Break it Down – Managing and Co-ordinating the HR Function

1
by Jon Robinson

BREAK. IT. DOWN.

Unofficial Guide to Completing the CIPD Award in Managing
and Co-ordinating the HR Function – 5HRF

Photo by David Clode on Unsplash

Break it Down – Managing and Co-ordinating the HR Function
2
Introduction to Managing and Co-ordinating the HR
Function
Similarities to other units

This unit is very similar to 5CHR, although 5HRF looks more at the HR function
within organisations, whereas 5CHR looks at the bigger picture, including factors
affecting the HR industry and organisations.

The Learning Outcomes for this module are:

1 Understand the purpose and key objectives of the HR function in contemporary
organisations.
2 Understand how HR objectives are delivered in different organisations.
3 Understand how the HR function can be evaluated in terms of value added and
organisation performance
4 Understand the relationship between organisational performance and effective HR
management and development.

Evidence to be produced/required

These are written responses to each of the five questions. No real essay style format
required here. Word Count will be ~ 3,000-3,300 words in total, depending on your
learning provider. (divided appropriately across each of the five questions). This
word count is dependent on your learning provider, plus you may also have a buffer
of 10% extra words. It is important to relate to academic concepts, theories and
professional practice.

All reference sources should be acknowledged correctly (Harvard) and a reference

list and bibliography provided where appropriate.

Important Note
The CIPD operates what is known as an ‘Assessment Bank’, which includes a
number of different versions of the same assessment. This guide is written using
assessment briefs for ICS, which is also used by a number of other learning
providers. It is important to know that whilst the questions may be different, the
Assessment Criteria will always be the same.

Disclaimer
All guides in my ‘Break it Down’ series are intended to be advice and guidance only;
you will not pass the course solely by reading the guides. You will be required to
complete a number of hours’ independent study and write up each assignment
according to your learning provider’s guidelines.

I am not an employee of CIPD or any learning provider. I am a former level 5

student who has completed the Diploma in Human Resources Management in 2017.
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Learning Outcome
1 Understand the purpose and key objectives of the HR function in contemporary
organisations.

What the Assessment Activity says:

1.1, 1.3 Give examples of the main organisational objectives that the HR function is
responsible for delivering and briefly explain how these have evolved/are evolving in
contemporary organisations. In your answer, provide a brief justification for managing
HR in a professional, ethical and just manner.

What the Assessment Criteria says:

1.1 Summarise the organisational objectives that the HR function is responsible for
delivering and how these are evolving in contemporary organisations.
1.3 Evaluate the business case for managing HR in a professional, ethical and just manner.

Break it Down:
1.1
Firstly, you need to understand what the terms ‘organisational objectives’ and ‘HR
function’ means. The second part is quite simple; ‘HR function’ is literally the HR
‘department’ for want of a better word. This will vary in size and shape from
organisation to organisation; for example, a small group of GP practices will likely
have a standalone HR department or perhaps rely on a HR outsourcing firm. They
could even operate a HR Shared Services model with other GP surgeries. Contrast
that with the HR function/department at a large NHS Trust, where there will be a
payroll department, a recruitment department, a training department etc. The key is
not the size, but rather that the duties of the department are to provide an HR
‘function’.

Now, what are the organisational objectives? Think about the following:

Organisational Objectives

• Change Management
• Employee Relations
• Corporate Governance / Responsibility
• Employee Engagement and Motivation
• Promoting Diversity and Inclusion
• Employee Voice
• The Employer ‘Brand’
• Ethical Practice
• Job Design
• Learning and Development Strategy Policy (Developing Skills)
• Job Evaluation and Job Market ‘Pricing’
• Organisation Design
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• Organisation Capability / Development
• Pay Structures and Pay Progression
• Performance Appraisal
• Performance Management

• Talent Management (Developing Careers)

• Workforce Planning (Staffing Management)

Go to the Factsheets section of the CIPD website to read up more on these. Ensure
you only write about a few of them, and in the context of ‘objectives’. ‘Objectives’
means using words like ‘promoting’, ‘building’, ‘developing’. Don’t just summarise
the factsheets above. You really wouldn’t have the word count to write about them
all. I’ve HIGHLIGHTED the important ones to consider.

