Employee Recruitment Process For A Mail Distributing Centre

Identifying Stakeholders and their Interests and Authorities

Question:

Discuss about the International Journal of Accounting Information System.

1. Being employed as a project management team member in a local mail distributing centre, the person is responsible to select and recruit new employees for their project team. For successful accomplishment of the project team the documentation and information that are needed to be accessed are as follows:

• Feasibility report and project charter
• Design document according to the project specification
• Work plan document or estimation
• Traceability matrix
• Risk tracker
• Change management and test document
• Technical and other functional document

1. The content of a project scope document are- project deliverable, project acceptance criteria, project exclusion, project constraints and project assumptions as well.

In order to develop an employee recruitment process in a mail distributing centre, the list of project stakeholders those have been defined include owners, employees, community, insurance companies, consumers and executive HR manager. The interest, power or authorities that the stakeholders have are as follows:

Stakeholder name	Interest Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper	Authority
Employee	To enhance skills and knowledge	To improve work process
Owners	Increase profitability	To improve the productivity workforce
Community	To support new business	To provide employee opportunity
Insurance companies	To reduce employer issues	To discover workforce
Consumers	To provide feedback	To serve enough profit to the business
Executive HR manager	To develop the hiring process	To recruit suitable employees

To

The Executive HR

Subject: Clarification from delegating authority  

Respected Sir,

I would like to inform you that due to lack of certain process and approaches of the selection and recruitment process our local mail distribution centre is facing major problem in our new project. It has been identified that most of the distribution and manufacturing sectors of United States are currently facing major challenges in their business. In order to serve both the domestic and global demand of the consumers certain changes I would like to request to be made. I think for mitigating the technical challenges, our company must remain competitive in the market in terms of products and services. I think for maintaining business profitability, technology and processes improvements are necessary because it can drive down both the operational and functional costs. The visibility must be increased with larger amount of investment. Not only this but also I think that the Chief Information Officer should improve the security of the legal, accounting and technical components. I think that the professional should think deeper about the risk mitigation strategies and data security best level best practices.

 I shall be thankful if you go through the list of changes in the project parameters for which I have requested. Kindly, look into the requests and took necessary actions for those.

-Thanks and regards

– Supervisor

-Local mail distribution centre                 

The local mail distribution centre wants to create a job description which identifies the limits on responsibility and reporting requirements as well. The job duties and responsibility of the team members of the project are as follows:

• They should answer all the questions raised by the employees
• To process all the incoming mails
• Document creation and distribution
• Server consumer services to all the employees
• To serve as a point of contact with vendor benefits and administration
• Computing system maintenance through inserting and upgrading data
• Appointment setting and meeting arrangement
• Report compiling and spreadsheet preparation

The rest of the qualities of competence are below:

• Possess very strong interpersonal skill
• Skills to control and monitor the ongoing work activities
• Must have ability to prioritize the work plans

Mission statement: The mission statement of the local mail distribution company is to serve secured, safe and possible highest communicating environment to the employees and the consumers

Vision statement: To provide commitment to the consumers for demonstrating professionalism

• Commitment to the stakeholders
• Commitment to the consumers
• Commitment to the employees
• To develop teamwork and trust among the employees and consumers
• To implement corporate social responsibilities and ethical behavior and integrity

The responsibility of the bakery company is to launch and sale new bakery item for both the existing and new consumers. In order to undertake such project the required resources include human resources, materials and baking equipments as well. For accessing these resources the company will require outsourcing. The internal and external stakeholders of the company are responsible to access the needful resources to accomplish the project. Experienced chef has been hired to make the new bakery food item tastier in terms of quality and flavor than the other bakery shops.

