Assignment #2 - Group 5

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Lambton College *

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1103

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Management

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Apr 3, 2024

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Navigating Rapid Growth HRM Practices “MapleTech Solutions ” Group 5 C0915821 Shirly Residuo C0903112 Timyas Del Mundo C0906019 Julianne Regine Roldan C0905144 Cheryl Anne Chaves C0905288 Voshiana Williams C0910829 Rajvi Panchal Lambton College Business Management Human Resources MAN 1103_3 Sabrina Ramlall December 2, 2023

I. INTRODUCTION In this rapidly changing world of technology, MapleTech has remained constant. With hardwork and dedication, the company has rapidly progressed into making a name for itself in the tech industry. The company has come a long way from its humble beginnings from the garage of its founders. However, as the famous quote says, with great power comes great responsibility. Despite having a successful and talented Human Resources (HR) department, MapleTech has been lacking with regards to a streamlined HRM approach. The company’s initial instinctive and improvisational approach may have worked in the past, but is unable to predetermine the issues relating to training and development, performance management, and total rewards. This report provides strategies and recommendations that MapleTech can be included in their HR management practices to address these issues. By incorporating these practices, MapleTech will be able to transform and effectively manage its talented workforce, while maintaining its position as an industry leader. II. TRAINING AND DEVELOPMENT

III. PERFORMANCE MANAGEMENT Note: The cycle of the performance management will be done on a quarterly basis per year .

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1. Employee sets goals and reviews KPIs – The first step in performance management is for the supervisor to collaborate with the employee to set SMART goals (Specific, Measurable, Attainable, Realistic and Timebound). These should also be aligned with MapleTech’s objectives as an organization. This is also the step wherein employees are made aware of the Key Performance Indicators of his/her role. For a people analytics role, this can be HR data accuracy, turnaround time for HR Reports needed by the business, and turnaround time for creating HR Dashboards. By doing this, MapleTech can ensure that the employees’ goals are in line with the company’s overall objectives and strategy. 2. Gathering 360 Degree Feedback using Ratings – In this step, an employee gathers feedback from supervisor, peers, stakeholders. The employee will also do self-assessment using ratings. 360-degree feedback is important to better understand each employee’s strengths and weaknesses (IceHrm, 2020). This gives a more complete understanding of MapleTech employees’ performance. 3. Performance Evaluation – During performance evaluation, employees will have a one-on-one discussion with the supervisor to review the result of his/her scorecards, as well as the result of 360-degree feedback. Supervisor will also go into depth of the reasons in case there are any discrepancies from the self- assessment and feedback from supervisor, peers and stakeholders. One on one discussion of performance can help employees identify their weaknesses in case they have any which they were not aware of. 4. Coaching – In coaching, supervisor and employee identifies the need for improvement based on the performance evaluation discussion of scorecards and 360-degree feedback. In this, the employee and supervisor will have an in-depth discussion of the employee’s strengths and weaknesses, and what could be done right and better for the next performance evaluation cycle. This may increase MapleTech employees’ motivation and engagement. 5. Documentation – The supervisor documents the result of the employee’s performance evaluation and can be the basis for promotion/appraisal. IV. TOTAL REWARDS Recognizing MapleTech’s employees' efforts and hard work makes them more valued and rewarding. It fairly makes them go above and beyond about their careers and goals, attracting them to do their best. As Pip Rule (2023) said, “money isn’t the only motivating factor in the workplace because some employees are also looking for an experience, day-to-day challenge and fulfillment, their growth opportunities and a sense of value and belonging – all of which come from a culture where recognition and appreciation are ingrained.” These are the benefits we think best suit the prospective employees of Maple Tech:

V. HR STRUCTURE CONSIDERATIONS Maple Tech Solutions is considered a medium-sized organization with approximately 300 employees. The Functional Structure for the HR Department is suitable compared to other HR models as functions are grouped according to the specialization or expertise of HR members. This chart can efficiently support the organization even with its rapid growth. HR Director - An HR director oversees the overall human resources strategy, including formulation and implementation of policies into recruiting and hiring practices, training and organizational development, performance management, compensation & benefits administration, employee relations and compliance with employment laws and regulations. The HR Director also serves as HR Business Partner to different business units in the organization and as Chief Diversity Officer. The role directly reports to the CEO. Talent Acquisition Supervisor - This role handles the end-to-end recruitment operations of internal and external hiring, internships, campus recruitment, industry partnerships and vendor management. The TA Supervisor also maintains the Applicant Tracking (ATS) system and recruitment reports. Learning and Organizational Development Supervisor - This role manages the execution of training programs (soft-skill and technical), new hire employee orientation, performance

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management (performance improvement plan, succession planning, and promotion), organizational development and external vendor partnerships. Learning and Organizational Development Specialist - The Specialist supports the Supervisor's tasks focusing on logistics, scheduling, data reporting and vendor management. This role also maintains the Learning Management System and Performance Management System. Compensation and Benefits Supervisor - This role is responsible for the administration of all compensation and benefits processes not limited to timekeeping, payroll, benefit plans (health insurance, life insurance, retirement) and other total reward initiatives such as (leaves, allowances, employee assistance program), off-boarding and statutory government compliance. This role is the main contact for the Human Resources Information Management System (HRIS). Note: Payroll is outsourced to a vendor partner of MapleTech Solutions. Compensation and Benefits Specialist - A specialist under compensation and benefits supports the Supervisor's tasks but focuses on timekeeping, administrative functions and vendor management including renewals and billing processing. Employee Relations and Engagement Supervisor - The Employee Relations and Engagement Supervisor is the main contact person for the implementation of labour relations strategies including various programs and policies to address the organization’s HR requirements. The role negotiates collective agreements on behalf of both parties (employers and employees), prepares disciplinary actions, ER reporting, and ensures employment laws and regulations’ compliance. The role is also responsible for creating and implementing monthly, quarterly and yearly HR activities for the whole organization or specific units. VI. LEGAL AND ETHICAL CONSIDERATIONS Overall, there are several legal and ethical considerations for MapleTech to successfully execute the proposed HR practices in this report. All of these can be prioritized to provide a

more fair and inclusive work culture for all employees and stakeholders of the company. These should be consistently followed and considered by all levels of the HR structure, but mostly be led by the Employee Relations and Engagement Supervisor.