Don’t forget the second part of this question: ‘how have these objectives evolved or
are evolving?’ You may want to read People Management magazine for examples
here, although this part should not take up all of your word count. Think about how
HR started, as far back as George Cadbury, then onto the Personnel departments in
factories and industries across the land. They were very ‘functional’ departments.

Now think about how HR is nowadays (or at least perceived to be!). Look at the
development of HR Business Partnering, and HR being the ‘strategic partner’ in a
business.

1.3
This part of the question might not use up as much of your word count, but you
need to look at your notes and read 2.6 of the Taylor and Woodhams book to
understand how to manage HR in a professional, ethical and just manner. It is
important to consider the CIPD Code of Professional Conduct in your answer.

In HR, there are values that underpin how the strategic HRM department operates.
The HR professional needs to understand the difference between right and wrong,
both morally, ethically and legally, and behave in a professional manner that can
cover areas such as equality and diversity, dignity and respect, safeguarding
vulnerable people, fair practices and a good work-life balance.
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Essay Plan
Important Points
Question 1 Assessment Criteria 1.1, 1.3
Planned Word Count ~400 & ~275 Actual Word Count

Key Texts and Readings Structure

Studying Human Resource Management
(Lizard Book)

2.2 Purpose and Key Objectives of The Hr

Function

2.3 How HR Objectives Are Delivered in

Different Organisations

2.6 Ethical HRM

CIPD (2010) Report: Next generation HR.

CIPD (2015) From best to good practice. HR:

developing principles for the profession.

CIPD (2016) Code of professional conduct.

CIPD A-Z Factsheets

https://www.cipd.co.uk/knowledge/practical-
guidance-a-z/factsheets

Other
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Points to Discuss
Organisational Objectives examples:
Staffing & People Objectives, Performance Onjectives, Organisational Change, Job
Design, Employee Engagement, Employee Relations (Employment Law), Talent
management.
Notes

How Has HR Evolved?

From Cadbury’s to HR Business Partner, Strategic HR, HR no longer as the
‘functional’ arm of a business.
Notes

Why should HR be:

Professional Ethical Just
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Learning Outcome
Understand how HR objectives are delivered in different organisations.

What the Assessment Activity says:

Give a brief summary of two different ways HR objectives can be delivered in
organisations.
Analyse how the HR function varies between organisations in different sectors and of
different sizes.

What the Assignment Criteria says:

2.1 Explain the different ways in which HR objectives can be delivered in organisations.
2.2 Analyse how the HR function varies between organisations in different sectors and of
different sizes.

Break it Down:
2.1
This is relatively straightforward. Firstly, pick two different models for delivering
HR in businesses. Think of your own, or a previous employer. Was the HR
department in-house? Was the business process of HR contracted out to an HR
Outsourcing organisation? Are HR consultants used when looking at major change
or tricky employment law matters? Perhaps you ‘share’ your HR services with other
companies/departments similar to yours? This is known as ‘HR Shared Services’.
I’ve given you a number of examples; not it’s up to you to have a look at them in
your study materials and books. I’ve included some factsheets below too.

2.2
Here you need to think about the different ‘types’ of organisations. By ‘types’, I
mean a small business (SME) compared to a large multinational organisation. In
simple terms, think of a small chain of convenience stores local to you, and compare
that to Tesco. The differences would be huge, with Tesco having various layers of
HR function, looking at policy, strategy, operational activities and support services.
Armstrong writes about this in his Handbook. Ulrich also discusses this in his Model
for HR Service Delivery. An SME is by nature small and as such needs to have a small
support function in place.