WBS	Task Name	Duration	Start	Finish	Predecessors	Resource Names
0	Employee hiring schedule	49 days	Thu 2/22/18	Tue 5/1/18
1	Identification of the hiring needs	5 days	Thu 2/22/18	Wed 2/28/18		Project manager
2	Development of project planning	4 days	Thu 3/1/18	Tue 3/6/18	1	Operation manager ,Project manager
3	Creating job description for the local mail distribution center	6 days	Wed 3/7/18	Wed 3/14/18	2	HR manager
4	Post and promotion of job opening	4 days	Thu 3/15/18	Tue 3/20/18	3	HR manager ,Operation manager
5	Recruiting	8 days	Wed 3/21/18	Fri 3/30/18	4	HR manager
6	Screening interview	5 days	Mon 4/2/18	Fri 4/6/18	5	HR manager
7	Face to face interview	3 days	Mon 4/9/18	Wed 4/11/18	6	HR manager
8	Assessment of the applicants	2 days	Thu 4/12/18	Fri 4/13/18	7	HR manager ,Operation manager
9	Background assessment	6 days	Mon 4/16/18	Mon 4/23/18	8	HR manager
10	Decision making	2 days	Tue 4/24/18	Wed 4/25/18	9	Project manager
11	Reference checking	2 days	Thu 4/26/18	Fri 4/27/18	10	HR manager ,Project manager
12	Hiring employee for the local mail distribution centre	1 day	Mon 4/30/18	Mon 4/30/18	11	HR manager
13	On-boarding	1 day	Tue 5/1/18	Tue 5/1/18	12	HR manager ,Operation manager

Figure 1: WBS of the project plan

(Source: created by author)

Project manager	Responsible to control and monitor the project progress
HR manager	Responsible to hire employee  depending on their skills and knowledge
Operation manager	Responsible to manage the project operation

In order to reduce the work load from the project team members, the two different project management tools those have been selected are Gantt chart and Project management software.

Developing Job Duties and Responsibilities

Gantt chart helps to illustrate the schedule of the project to represent the interdependency of all the associated project activities. Regardless of the type of the project the Gantt chart are used by the project managers. This project has initially high financial values and high level of risk exposure but it become simpler with the help of the Gantt chart.

Besides this, project management software is used by the project manager to track the complexity of the project. It helps to make specific changes in the project constraints.

• Incorrect appointment on health and safety personnel
• Uneven and narrow walkways for the person who are shifting the furniture
• Inaccurate preparation of first aid
• Incorrect exit signs
• Absence of fire allocation notice

In order to avoid the injury issues of health and safety hazards that might occur while shifting the office furniture from one location to another a risk management plan is needed to be implemented by the company.

Appointing health and safety personnel: Health and safety personnel should be hired to make oversee workplace health and safety of the local mail distribution company.

Erect hazard signs: In the narrow walkways and other uneven steps, a safety sign should be put to alert the employees.

Preparing first aid: First aid kits should make available for the employees

WBS	Task Name	Duration	Start	Finish	Predecessors	Resource Names	Cost
0	Employee hiring schedule	49 days	Thu 2/22/18	Tue 5/1/18			$5,832.00
1	Identification of the hiring needs	5 days	Thu 2/22/18	Wed 2/28/18		Project manager	$600.00
2	Development of project planning	4 days	Thu 3/1/18	Tue 3/6/18	1	Operation manager ,Project manager	$928.00
3	Creating job description for the local mail distribution center	6 days	Wed 3/7/18	Wed 3/14/18	2	HR manager	$480.00
4	Post and promotion of job opening	4 days	Thu 3/15/18	Tue 3/20/18	3	HR manager ,Operation manager	$768.00
5	Recruiting	8 days	Wed 3/21/18	Fri 3/30/18	4	HR manager	$640.00
6	Screening interview	5 days	Mon 4/2/18	Fri 4/6/18	5	HR manager	$400.00
7	Face to face interview	3 days	Mon 4/9/18	Wed 4/11/18	6	HR manager	$240.00
8	Assessment of the applicants	2 days	Thu 4/12/18	Fri 4/13/18	7	HR manager ,Operation manager	$384.00
9	Background assessment	6 days	Mon 4/16/18	Mon 4/23/18	8	HR manager	$480.00
10	Decision making	2 days	Tue 4/24/18	Wed 4/25/18	9	Project manager	$240.00
11	Reference checking	2 days	Thu 4/26/18	Fri 4/27/18	10	HR manager ,Project manager	$400.00
12	Hiring employee for the local mail distribution centre	1 day	Mon 4/30/18	Mon 4/30/18	11	HR manager	$80.00