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VII. CONCLUSION In summary, establishing all these structured HRM practices will be vital for the continued growth and long-term success for MapleTech. Due to the rapid expansion, the company needs to improve and solidify its areas in Training and Development, Performance Management, Total Rewards, overall HR Structure, and also in incorporating Legal and Ethical considerations. For Training and Development, these were designed to cater both new hires and also existing employees. Hands-on learning plans will be effective for new hires as it will be able to expose them to real-life work experiences, showcase their technical abilities and improve critical thinking abilities. For existing employees, it will be beneficial as it will help them enhance their skills, abilities, and talents in the organization. With proper execution, these will all increase productivity and quality of performance of employees that will improve retention and talent attraction. On the other hand, the mentoring and coaching programs emphasize benefits of employees’ personal and professional development. Advantages will include development of leadership skills, enhanced problem-solving abilities, and improved overall performance. These will also lead to improved retention, lower attrition and better talent attraction for the company. For Performance Management, it is recommended that MapleTech will focus on goal setting, 360-degree feedback gathering, performance evaluation, coaching, and documentation on a quarterly basis per year. This type of structured approach will prioritize continuous improvement that will improve employee performances and also ensure employee engagement. For the Total Rewards, both financial and non-financial benefits are recommended so that recognition and appreciation will go beyond monetary benefits to make the workers feel more valued and motivated. For the HR Structure, it is necessary for a model that is according to the specialization or expertise of HR members. This type of structure can efficiently support the organization even with its rapid growth and will address the needs of the employees. For Legal and Ethical considerations, it is important for MapleTech to think of laws and acts that may affect the way they run programs and processes for its employees like the Employee Standards Act, Accessibility for Ontarians with Disabilities Act, Personal Information Protection and Electronic Documents Act, Human Rights Code, Pay Equity Plan, and the Employment Insurance Act. With proper execution of the establishment of these HRM practices, we expect MapleTech to continue their growth and become successful in their expansion. These are all necessary adjustments that are important in establishing HRM practices that will increase employee retention, job satisfaction, and the overall image of the company to its internal and external stakeholders.

REFERENCES Accessibility in Ontario. (n.d.). ontario.ca . https://www.ontario.ca/page/accessibility-in-ontario Employment Insurance (EI). (n.d.). Canada.ca . https://www.canada.ca/en/employment-social- development/programs/ei.html IceHrm. (2020, March 19). What is 360-degree feedback and why it's important? IceHrm. https://icehrm.com/blog/what-is-360-degree-feedback-and-why-its-important/ Ikram, Lubna (2023, March 16). Top 12 Non-monetary Incentives To Motivate And Retain Your Employees . VANTAGECIRCLE. https://blog.vantagecircle.com/non-monetary-incentives/ Jain, Deepti. (2023, July 7). HR Organization Structure & Chart (Examples + Types) . Select Software Reviews https://www.selectsoftwarereviews.com/blog/hr-organization-structure- and-chart#what-is-a-human-resources-organization-chart Michael Page (n.d). 7 Non-Monetary Incentives to Motivate Your Team . https://www.michaelpage.ca/advice/management-advice/7-non-monetary-incentives- motivate-your-team Office of the Privacy Commissioner of Canada. (2019, May 31). PIPEDA in brief. https://www.priv.gc.ca/en/privacy-topics/privacy-laws-in-canada/the-personal-information- protection-and-electronic-documents-act-pipeda/pipeda_brief/ Ontario Human Rights Code: Frequently asked Questions | CFIB. (2021, May 12). Cfib-fcei.ca https://www.cfib-fcei.ca/en/tools-resources/ontario-human-rights-code-frequently-asked- questions Overview of the Pay Equity Act. (n.d.). Canada.ca. https://www.canada.ca/en/services/jobs/workplace/human-rights/overview-pay-equity- act.html Rule, P. (2023, September 4). WHY EMPLOYEES NEED BOTH FINANCIAL AND NON- FINANCIAL REWARDS. Boost Works. https://boostworks.co.uk/blog/why-employees-need- both-financial-and-non-financial-rewards/ Stacey, K. (2023, August 7). 10 Effective Monetary Incentives and Rewards to Motivate & Reward Employees In 2023 . Connecteam. https://connecteam.com/e-monetary-incentives/ Vacation | Your guide to the Employment Standards Act. (n.d.). ontario.ca. https://www.ontario.ca/document/your-guide-employment-standards-act-0/ vacation#:~:text=Vacation%20pay%20must%20be%20at,than%20five%20years%20of %20employment . Wong, K., & Wong, K. (2023, August 28). 18 employee incentive programs to engage your team . Achievers. https://www.achievers.com/blog/employee-incentive-programs/

Assignment #2 - Group 5

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