You could also look at comparing a private sector employer with a public sector one,
although there aren’t always comparable. One I can think of would be Bupa private
hospitals v NHS.
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Essay Plan
Important Points
Question 2 Assessment Criteria 2.1, 2.2
Planned Word Count ~450 & ~550 Actual Word Count

Key Texts and Readings Structure

Studying Human Resource Management
(Lizard Book)
2.2 Purpose and Key Objectives of The HR
Function

2.3 How HR Objectives Are Delivered in

Different Organisations

CIPD HR outsourcing - Factsheet.

CIPD HR shared services - Factsheet.

CIPD Business partnering - Factsheet

CIPD HR trends - Report

CIPD HR Outlook survey report series:

quarterly reports based on the findings of
large-scale surveys of UK HR practitioners –
providing detailed commentary on the HR
profession and emerging trends in HR
activity.

CIPD (2010) Next generation HR.

Cope, N. (2003) The seven Cs of consulting.

Harney, B. and Dundon, T., (2006).

Capturing complexity: developing an
integrated approach to analysing HRM in
SMEs. Human resource management
journal, 16(1), pp.48-73.

Hofstede, G. (1991) Cultures and

organisations: software of the mind.

Other
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Points to Discuss
Delivering HR services – Models
HR Outsourcing, HR Shared Services, HR Consultancy
(Internally) HR Business Partnering
Notes

How does the HR function vary between organisations? Compare size, function
and roles in some of the following:
SME Multinational

Public Sector Private Sector

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Learning Outcome
Understand the purpose and key objectives of the HR function in contemporary
organisations.

What the Assessment Activity says:

1.2 Give a short explanation of at least two major theories of change management. Select
one of the theories and illustrate how it can be used and evaluated.

What the Assignment Criteria says:

1.2 Explain the major theories of effective change management and how these are
implemented and evaluated.
Break it Down:
Another relatively straightforward question. Firstly, select two major theories of
change management. It would be good to look at a ‘classical’ theory, for example
Lewin’s three-phase model, and then a ‘contemporary’ model such as Kotter’s eight-
stage model.

The work of Kurt Lewin dominated the theory of change management for
approximately 60 years, however in the past 30 years, Lewins’ three-step model
approach to change has been the subject to a number of criticisms, such as only
being suitable for small businesses and ignoring organisational politics. Whilst
Kotter’s model has more steps, it has the advantage that it is a step-by-step, easy to
follow model. Another is that it does not focus on change itself, but rather the
acceptance and the preparation of this change, which makes it an easy transition.
The transition is easier with this model so long as you have the buy-in of the
employees. Also, various HR metrics could be used to evaluate the success of
Kotter’s model, from spend to productivity target analysis to staff surveys and
feedback.

Then, spend a paragraph or so looking at one of the models and demonstrating that
you understand the model by linking it to its use and evaluation in HR. I argued that
Kotter was the better model. You may have different views.
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Essay Plan
Important Points
Question 3 Assessment Criteria 1.2
Planned Word Count ~500 Actual Word Count

Key Texts and Readings Structure

Studying Human Resource Management
(Lizard Book)
2.4 How the HR Function Can Be
Evaluated

2.5 The HR Contribution to Change

Management

Other
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Points to Discuss
Describe Lewin’s Change Model Describe Kotter’s Eight-Step Model
Step 1: Create a Sense of Urgency
Unfreeze

Step 2: Create the Guiding Coalition

Step 3: Develop a Change Vision and Strategy

Change

Step 4: Communicate the Change Vision

Step 5: Empower Broad Based Action

Refreeze Step 6: Generate Short-Term Wins

Step 7: Consolidate Gains and Implement More

Change

Step 8: Anchor Change in the Culture

Select a model and justify why you would use it / why it is more relevant
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Learning Outcome
3 Understand how the HR function can be evaluated in terms of value added and
organisation performance

What the Assessment Activity says:

3.1 Your CEO has asked for a report on the contribution of the HR function to the
business. In preparation for the report, give a brief summary of the criteria and methods
you would use to evaluate the HR function’s contribution.

