HRM3703 Assignment 6 (QUALITY ANSWERS) Semester 2 2024

This document contains workings, explanations and solutions to the HRM3703 Assignment 6 (QUALITY ANSWERS) Semester 2 2024. For assistance whats-app us on 0.6.8..8.1.2..0.9.3.4.... Question 1 1.1 We asked ChatGPT to develop an employee social media policy for Company X, a South African company. Use what you have learned in this module to critically analyse the suggested policy that we have included below and answer these questions. (a) Indicate at least three areas for improvement to the policy that will help Company X to implement an acceptable social media policy for their staff members. Make suggestions about the information to include in the policy to address these shortcomings. (9) (b) Make suggestions on how Company X can ensure that all employees adhere to this policy. (2) Employee Social Media Policy - Company X 1. Purpose The purpose of this policy is to outline guidelines for employees regarding their use of social media. It is intended to provide clarity on the expectations of how employees represent themselves online, ensuring their conduct aligns with the values and reputation of Company X. 2. Scope This policy applies to all employees of Company X, including full-time, part-time, and temporary staff. It covers social media platforms such as Facebook, Twitter (X), Instagram, LinkedIn, TikTok, blogs, and forums where employees may engage with online communities. 3. Representing Company X Employees should be mindful of how they present themselves when discussing matters related to Company X on social media. If an employee shares information or comments about work, they should indicate that their views are personal and not those of the company. Employees are encouraged to use disclaimers like: "The views expressed are my own and do not reflect the opinions of Company X." HRM3703 Assessment 06 (Semester 2, 2024) 13 © UNISA 4. Code of Conduct • Respectful Communication: Employees are expected to engage respectfully in discussions on social media, ensuring that their language is civil and considerate. Discriminatory, offensive, or inappropriate language should be avoided at all times. • Avoid Conflicts of Interest: Social media activity should not create conflicts of interest with an employee’s role at Company X. For example, endorsing competitors or criticising clients may lead to complications and should be avoided. • Protecting Company Image: Employees should take care not to make statements or share content that could negatively affect the reputation of Company X. This includes refraining from negative commentary about management, co-workers, clients, or company practices. 5. Social Media Activity and the Workplace • Impact on Job Performance: Employees should ensure that their social media activities do not interfere with their work responsibilities. It is important that social media use does not hinder productivity. • Workplace Grievances: Employees are discouraged from discussing workplace grievances or conflicts with colleagues on social media. Such matters should be addressed internally through the appropriate channels. 6. Monitoring and Reporting Company X reserves the right to monitor public social media platforms where the company or its employees may be mentioned. However, employees are encouraged to report any social media activity that could potentially harm the company or breach this policy. All reports should be directed to the HR department. 7. Amendments and Review This policy will be reviewed regularly to ensure it is in line with developments in social media usage and remains relevant to Company X. Updates will be communicated to employees as needed. Issued by: HR Department, Company X Date of Issue: 1 October 2024 Next Review: 1 October 2025 Adapted from: ChatGPT, 2024. Employee social media policy for Company X. [online] OpenAI. Available at: [Accessed 30 September 2024]. (11) 1.2 Read the case study below and answer the questions that follow (note that some additional questions in this assessment might also be based on this case study). SUJANIAMBE WHOLESALERS IS EVOLVING Sujaniambe Wholesalers has been operating in Gauteng for several years. They have done so well that they were able to expand their operations to all the other provinces in South Africa. Soon after this expansion, they moved from a paper-based and Excel spreadsheet driven employee record system to an HRIS. The system allows staff members to apply for leave, view leave records, download payslips and apply for training without assistance from the HR department. Employees do this via an App that they download on their work computers HRM3703 Assessment 06 (Semester 2, 2024) 14 © UNISA or even their personal cellphones – all they need it so be linked to the Internet. Sujaniambe Wholesalers fully support these practices as they would like their staff members to always remain productive. As part of the recruitment and selection process at the company, they gather personal information from their staff members that it kept on their HRIS. This includes copies of identity documents, tax numbers, banking details, copies of qualifications obtained, copies of completed training certificates and performance-related records. The company has also introduced an extensive employee wellness programme that they have expanded since the onset of the Covid-19 pandemic. Record of assistance provided to employees is also kept as part of this programme. Staff members at Sujaniambe