Managing Resources for Improving Fire Safety Awareness amongst Young Children - Term Paper Example

Running Header: Managing Resources Student’s Name: Instructor’s Name: Course Code & Name: Date of Submission: Abstract This report explores the issues of resource management and human resource management on the project that is aimed on improving fire safety awareness amongst young children of primary school age. The project will involve recruiting of two new full time employees who will be expected to act as practitioners for community safety awareness. In addition to employing staff, other resources required will be identified for the programme to succeed. Procurement procedure of acquiring necessary equipments and materials will also be addressed. Methods to evaluate progress of the project will be indentified in order to make sure that the aim and benefits of the project are achieved. Policies to be used in the programme will be set by the organization to see into it that success has been achieved. The project will be carried out according to Fire and Rescue Services (FRS) objectives. Operation assurance officer will have duty to facilitate programme to ensure that staff are well motivated and highly skilled. Contents Abstract 2 Contents 3 Introduction 3 Selection and Recruitment of Staff 5 Preparing Recruitment 6 Additional Resources 8 Procurement 9 Job Description 10 Project Evaluation 10 Policy 11 Operational Assurance 11 Conclusion 12 References 13 Introduction The managing nature is variable and it is associated with all of organization activities (Edward 1986). Therefore, management is carried out in all of organization levels because it is not discrete or separate function. A firm cannot centralize or departmentalize management like other department from functions like accounting, marketing, personnel or production. Management is appropriately viewed as a method common to every function performed by the organization. Management can also be seen as the process of attaining objectives of the organization, in an environment that is changing, by attaining balance on equity and effectiveness, efficiency, working through and with other persons and achieving a lot from resources which are limited. Objectives are the admirable final results that firm struggles to attain. Policy gives the operational guidelines and tasks of the organization revolving around the objectives framework. Apart from recruiting employees, organization is required to identify other resources required in order to achieve objectives of the project. Department for Communities and Local Government (2009, p. 7) argue that procurement is used to acquire needed resources such as services, goods and labor force from third parties. This process spreads in the entire cycle starting from identifying the wants, to the final step of servicing contract or termination of the economic life of a good. A financial appraisal is used to support decision on choice of resources acquired. Net present Value (NPV), weighted average cost of capital (WACC) and capital pricing model (CAPM) are major methods used in financial appraisal of the acquired resources. Evaluation of the attained results, in comparison to outcomes, dictates performance measures of the project (Jennifer 2009, p. 3). In case of service of fire, the admired outcomes are difficult to measure and this includes fires suppressed or prevented, and property and life saved. Cost- benefit analysis (CBA) and weighted benefit scoring (desiderata) are used to evaluate the project while including factors of non financial impact. Policy is used in management of resources since it gives direction on guidelines to make decisions with an aim of attaining objectives (MSU 2004). In the organization, operational assurance is aimed to make sure that the work force is well motivated and highly skilled in order to win public trust. Selection and Recruitment of Staff The process will involve recruiting and selecting two member staff who will act as community safety practioners to educate primary school children on fire safety. The organization will recognize that it is critical to have a clear knowledge as to where excellent candidates can be easily located, how efficiently organization can make contact with them and secure their applications. Selection and recruitment decisions will highly dictate organization strength towards meeting its plans and set objectives (Edward 1986). It will be an obligation of the firm to commit energy and time toward recruitment of staff of high caliber. The process will be two-way; candidates will be allowed to make decision on whether they would wish to work in the organization and also the appointed members of committee will evaluate the appropriate individuals for the positions. The impact of inappropriate recruitment and selection are enormous and they usually extend over a long period. The organization will be fully committed to selection and recruitment process that is systematic and efficient. This will assist in appointing, selecting and attracting the best staff in a process that is merit based and fair. Organization’s senior managers will have an obligation of ensuring that recruitment and selection process is compliance with set procedures and policy. Therefore, it will be crucial for the staff involved in this process to be allowed to fully familiarize with it. This will optimize their efficiency and ensure that the organization recruits staff of high quality on a basis that is consistent. It will also see into it that selection and recruitment practices depict employment equality on basis of opportunities and the relevant framework of employment legislation. Preparing Recruitment This will initially involve assessing strategic requirement. Selection and recruitment is a basic exercise of strategy on viewpoint of entire workforce plan. This presents an opportunity to acquire an excellent staff who will contribute efficiently towards achieving future main objectives. Needs to recruit staff must be considered carefully because this is an important long-term strategy. It will be important to consider option of full time employment because it will be put into consideration of being accommodated in the budget. Since the positions will be new in the organization, the advisor of human resource will help the line manager to do analysis processes of the job while consulting with others if need be. The outcomes, tasks and responsibilities of the vacancy will be recognized as well as the knowledge, personal abilities, qualifications and skills necessary for efficient performance (Peter 1974). This data will be utilized to tailor candidate specifications and position description. Descriptions of position for available vacancies will also be updated and reviewed to show anticipated and current needs, including updated technology. Criteria for selection will be rolled out in specifications of a person and will be referred to as ‘essential’. The essential necessities will be maintained at minimal in order to avoid unnecessary discrimination of the applicants. Person specification and description of positions will serve as an essential tool in selection and recruitment process to ensure appropriate potential candidate matching to the position specification requirements. They will help in