43946387-final-hr.doc

Ideal Profile Matching - Finishing Manager

B r a n d i x Table of Contents 1. Introduction.................................................................................................................... 2. Objectives 3. Introduction to the company

2. Preparation of Job Description.......................................................................................... 3. Ideal Profile machine model.............................................................................................. 3.1 Selection Criteria, weights and reasons....................................................................... 3.2 Decide the method of selection.................................................................................... 3.3 Develop the ideal profile............................................................................................. 3.4 Asses the suitability of candidates for the post – Job.................................................. 3.5 Match the assessment for the candidates with the ideal profile................................... 3.6 Make selection decision of the candidate.................................................................... 4. Conclusion Appendix................................................................................................................................

1. Introduction “HRM is the efficient and effective utilization of human resources to achieve goals of an organization” (Prof. [Dr.] Henarath H.D.N.P. Opatha 2009, p. 7). It is a function where an organization focuses on recruitment of, management of, and providing direction for the people who work in the organization. Human Resource Management is revolving around the organizational function that deals with issues related to people such as compensation, hiring, performance management, 2|Page

organization

development,

safety,

wellness,

benefits,

employee

motivation,

communication, administration, and training. Selection is the most important function among the HRM since the overall efficiency and the effectiveness of the organization is depends on the selection of right people at the right time for the right job. This implies that the incorrect selection of people for the jobs will end with the ultimate inefficiency of the organization. Where as selection is the process of making the choice of the most appropriate person from the pool of applicants recruited to fill the relevant job vacancy. (Prof. [Dr.] Henarath H.D.N.P. Opatha 2009, p. 7). For the process of selection there are several methods to be used. The ideal profile matching approach is one of the leading solutions for achieving the selection objectives. This study will base on the application of ideal profile matching model for the selection of finishing manager.

2. Objectives The selection process is one of the most vital functions of the HRM. The application of the selection process theories may or may not apply by the organization in their selection of candidates. In some cases the organizations are using unique methods for their selection processes. However the selection process should be a well developed, unique and standardized to respective organizations since the organizations should go away with those employees to survive in the competitive market arena. The ideal profile matching model is on of the accepted approach in the selection process of many developed Human Resources management area. This will leads to select the best

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who will match with the ideal employee or role modal that devotes full capabilities for the success of the organization Therefore the objectives of the study basically, 

To apply the ideal profile matching model into a actual scenario.



Understand the theories in practical and effective way

3. About the company Brandix Casualwear Brandix Casual wear forms the core of the Group, its flagship unit where 'inspired solutions' are conceptualized in a holistic service to its customers. The company supplies, woven bottoms, basic pants, cargo pants, 5-pocket jeans, shorts and skirts; the quintessence of Brandix product portfolio, to the world's top brands. Its seven production facilities include a state-of-the-art, fully automated denim facility which is the first of its kind in Sri Lanka.

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Brandix Casualwear not only leads the Group in sustainability but in innovation too. The new Centre of Inspiration (BCI), a centralised facility in Ja-Ela, Sri Lanka is an ingeniously designed product design and development centre. The 270,000 sq.ft. Onestop-shop has exceeded expectations, by significantly increasing productivity.

4. Position Description To ensure the accuracy of the ideal profile matching of finishing manager’s position, we upgraded the job description relates to the post of finishing manager. Instead of job description, company call it as position description Position Description: Title:

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Finishing Manager

Function:

Finishing

Incumbent: ENTITY:

Location: Brandix Casualwear Ltd

Reports to:

Level: Reportees:

Purpose: To ensure that the products are packed as per the customer’s specifications and production schedule. Key Tasks

Key Performance Measures

To monitor the weekly and monthly shipment Shipment Plan plan and see that deliveries are sent within the stipulated time To validate the finished goods against the approved samples

Inbuilt

To ensure that all finished goods are as per Finishing FPY the customer standard & as per order quantity To closely monitor the production targets, and see that they confine to the shipment dates

Inbuilt

To ensure finishing reconciliations are done on time per shipment

Finishing reconciliations

To ensure that damaged garments are Cut Ship % salvaged through means of mending/ painting or any other process which the respective shipment requires as a mode of salvation Ensure to be within the overhead / cost budgets of the department

Budget Vs Actual

Work closely with sewing floor, washing plant, Planning & Marketing teams to ensure that the order is fulfilled as per the shipment date, standard & quantity

Order fulfillment %

Drive & Maintain a satisfied & productive

Employee satisfaction survey

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work force Duties of the Finishing Manager:  

Establish Key Performance Indicators (KPI's) for the Finishing departments and ensure productivity, efficiency and quality are monitored and corrective action is taken as required. Organizing, planning and managing weekly work schedules



Holding client meetings and reporting progress



Delegating and managing trades staff and sub contractors



Management of Health and Safety on site



Dealing with external consultants such as Architects and Planners.