11.1 In order to prepare the project team all the associate members who have been assigned include the project manager, HR manager, operation manager, system developer, system analyst. The project manager is responsible to check and track the project progress. If the project manager fails to maintain all these components then over budget allocation and over time allocation might raise. The HR manager is responsible to match the eligibility criteria of all the applicants. Based on the skills and knowledge, the local mail distribution company should hire new employees. The HR should have to be enough efficient as the project is needed to be completed within 3 months. Whether the new applicants have proper technical knowledge or not is checked eventually by the operation manager.

11.2 The project team member must follow open communication to share their opinion with the rest of the project team members. Open communication helps the employees to share their point of view with others.

After developing the entire project plan with relevant budget and time, the project manager should follow some of the steps to make sure that the project is approved before its commence. The steps are as follows:

• Development of strategic planning
• Development of the service and details
• Marketing
• Support from the associate project team members
• Project documentation
• Final document checking
• Signature for final approval

• Respond to the injury by securing the damaged the area
• Initiating command facilities
• Removal of waste with collecting and removing
• Remove damaged furniture and equipments
• Repairing the facilities
• Clean up the premises

• The project team members should report to the project manager on daily basis
• Face to face meeting
• Skills testing of the project team members

There are many steps those are needed to be followed by the project managers to support the project team members. 

Motivate the project team members: The project manager should motivate that project team member to make him or her more familiar to the project goal and objectives. With realistic project goals the issues that the project team member was facing will minimize.

Performance measurement: Time to time performance measurement test should be taken. Additional training and development program should be incorporated by the project manager to make sure that the team member is performing his or her responsibilities.

Avoid intra organizational conflict: It is the responsibility of the project manager to create an appropriate ambiance for the project team members to avoid the intra organizational conflict.

WBS of the Project Plan

Implementation of open communication: The project manager and the project team members are required to maintain open communication so that, particular member feel free to share his or her view point to the project manager and other members without any kind of hesitation.

Record keeping is referred to as a process of collection, input, storing, classifying, summarizing and interpretation of data. Design and implementing record keeping system hold two different facets in terms of financial records and managerial records. Financial records help to make proper decision making for strengthening the financial backbone of the business. Besides this, managerial record keeping system is used to measure the success of the company. DIRK system is to be used to produce financial statement regarding the business entity.

DIRK system is superior to other record keeping system because it can effectively control and process data. It provides large storage that can be easily accessed and modified by the users.  DIRK has secret codes in terms of password thus it is secured than other record keeping system. It can also update information and sequential data according to the requirement of the business.

From successful administration and monitoring of a project, the business will be able to obtain the details resources (finance, human, physical etc). It can also recruit personnel for organizing and leading the project team. The other components can be served through project monitoring include successful project task assigning, accurate communication along with the stakeholders etc.  

A different technique used for monitoring project includes project milestone, S curve, Earned Value Analysis, PERT chart, WBS etc. However, among these methods the most suitable method is using WBS, as it helps to identify the activities and their current status as well.

Scope and purpose of the project

The project manager is needed to implement a staff selection and recruitment process within a local main distribution center. The project is needed to be completed within three months from starting. Manager is appointed toestimate the project budget based on the project requirements. After hiring the project team members through testing their skill and knowledge the responsibility of the project team members should also be assigned.

Based on the background of the project it is estimated that the project should be completed within 3 months. The starting date of the project is 22/2/2018 and it should be completed on 5/1/2018.

In order to complete the project within estimated time and allotted budget it is necessary for the project manager to go through proper feasibility study to ensure about whether the project is beneficial or not. In addition to the financial components, the other factors those have been considered include the human resources and physical resources.

