.
At ENets, candidates are firstly interviewed by the HR. By this they will check whether
the candidate will suite the company environment and also will be giving a brief
explanation of shift timings transportation etc.. The second Interview is conducted by the
respective hiring teams manager and another staff member from a different department
in order to maintain objectivity. Candidates for executive positions typically go through
1-2 interviews whereas for senior positions it may be more. The interviewer will assess
the candidate based on technical, behavioral and skill related competencies.

3.5.7 Selecting and Appointing Candidates


Selection method is used after making the decision and selecting the most suitable
candidate for the job position. Selecting candidates are made after all the interviews and
exams have taken place. Once selecting method is done the last step will be appointing
the candidates for the job position.
At ENets, the interviewer will inform the HR team of their decision, which is to either
accept or Reject the candidate. The HR team in turn will
Follow up with the candidate to inform the decision. If the candidate is selected, the HR
team will conduct a background check prior to appointment (Example Crib report, Police
report etc). Further, the HR team will negotiate the compensation package and finalize
the appointment letter.
Below is the sample of a junior System Administrator Appointment letter.

Source: (ENets,2014)

3.5.8 Induction and Training


Once an applicant is given a letter of appointment to join the company on duty the first
thing that the company does is introduce the new employee/employees to the
organization and the working crowd, giving a brief history of the company etc. The
induction program is conducted by each department head of the company.
After the induction, training is commenced and all new employees should be given
appropriate training. This will help the new employees to understand the how the
company works, handle the job, to improve their skills and abilities, and to balance the
needs of the business.
At ENets, all new recruits are put through an induction training which is a three day
workshop. Thereafter, they go through a 1-2 month classroom training program which
covers all aspects of their job such as skills training, technical training etc. Upon
completion of the classroom training, the recruit will go through an on-the-job training
which is carried out by a senior staff member with the supervision of the team manager.

3.5.9 Probation
The Relevant manager will be closely monitoring the new employee about his
performance before making him a permanent employee. After the probation period is
ended the employee will be appraised according to his performance and will make him a
permanent employee.
At ENets, the Junior System Administrator will be given a probation period of 6 months
and the team lead will monitor his performance. If the employee performs well the
company will make a permanent employee. As per the job the team lead and manager
will mainly check the employees troubleshooting skills as well as how fast he adopted to
the environment, documentation and communication skills etc.

4 Job Advertisement

Junior

System

Administrator

About ENets
ENets is a global leader of providing IT Network Solutions for Small to Mid-size organizations and
Enterprises. It has been providing over 100 fortune 500 companies, quality, cost effective solutions based
on proven technologies over 17 years. The company mainly offers solutions such as network infrastructure
designing, network deployment, IT support services, network performance monitoring and network
security. Currently there are more than 100 000 employees worldwide, with principal offices in the UK,
US, Australia and New Zealand. The ENets Colombo branch houses around 1000 employees.
The Position
You will be working as part of the IT support team providing real-time Level 1 technical support to
International customers as well as local customers. Mainly you need provide high quality, real-time
assistance to the operations team when faced with problems related to, networking, and Servers systems
which could have an impact on productivity. You also will be Responsible for designing, organizing,
modifying and documenting, a customers IT system.
Responsibilities

Support LANs, WANs, network segments, Internet, and intranet systems.


Administrating Network devices, Servers, Computers and IP phones
Perform data backups and disaster recovery operations.
Maintain network and system security.
Monitoring the network efficiency.
Create reports such as Anti-Virus reports, Software/Hardware Inventory.

The Person
The Eligibility criteria for this position is as follows.

IT/Computer Science/Networking related degree from a recognised University.


CCNA is compulsory.
Minimum 2 years Experience in a similar role.
Good experience in Routing Protocols OSPF, BGP etc.
Hands-on experience & specialized in LAN design, WAN technologies.
Exposure to Inter VLAN Routing, Standard and Extended ACL, IPSEC VPNs
Excellent communication skills, both written and verbal
Positive attitude and the ability to work under pressure

If you are confident that you meet the above qualifications, please forward your CV to jobs@Enets.com
specifying the subject line as System Administrator.

5 Self-Reflection
Working on this assignment was a big opportunity for me to learn a good lesson about the
real situation of a company. Firstly I tried to come up with a structure for my assignment
and the first step what I did was I underlined the key words on my assignment sheet such
as HRM setup, job profile, job description, person specification, recruitment and
selection process and job advertisement. After underlining the key words I tried to get the
meaning from the internet. Next step I listed down all the key words in a piece of paper
and I went through the relevant slides to check what are the sub topics comes under these
key words. Lastly I listed them by putting bullet points and I came up with a structure.
This led me to explain the meaning of key words and to summarize most of the topics by
searching on the internet first, secondly to give a brief idea for each sub topics, thirdly to
express the meaning of some of the topics using my own words by getting the feedback
from others and by going through the relevant slides and books. By doing this it gave me
a proper understanding and a clear idea what to write next.
The next step, I tried to get some information about HRM setup from couple of
companies and each company had different types of HRM setups. It became a big
problem to me because I didnt understand most of the things. As a solution I asked help
from my uncle to solve this problem and to explain me step by step. After getting all the
information I got some sort of a plan what to do next and it helped me a lot to put my
effort in to it.
Overall it was really hard for me to understand some words and to write the report
according to the structure. Firstly it was hard for me to design a proper advertisement and
to create a job description and person specification according to the given assignment, but
I tried the best I can to finish it off at a certain level. Secondly by getting a clear idea
from the internet and getting feedback from others helped me to right the report
according to the structure. By working on this assignment I wanted to improve my
grammar, to understand the right meaning of some words, to write according to the
structure and to create and design.
At last it was a great experience by working on this assignment to get a clear
understanding about the structure and the procedure of the company. By completing the
assignment the main thing that I want to do is to show my assignment to the lecturer and
to get his opinion and to do some changes. Further I want to improve myself by starting
the assignment on time, by gathering information according to the question, by preparing
myself according to the assignment, by improving my writing skills and language skills
and by improving my time management skills.

6 Reference
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