Assist operations in developing the technical and the operating capabilities of its personnel through a suitably planned training program and to monitor and adapt said program for optimal effectiveness.



Act as a communications conduit between day shift and off day shift operations



Continuously monitor Finishing operations for safety, environmental, and housekeeping concerns and ensure preventative and corrective action is taken to protect our employees and our environment



Ensure appropriate resources are available to meet customer requirements at the lowest possible cost.



Establish schedules for preventative maintenance and then monitor and coordinate execution



Ensure that all elements of the APEL's Quality System are being followed.



Actively participate in Continuous Improvement and LEAN Initiatives.



Contribute as a member of the Senior Management Team



Actively keep informed of latest production and technological changes in finishing technologies to assist APEL in becoming World Class.

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Job Specifications and Requirements

:



The ideal candidate will have at least 4 years of manufacturing experience with 2 years experience managing people, equipment and processes.



Direct experience in an aluminum extrusion environment with a focus on one or more fabrication areas (Anodizing, Paint, Waste Treatment, and Fabrication) is a decided asset



Post secondary education in management, engineering, or manufacturing



Proven experience managing people and priorities in a unionized environment



Education and training in Safety, Quality and Lean Manufacturing concepts



highly desirable: knowledge of and a background in ISO, lean manufacturing tools such as Six Sigma, Kaizen, root cause analysis, Kanban, etc.



Should process the following skills. -

Management Planning Leadership Good communication skills in both English & Sinhala languages & Computer literacy.

 Ability to create and manage production budgets.  Strong interpersonal skills; a team player and independent worker.  Demonstrated effective verbal and communication skills.

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Compensation: Excellent remuneration and benefits package commensurate with experience. Authority To utilize the given work force and physical resources efficiently and effectively to achieve the given targets.

Financial Authority To achieve the relevant budget targets and given from time to time by the management. Important notifications Should maintain high degree of ethics and zero level of errors. Ensure any of your activities do not impact negatively to department / company operations, internal and / or external customers, costs and timing of product or deliverables.

Working Conditions: Works in a state of the art modern factory, when the production process is supported by both modular line set up and normal line set up. Working hours will be at least 8 hours per day Physical surroundings Adverse working environment

:

Large fleet of Machinery, Conveyers, Raw

Material / Final product storages : Work involves monitoring of

highly

sophisticated Machinery. Hence, adherence to the relevant safety methods is required. 9|Page

Physical effort

:

Not Applicable

Extensive Hours

:

May have to work extended hours as and when required.

5. Ideal Profile machine model According to the Monappa and Sayiyadain ideal profile matching is “A profile of typically successful employee is developed on the various predictors which measure job success. The procedure entitle administering various predictors on successful employees of a given level of a job. There average scores on this predictors are calculated, and these are then used as a standard to judge the scores of applicant on the same predictors”. Monappa and Sayiyadain (1991, p.111) Through out this study the selection of an employee for the post of finishing manager will be based on according to the above definition given by Monappa and Sayiyadain. This approach is most important in the process of selection where the organization could select the best employee who will match with the best employee who is performing well in the organization. Based on the Job description prepared above the researches developed a ideal profile that mach the candidates profile whom the company are in need of selection for the post of finishing manager. This involves several steps, and detail process which applied is discussed bellow under individual sub topics. From this point we are applying the ideal profile matching for the finishing manager. To develop this foundation will be the position description or the job description .According to that we identify the most important aspects of finishing manager as selection criteria. To facilitate the flow of ideal profile matching steps of ideal profile matching introduced by the prof.H.D.N.P.Opatha is followed.