Wholesalers all have access to the HRIS to carry out their duties. Portions of the information stored on the HRIS are shared with outside parties such as SARS and the relevant SETA (and the Department of Employment and Labour) from which the company claims back skills development levies. The company has policies in place to regulate practices in the workplace and also to protect employee and customer information. (a) Does Sujaniambe Wholesalers have a responsibility to safeguard the information of their employees? Is there relevant legislation that they should adhere to (if so provide the full name and details of the legislation). (1) (b) When Sujaniambe Wholesalers embarked on the implementation of an HRIS, they digitised all the paper documents by uploading them on the HRIS. One day while one of the HR officers was busy scanning documents, he encountered a problem with the scanner, some of the documents he was busy scanned got stuck inside the machine and he logged a call at Office Solutions, a company contracted to take care of all the printing and scanning facilities at Sujaniambe Wholesalers for assistance. They sent out one of their best technicians, Gerald. When Gerald arrived, the HR Officer just stepped out to visit the canteen on site. Gerald started with the job and removed the papers that were stuck, put them aside in the printer room and continued to inspect and service the machine. Some other employees came to use the machine and they waited patiently for Gerald to finish. While waiting they noticed the stack of papers and they started paging through the documents. One staff member exclaimed, “can you believe that Sedzani from Finance is only 35 years old. She looks much older on this ID Photo”. The other staff member commented about Sedzani’s matric results and university results that they also found amongst the papers and said that she is concerned about the records on the system, if it is so easy to see these documents in the printer area imagine how easy it would be to find it on the HRIS. (i) Is the above situation problematic, motivate why you say so. (4) (ii) How should the HR officer have dealt with the situation differently? (2) (iii) What should Sujaniambe Wholesalers have done when they implemented the HRIS to reduce the fears prevalent in the scenario above at the company? (5) [23] Question 2 2.1 Sipho and Sumaiyah work at Bensubani Solar in the HR Department. The company has been operating in South Africa since 2009. They initially started in Gauteng and then expanded their business to the other provinces in the country. They also implemented an integrated HRIS to support the managers in managing their employees effectively. As the challenges with load shedding in the country increased their business thrived, but more competitors also entered this market. This severely impacted Bensubani Solar as many of their knowledgeable employees were recruited by the competitors. This seemed to be a growing trend and Sipho and Sumaiyah decide to investigate this further. HRM3703 Assessment 06 (Semester 2, 2024) 15 © UNISA The company employs a total of 530 employees at present. Over the last year the situation has changed. Twelve months ago they employed 590 employees. In total 60 employees left the company over the last twelve months. The year before 2% of the employees left the company. They invest a lot in terms of training employees. During the last twelve months Bensubani Solar has spent R1.475 million on training their 590 staff members. This seems like a huge amount, but it seems that the employees were able to take care of more successful solar installations after the training they received. During the last management meeting, Sipho and Sumaiyah raise their concerns about the fact that it seems that the company is losing a lot of staff members. The Financial Director asks them for figures to illustrate the severity of the problem (as a percentage) and further asks if Sipho and Sumaiyah can provide numbers to illustrate how much the company has invested over the last year in terms of training the staff members who have left their employment. Sipho and Sumaiyah reckon that they can use the HRIS to help them determine in numbers how severe this problem is and what the cost is. At the next meeting Sipho and Sumaiyah will have to: (a) indicate which metrics they have used (2 marks), (b) explain each metric (4 marks) and (c) they will have to show the formula that they have used and how they have calculated these two metrics for Bensubani Solar (5 marks). Sipho and Sumaiyah approach you to assist them with this task. (11) 2.2 Keep the case study in Question 1.2 in mind. Vinesh, Maria, Jabu and Selwin joins Sujaniambe Wholesalers and as part of their onboarding they are expected to complete a specific programme. This is closely monitored and the HR team has taken great care to make this journey structured and enjoyable for the newcomers. They have to access certain documents via a dedicated platform, familiarise themselves with this and then complete a quiz based on what they have learned. This is followed by information videos that they need to watch and then complete certain tasks to earn badges. As they progress, the system automatically shows the four participants and HR where they stand on a leaderboard and it seems that this is encouraging them to progress with the tasks ahead. (a) What HRIS trend does the above represent? (1) (b) Discuss how a company such as Sujaniambe Wholesalers can