The aim of the project is to select and recruit new employees for the local mail distribution company. Among upward, downward, horizontal and open communication for this project the manager should utilize open communication. With the help of open communication both the project manager and the project team members will be able to share their ideas and point of views with the rest of the team members.

Project Management Tools

Risk management plan

In addition to these a professional risk management plan is also developed which is consists of risk acceptance, transfer, avoidance and risk mitigation strategies as well.

Risks	Mitigation strategies
Inadequate role definition	In order to avoid the issues of inadequate definition for the role of the employees,  the HR manager should explain the job roles to them during the final selection round.
Failure in employee track  record checking	It is necessary for the HR  manager to check the previous track record of  the eligible applicant before recruiting them
Improper processes	The company is needed to consider accurate recruitment process bout the
Failure to engage employee	In order to engage the employees to their job roles the HR manager should implement proper reward programs based upon their performance details.

 Project deliverable: For the selection and recruitment project, the project deliverables are implementation of recruitment policy statement, recruitment project planning, and documentation of staff documentation forms, developing recruitment and selection checklist, formation of vacancy management system.

Importance of project deliverable: Project deliverable shows concise and solid idea about the project, considering which the project manager can easily meet the requirements within time and estimated budget.

The tangible deliverable for this project are post and promotion of job opening,  advertisement on job description, design documentation, usage of operational processes etc and the intangible deliverable of the project  is training.

For this particular project the project manager is needed to keep certain financial records to successfully accomplish the project within estimated time and budget. The lists of financial records to be kept are as follows:

• Business cash flow
• Actual cost and planned cost of the project
• Income details of the employees
• Balance sheet
• Return on Investment (ROI)

In order to ensure the accuracy of the business financial statement the finance manager should reconcile the accounts records with the external records like bank. Not only this but also they should check for the balance sheet errors through a guidance note published on it.  For ll the possible errors the income statement must be reviewed accordingly.

Official transcript

Project manager:  Hi! What is going on? Is everything fine?

Project team member:  No sir!

Project manager:  why so?

Project team member: I am little upset with the current situation

Project manager: why? Please feel free to explain

Project team member: I am not happy to return to y previous job role. I found this new one more interesting

Project manager:  “what I think is each experience of your life orchestrated to teach you something more that you need to move forward.  When we can give ourselves permission to fail then also we can allow ourselves to win.  Everyone has been made for particular work but you must focus on the journey of greatness. I think this job role will definitely lead you to success.”

Before the successful completion of the project rather before the project signoff the list of documentation that a project manager might need to complete are as follows:

1. Finalizing project timeline
2. Finalization and analysis of actual and planned cost
3. Finalizing training details arranged for the project team members
4. Validate document of deliverables
5. Releasing the project team
6. Archive project document
7. Ensuring the contract closure
8. Finalization of meeting and workshop that have been arranged
9. Final quality assurance plan
10. Final risk management plan

The final project sign off can be gained from the project sponsors.  For this project the sponsor is the manager of the local mail distribution center. The final project sig off can be obtained only after the presentation of  the critical report of project containing, roject name, project manager, schedule starting date, finish date, total project duration, sponsors, deliverables, its team members and all those are affected with the report.

23.1 It is necessary to review project outcomes against the project scope and plan because it helps to make the project team members familiar with the project requirements.

23.2 Five materials that a review might reveal include:

• Achievement of project goals
• Satisfaction of the stakeholders
• Cost and benefits associated with the project
• Identification of areas needs further development
• Reports on the findings and recommendations

23.3 In order to present the project review an accurate communication approach is required to be adopted by the management authority. Through arranging a face to face meeting and Power Point Presentation (PPT) the review of the project report can be represented accordingly.