5.1 Selection Criteria, weights and reasons 10 | P a g e

The first step in ideal profile matching is selection of factors which assessment of candidates is done in order to determine the degree of suitability for the post concerned. As the compositions of the researches are from different sectors and they have plenty of experiences in relevant field, method of discussion with the researchers and the finishing manager who is going to be the ideal profile in our selection process at the Brandix causeware Ldt has been used to determine the criteria for the position which ideal profile been prepared. When deciding the weights for the selection criteria the major attention were given by considering the ideal profile experience in his service period and the criteria what he is believed of his success and the contribution to the organization were given more weights. Then the weight for each criteria and reason for the same were decided after serious consideration on relevancy and contribution to the post in actual scenario. The detail analysis on how the given weights were arrived is given in the table 5.1a in the appendix. Table 5.1: Selection Criteria, Weights and Reasons Selection Criteria Weights Reasons 1.Education(High school/Professional institute/University)

15

When Education is concern this post required overall knowledge on most of the management discipline, because in their position description they have emphasis that the finishing manager should responsible for overhead budgets, maintenance of satisfied workforce, achievement of production targets, employee relations. Hence, candidate should not specialize for specific field. To fulfill this he should possess the general MBA which covers overall disciplines. and the other most important reason for requiring masters level education is it will facilitate the management of Human relations since most of the employees are well educated and to

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manage them the finishing manager should have the higher acadamic qualification.

2.Experience in Appeal industry as staff grade position

20

Minimum three year experience in apparel industry as a key person is essential since this post highly emphasis on achievements of variety of targets. Works under any pressure, time management, deadline achievements are highly depend on the previous experience. Education and experience are equally important since assigned weights are equal for education and Experience .

3. Competency

25

Specific knowledge and skills from initial process to end of the apparel procedures, rules and systems are needed by one who wishes to be a good finishing manager. To assure current competency on production management it is important to have better knowledge on entire processes, together with sound technical knowledge. In addition teaching and training ability, basic understanding on time and work-study, layout setting up and line balancing, labour management and

decision

competency

making in

is

essential

finishing

to

management

show to

a

significant level. Compared

to

experience

and

educational

qualification, the highest weight 25 is given to competency

because

it

highlights

the

most

important areas as the position is concerned. 4.Intelegence

12

Important to have better understanding of job supports to be taken from supporting departments

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by having situational analysis with intelligence to maintain high production performances. 5.Communication ability

10

High capabilities in communication is essential since the finishing manager should meet the customers while they getting the orders. Especially customers in abroad needs to check the quality of the process in such a situation the finishing manager’s

6.Human Relations Competency

08

communication capabilities are highly important. Finishing manager should be capable to manage the favorable relations with higher level authorities as well as especially, with lower level employees who devote their fullest capacity to meet the targets. In this context he should knowledgeable of motivating the peoples, controlling those to achieve the targets as well. Under the human relation competencies he should posses the sound knowledge on basic human

7.Knowledge of labour law

05

relational concepts Having knowledge about the labour law Is essential in any managerial level positions. As a finishing manager it is required to deal with the lower level employees to ensure the final quality of the product. In Brandix casualware lts larger propotion of workers are represent by the women. Therefore having the knowledge of leave entitlement of employees, working hours and workers benefits are also important In order to manage his work

8.Charactor

10

efficiency . Person, processes virtues such as honesty, responsibility, loyalty, self discipline, respect and should have a good personality vices such as corruption, prejudice, and anger retaliation will be important foundation to perform successfully.

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5.2 Decide the method of selection To recruit most competent person for the post it is very much essential to have large pool of candidates. So, to achieve this target putting paper advertisements in most of the weekend newspapers and web publishing should be used. If there is any possibility of head hunting it is also more important. Once company received the application first company should filter the candidate through the careful supervision of job applications. Through this evaluation organization could identify the basic criteria of education and experience which is the degree from recognized university with 3 to 5 years experience in apparel industry as the minimum qualification. A candidate who does not posses above minimum requirement will reject in the first stage. The intelligence will judge through an intelligence test, finishing management and human relation competency, Knowledge on project management and knowledge on lean management tool will assess through the interview and case study analysis which is relevant to the post of finishing management practical aspects. Knowledge of labour law criterion will assess through the interview and finally the character will investigate by calling for referee reports. The method of interview intelligence test and the case study method have explained in following details. 5.2.1Interview A structured interview, will used in the first stage which includes predetermined set of questions will applied to identify the each job applicants’ general profile, level of education, verbal proficiency & work experience. A panel interview is used in order to carry out a fair and impartial out come from this exercise. The panel of interviewers will consist of the senior managers in production, HRM, and finishing and this will chaired by the general manager of the company.