What the Assignment Criteria says:

3.1 Discuss the main criteria and methods used to evaluate the contribution of the HR
function.

Break it Down:
Firstly, ignore the waffle in the first sentence. Sometimes these ‘scene setters’ are put
in place to try and make modules sound more practical than they are. Look at the
second half of the second sentence.

What CRITERIA and which METHODS would you use to evaluate the HR
function’s contribution? Think:

• Service Level Agreements (SLAs)

• Key Performance Indicators (KPIs)
• HR Metrics
• Balanced Scorecard
• Benchmarking
• Surveys (staff satisfaction, pay, reward, opinions on management)

The HR function must have methods in place to evaluate its success and value
within the business.

There are a number of different approaches to HR evaluation to see if its

contribution to the business is successful and adds value to the business. A number
of measurable systems must be put in place to be able to evaluate the effectiveness of
the HR function, both from an individual level and as a department.
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Essay Plan
Important Points
Question 4 Assessment Criteria 3.1
Planned Word Count ~650 Actual Word Count

Key Texts and Readings Structure

Studying Human Resource Management
(Lizard Book)

2.4 How the HR Function Can Be Evaluated

CIPD (2011) Change Management -

Factsheet.

Other
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Points to Discuss
Notes

• Balanced Scorecard • Service Level Agreements

• Key Performance Indicators • Benchmarking

• Surveys • Trends in HR Metrics (Absence

Data, Employee Turnover,
Recruitment Spend, Payroll Spend,
Employee Satisfaction Surveys etc.
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Learning Outcome
4 Understand the relationship between organisational performance and effective HR
management and development.

What the Assignment Activity says:

4.1, 4.2 In consultation with your tutor, select an article that identifies and evaluates
research evidence linking HR practices with positive organisational outcomes. Briefly
summarise the findings and state how convincing you find these to be. Conclude by
explaining how high-performance working and investment in human capital can impact on
organisational practice.

What the Assessment Criteria says:

4.1 Identify and evaluate research evidence linking HR practices with positive
organisational outcomes.
4.2 Explain how high-performance working and investment in human capital impact on
organisational practice.

Break it Down:
This is a great question if you enjoy being a bit nosey like me. I love reading articles
in People Management magazine about how a HR department has transformed
itself. However, the aim of this question is not just to find an article that
demonstrates the success of HR in relation to high-performance working and
investment in human capital. You need to go into more detail. Note the key words in
the Assessment Criteria: ‘Evaluate’ and ‘Explain’. It would also be better if you could
find a journal article as opposed to an article in PM magazine. This is because the
PM articles, whilst a great way to commence your research, don’t normally go into
enough detail for you to be able to ‘Evaluate’ or ‘Explain’.

Evaluate: Start your answer by writing up a summary of the main findings of the
article. How persuasive where the findings? I should think that you would need to
find them in some way persuasive, although not completely. If you don’t find the
article persuasive whatsoever, then you’ve selected the wrong article!

Explain: Now it’s time to look at the second part of this question. It would be good
to include the following in your response:

• How an effective HR function helps create, nurture and support high

organisation performance
• The benefits of investing in human capital
• Perspectives on human capital
• How the article helps explain how to build organisation capability
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Essay Plan
Important Points
Question 5 Assessment Criteria 4.1, 4.2
Planned Word Count ~700 (both) Actual Word Count

Key Texts and Readings Structure

Studying Human Resource Management
(Lizard Book)

All of chapter 2

Journal Ideas for Your Article:

Journal of Management studies

Human Resource Management Journal
Work, Employment & Society
Human Resource Management Review
Long Range Planning
The International Journal of Human
Resource Management
Strategic HR Review
Systems practice
People and Strategy

Other
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Points to Discuss
Notes
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