Risk Management Plan

The lesson generated from the project developed by the local mail distribution company should deliver the below five responsibilities:

• Succession planning matters and project goal
• Resource management and change management details
• Budget management and quality control
• Successful project communication plan
• Factors needed for customer satisfaction

1. Based on the project requirements different flowchart such as process flowchart, data flowcharts etc are there those can be used by the project managers to accomplish the project. Flowchart helps to improve the communication and also helps to provide proper documentation of a process. It provides guideline to the managers about the project deliverable and all other accounting procedures. Flowchart can be used to verify the accounting principles, purpose and manufacturing processes as well.  Moreover it can be said that with the help of a flowchart a project manager can easily complete a project.
2. In project planning and delivering the role of a project manager is to identify a goal, objectives and scope of a project. It will help the project team member to become more familiar about the project objectives. The project manager is the individual person responsible to deliver the project. The individuals lead and motivate the project team members. In addition to this, a broad project management document must be prepared by the project manager. The other management approaches those should be implemented include communication plan, risk management plan and project deliverables.
3. The project will meet the project objectives and project goal only when the project manager and the project team members will serve he proper job roles. Based on project skills and responsibilities, specific roles are needed to be followed by the project managers and tem members. The production must be managed based on the project deliverables. In addition to this, the proper control and monitoring will report the necessary stages to assure the team member’s roles.
4. There are certain strategic plans those should be followed by the project managers to make sure that the project is aligned to the organizational requirements. In the project alignment planning process certain plans the members of the teams are there those should be followed and those are as follows:

• Outlining the mission, vision, program and resources associated to the project
• Identification about the components those are working appropriately and the factors those are needed to be adjusted
• Identification of the components where the adjustments are needed and determining the possible best approach
• Within the roadmap of the alignment path, adjustment should be done in terms of strategic plan

1. In order to implement this particular project the different resources those are needed to be maintained by the project manager are the human resource, physical resource and the financial resources. However all of these resources are required to be managed and accessed for the necessary purposes. However, based on the realistic ideas, all of these resources should be managed accurately by the project sponsors.
2. Whether the project is meeting the project objectives or not can be determined with the help of proper quality management plan. Monitoring is referred to as an evaluation form that helps to determine the course of invention and required adjustment to be done to gain competitive advantages and measurable market revenue. The quality of the project could be allows through implementing remedial measures to achieve the project aim. It also helps to determine the total fund and its distribution for the respective activities. Additionally, for monitoring the quality of the project, evaluation process is needed to be implemented.
3. Among the different project management tools and techniques the most suitable tools that are selected for this project include the PERT chart, Gantt chart, network diagram, “S curve” and Earned Value Analysis (EVA). It is expected that with the help of these assessment tools will helps to meet the pre determined objectives of the project.
4. If during the project ongoing phase it has been found that some of the project team members are failing to meet the requirements then their roles and tasks should be changed. Not only are this but also proper training and development programs needed to be developed by the project manager so that they could serve the respective job roles for accomplishing the project successfully.

 11.In order to design and implement a risk management plan for the entire project each individual componentis required to be analyzed by the project manager and project team members. From the emerging and existing small issues, the different risk management plan can be implemented. The factors of project management to be analyzed include the financial components, human resources, physical resources etc. In order to develop the risk management plan the following steps are required to be followed:

• Understanding of how the project risk management works
• Defining the risks those might hamper the project success
• Collecting input from others
• Identifying consequences of the risks
• All the irrelevant issues should be eliminated
• Risk probability are to be assigned

 12.In order to make the project team members familiar to their job roles, useful communication strategies are required to be developed by the project manager. Regular, weekly or even monthly basis, conferences should be arranged by the project manager to share the ideas and other service level networks with the planning bodies. The project manager should also explain the benefits of member collaboration and open communication. With the help of open communication the roles and responsibilities of the project manager and lines of authority can be eventually explained.

1. In order to reduce the work pressure from the project manager and project team members it is necessary for a project planner to divide a large task into small segments. These small segments are known as project activities and based on the activities proper budget are allotted. It is the responsibilities of the project manager o accomplish a particular activity within the budget estimated. In case of project management, budget is used as a communication tool. Development of a project budget will save money and also helps to track income streaming. Budget as a communication tool will vocalize the ideas and business strategies as well.

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