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5.2.2 Intelligent Test This is an oral test which questions were offered to judge the intelligence & decision making ability. Questions were prepared according to the practical situation where intelligent thinking is needed. 5.2.3. Case study analysis This will used for the identification of the candidate’s finishing management and human relation competencies. Basically this will be a real incident which has faced by the company during their past performances. So the company can identify the person who can develop the best solution for the real problem. 5.2.4 Background Investigation The main purpose of carrying out a background investigation with selected candidates is to check their past behavior, history & character which has direct impact on performance of the position holder and the acceptance of the other members in the organization. The investigation was mainly focused on four areas directed by members of the interview panel. Those four areas can be classified as academic, employment, personal & finance. This will do through by calling for the referee reports. Therefore interview, one intelligent test, case analysis and background investigation has been used as selection methods in this process.

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The following figure represents the selection process of the company Background Investigation Case study Analysis

R E J E C T I O N

Interview

Intelligence Test

Application Evaluation

5.3 Develop the ideal profile The most important part of the ideal profile matching is to determine the realistic and accurate scores for each criterion which already decided. In this study, the researches have identified one well experienced person in the filed of apparel manufacturing who have shown excellent results and matching the qualification to the already developed job description. Accordingly a senior finishing manager in Brandix Casualwear ltd had chosen as the ideal profile in this study. The scores of the ideal profile were taken as follows.

Table 5.2: Decided weights and the scores of the expert selected 16 | P a g e

Selection Criteria

3. Finishing Management competency 4.Knowledge on Project Management 5. Knowledge on lean Management tool 6.Intelegence

Method of Selection Interview/ Application evaluation Interview/ Application evaluation Interview and Case study analysis Interview and Case study analysis Interview and Case study analysis Intelligence test

7.Communication ability

Interview

1.Education(High school/Professional institute/University) 2.Experience in Finishing Management

Weights 15

10

15

10

15 05

Case study analysis

9.Knowledge of labour law

Interview

12

6

08

Back ground investigation

2 2

05 10.Charactor

12

05

10 8.Human Relations Competency

Scores

10

7 5 2

6

Note: Ideal position holder was selected according to the field experience on group members and the scores for the each criterion’s were given by an evaluation made by group members.

5.4 Asses the suitability of candidates for the post – Job As there is only one job vacancy for the finishing manager in the company researchers have taken only three candidates out of several for evaluate them on selected criteria. This step will start once the initial application evaluation, interviews and case study analysis have been completed. Researches expectation is to complete this before the background investigation of the candidates. The evaluation results for three applicants namely FM 1, FM 2 and FM 3 are shown in the table bellow. The following figures are hypothetical.

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Table 5.3: Evaluation Results of Job Candidates Selection Criteria 1.Education(High school/Professional institute/University) 2.Experience in Finishing Management 3. Finishing management competency

4.Knowledge on Project Management 5. Knowledge on lean Management tool 6.Intelegence

7.Communication ability 8.Human Relations Competency 9.Knowledge of labour law

FM 1

FM 2

FM 3

10

9

12

10

12

12

8

10

10

3

2

4

2

2

2

8

9

6

5

5

5

5

4

3

3

3

1

7

5

4

10.Charactor

5.5 Match the assessment for the candidates with the ideal profile According to the Monappa and Saiyadain, there are two techniques that can be used to select the best candidate through ideal profile matching. To understand the application and ensure the accuracy of the matching results we used both techniques in this effort. Accordingly the correlation technique and deferential technique were tested and results were taken.