benefit from implementing such an approach. (2) (c) Provide the company with two recommendations to ensure that this approach is used to its full potential. (2) 2.3 Read the information below about some of the staff members at Sujaniambe Wholesalers (keep the information provided in the case study in question 1.2 in mind). Precious sees an advertisement online for a position at Sujaniambe Wholesalers as a warehouse manager in Gauteng. The company requires that she accesses the company HRIS via a link that they provide to applicants and as part of the application process she has to submit several documents, including certified copies of her qualifications. She also has to complete a quick questionnaire that deals with leadership styles and preferences. Sanjay and Vusi works in HR at Sujaniambe Wholesalers, they need to screen all the applications and review all the information submitted, this includes applications from internal candidates. Before the position is advertised they have a meeting with Pumeza who is responsible to ensure that Sanjay and Vusi will be able to see all the information and documents needed to make an informed decision about the applicants and compile a shortlist of suitable candidates for the position. Answer the following questions: (a) Is Precious regarded as an HRIS user? Motivate your answer. (3) (b) What HRIS users would Sanjay and Vusi be regarded as and what type of HRIS user is Pumeza? Briefly describe their HRIS roles. (6) [25] HRM3703 Assessment 06 (Semester 2, 2024) 16 © UNISA Question 3 3.1 Critically discuss the attributes of recruiting websites as indicated below (you have to choose only ONE company website from the list below). Use the information in chapter 9 of your prescribed book (5th edition) that relates to attributes of the recruitment websites and critically discuss all the facets of the “usability” of your chosen website (5 marks, ½ marks are awarded). Substantiate your answers with screenshots or screen clippings from your chosen website to illustrate what you are highlighting or discussing (3 marks). Do not simply rewrite information from the prescribed material; apply what you have learned to the website that you have chosen. (8) • • You should already know how to make and include screen clippings or screen shots and insert it into a MS Word document. If you are not sure how to make screen clippings or screenshots and insert them in an MS Word document, you can find information in the document under Additional Resources in the Skills folder on the HRM3703 myModules site. 3.2 Refer to the case study in question 1.2 and keep this information in mind. Then read the information below: When Sujaniambe Wholesalers implemented their HRIS, the HR team prepared a full benefit-cost analysis for Top management. Providing details of all the costs involved and also a list of the advantages. Before their presentation they tested some of the principles and information that they wanted to convey with the Marketing Manager. The marketing manager wanted to know during the HR Team’s presentation why they also focused on indirect cost savings. “Is Rand and cent not the most important factor?”, the team responded. During their presentation to the marketing manager, the HR team specifically did not only focus on direct cost savings because it would not take into account HR’s strategic role in the effective functioning of the organisation, in many instances cost-reduction items included as direct costs are in fact indirect costs because it is difficult to measure in Rand and cent terms and lastly it is important that when savings are linked to time that will be saved that these are realistic. After the feedback from the Marketing Manager the HR team realised that the manner in which they present to Top management might impact on the success of the project. Guide the team and help them to establish how they should present their analysis to Top management who are the ultimate decision makers in terms of the HRIS implementation. (6) 3.3 Refer to the case study in question 1.2 and keep this information in mind. You need to be able to integrate what you have learned to answer this question. Consider how the various HR activities impact each other and consider the information flow in an HRIS. Sujaniambe Wholesalers makes use of an integrated HRIS. The company expanded its operation to other provinces in South Africa and they moved from a paper-based system to an integrated HRIS. Employees use the HRIS to apply for leave and for training etc. Discuss how the HRIS can assist the staff members at Sujaniambe Wholesalers in the following situations: (a) How will each employee know exactly what is expected of them in their job roles? (1) (b) How can the warehouse managers use the HRIS to establish what qualifications and training their staff members have successfully completed, whether their employees comply with the required safety and first aid training requirements and identify possible gaps? (3) (c) Can line managers or warehouse managers use the HRIS to manage the performance of their staff members at Sujaniambe Wholesalers and keep them motivated? Motivate your answer. (2) HRM3703 Assessment 06 (Semester 2, 2024) 17 © UNISA 3.4 Refer to the case study in question 1.2 and keep this information in mind as well as the other information that was shared about the organisation in all the questions in this assessment. How can Sujaniambe Wholesalers use workforce analytics to manage their talent?