5.5.1Correlation technique

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Here we have calculated the correlation coefficient for three job candidates (Between the idle profile and each candidate). The mathematical equation to calculate the correlation of coefficient (r) of any given two values of X & Y is as follows. Where N = number of selection criteria. Correlation Coefficient - r

Where X = Score of Idle candidate & Y = Score of Job candidate Lets take FM1 = Y1 FM2 = Y2 & FM3 = Y3 Following tables represent the calculation of correlation coefficients of FM1 with the ideal profile. Table 5.4: Correlation coefficient calculation X

Y1

10 10 12 2 2 6 7 5

10 10 8 3 2 8 5 5

∑ X=

62

∑ Y1 =

XY1

X²

100 100 96 6 4 48 35 25 61

∑ XY1 =

462

Y1 ²

100 100 144 4 4 36 49 25

∑ X² =

502

100 100 64 9 4 64 25 25

∑ Y1 ² =

∑ XY1 - ∑ X∑ Y1 / N =

83.8

∑ X² - (∑ X)² / N

=

117.6

∑ Y1 ² - (∑ Y1)² / N

=

76.9

√[∑ X² - (∑ X)² / N ∑ Y1 ² - (∑ Y1)² / N] =

6.38

r1

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449

0.8812

Like wise by substituting Y2 & Y3 values in to above table we can obtain correlation coefficients for each job candidate as r2 = 0.9518 r3 = 0.8814 Table 5.5: Correlation coefficients Job Candidate Correlation Coefficient

FM1

FM2

FM3

0.8812

0.9518

0.8814

5.5.2 Differential technique Here we have calculated the degree of similarity or dissimilarity between the idle profile and each of the job candidates. D – Difference between the scores of the ideal profile and the scores of the candidate with regard to each selection criteria. SD – Squired Difference i.e. D² Table 5.6: Differential Technique Indices of Similarity Selection Criteria

1. Education 2. Experience in production Management 3. Production management competency 4.Knowledge on project management 5.Knowledge on lean management tool 6. Intelligence 7. Communication ability. 8. Human relations competency. 9. Knowledge of labour law. 10. Character. Total 20 | P a g e

Difference from idle profile for FM1 D SD

Difference from idle profile for FM2 D SD

Difference from idle profile for FM3 D SD

0

0

1

1

1

1

0

0

-2

4

2

4

4 -1

16 1

2

4

0

0

2 0

4 0

0 -2 2 0 -1 -1

0 4 4 0 1 1

0

0

-3

9

2

4

1

1

-1

1

1

1

0 0 1 2 1 -2

0 0 1 4 1 4

27

25

29

5.6 Make selection decision of the candidate The selection of the candidate will base on the techniques which were used for the identification of the best candidates among the selected three best candidates. It will be the who got the highest correlation coefficient and the lowest difference with ideal candidate according to the differential technique. Accordingly the job candidate FM2 is selected to fill the vacancy of the finishing manager at Brandix Casualware Ltd as he got the highest correlation coefficient .9518 and the lowest differential value 25. According to this FM2 is the most appropriate person to select.

Reference Prof. (Dr.) Opatha H. H. D. N. P. 2009, Human Resource Management, Prof. (Dr.) Opatha H. H. D. N. P., Colombo. George Bohlander & Scott Snell,managing Human Resources,Thomson south western, United state of America

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Appendix Table 5.1a: Allocation of weights for criteria Selection Criteria Method of Weight Analysis Selection 1.Education(High Interview 1. School -5 school/Professional 2. Prof.Inst -10 institute/University) 3. University-15

Weights 15

2.Experience in Interview Finishing Management

1. 01 year Ex -5 2. 02 years Ex -10 3. 03-05 years Ex-15

15

3.Finishing Management Competency

Interview and case study analysis

1. Knowledge on entire 15 pro.pros-05 2. Pro.Planining-05 3. Tech.Knowledge-05 4. Time and Work study knowledge with layout setting-05 5. Decision making ability05

4.Knowledge on Project Management

Interview and case study analysis

Will be assess through the case 5 study analysis solutions and answers at the interview

5.Knowledge on Lean Management Tool 6.Intelegence

Interview and case study analysis Intelligence test

Will be assess through the case 5 study analysis solutions and answers at the interview Will be judged against answers 12 to the question offered

7.Communication ability

Interview and practical test

Oral Written

8.Human Relations Competency

Interview and case study analysis

Will be assess through the case 08 study analysis solutions and answers at the interview

10

9.Knowledge of labour Interview law

Will be judged from questions offered

05

10.Charactor

Judged from the feed back

10

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Back ground investigation