validating the selection decision. Positions may be advertised in local or national press, trade or professional journals, local commercial TVs and radios or internet. Since practice of advertising is not cheap, our organization will have to select the media keenly. In case of selecting professional journal will have the advantage of having higher probability to attract appropriate candidate in terms of experience and qualifications, however, it is very expensive. When the post is widely advertised, it has higher likelihood of attracting stronger candidates’ field. The organization will advertise in newspapers, magazines, radios and TVs since they are widely common and easily accessible to the public. Since the cost of advertising is dependant on the size of the advertisement placed, the organization will make sure that the wording and formatting is done effectively in order to save cost. The same media will also be used to inform shortlisted applicants on the date of interview. Appointment committees’ members for the process of interview will maintain high levels of evenhandedness through the entire process. All shortlisted candidates will be handled in an appropriate manner to remove bias. Various selection techniques like seminar presentations and interview questions will be reviewed in prior to elimination overlook on key factors. The successful applicants will have to sign contract of employment with the organization. This is an accord between an employee and an employer which explains their duties, rights of employment and responsibilities. They are referred to as contract terms. This will help to eliminate disputes with employees at the future days. The organization will issue the two employees with major details of employment in document. This will be termed as principal statement and will include: a) Organization and employee name. b) The time when the employee started working. c) A brief employment description or title of the job. d) Hours that employee will be working per day e) Rate of pay and time to be paid. f) Entitlement to holidays. g) Location of employment. h) Arrangement of sick pay. i) Periods of notice j) Procedure for grievances and details about disciplinary. k) Any other agreement which will alter conditions or terms of employment. l) Pension schemes and pensions. m) If employment is temporary, what period will employment extend, or if it is permanent employment, when will the employment be terminated. The organization will endeavor to eliminate breach of contract by furnishing the newly employed staff with full and elaborate details of contract. Additional Resources For the project to be successful, there are other resources which will be required to carry out campaign of children awareness on fire safety. Fire alarms will be required in the exercise of educating primary school children. Kolko and Kazdin (1994) argue that fire alarms are vital devices for security which aid to acquire protection against accidents of fire. The alarms for fire produce a loud sound as soon as smoke is detected. They are basically fabricated from metals of electralmechanic and aids in event of breakouts of fire. The recruited staff will use these devices to demonstrate that they save properties and lives. They offer alert to the resident in order to enable evacuation and safe escapes. All types of fire alarms will be required because they are categorized in accordance to measure of protects. Manual systems are operated in manual way such as hand bells or gongs. Children will be taught on the effective way to operate them because their aim is to inform other in case of fire accident. L fire system is used to save life by installing them in all parts of a house and they are further grouped into L1, L2 and L3 alarms. The staff will be teaching children basic operations, how to respond to alarm and the importance of maintaining fire alarms. Also different fire extinguishers for different types of fires will be necessary in this project. This will help kids to understand basic chemistry of fire as it is required in fire fighting using fire extinguisher. Fire extinguishers are either cartridge or pressure operated and all of these equipments will be used to teach on how they work. Since kids are attracted to fun and games, the project will need to have to incorporate fun through games and videos. These games and videos will be designed in a manner that children will be educated on fire safety through fun. Reading materials will also be incorporated in this programme to be used by kids at later times. Net present value will be used to justify that the equipments needed are worth to the project. The gap between the present worth of inflows of cash and the present worth of outflows of cash will be evaluated. This will help in budgeting of capital to analyze project profitability. In NPV, the results should be positive for the project to be justified. Procurement The required equipments and materials will be obtained through procurement process. This is a procedure of obtaining services, goods and works from third parties. The strategy will be to acquire best money value means by taking the bid that presents the maximum of combination of entire life benefits and costs to attain requirements of the project (Office of the Deputy Prime Minister 2005, p. 12). The functions of procurement will be considered to include; business need identification, technical services, contracting and purchasing, commissioning, management of contract, and replacement and decommissioning. Job Description The employed staffs will have the responsibilities as they will have been stipulated in the advertisement and the main object will be to raise safety awareness among primary school kids. Their job title will be community practitioner. The staff will be required to maintain clean and safe working environment and coordinate with the organization on all issues involving safety and health. Every staff member will be needed to have CRB clearance. All terms of employment will be taken into consideration in the employment contract. Project Evaluation Risk and uncertainty will be evaluated in the project (The National Audit Office 2008). Risk is quantifiable and it relates to known likely results of certain decision. Risk is assessed by assigning probabilities to the likely results. Uncertainty is not measurable since it is not known and it’s unpredictable at the juncture of making decision. Weighted benefit scoring and cost benefit analysis will be used to evaluate benefits of non financial factors on the project. Therefore, performance measures will be required to evaluate actual outcomes, compared to aimed outcomes. The desired outcomes on the campaign of raising fire safety awareness among kids will not be easily measured and will include fires suppressed or prevented, and actual property and life saved. It is impossible to measure project without vividly indentifying the purpose and goals. Statements of goal are qualitative and give general impression of the required results. Performance measures will be numerical or qualitative representation of resources and activities that will aid to evaluate whether achievement on goals have been attained. Policy The policies that will be used by the organization will be aimed at achieving the objectives of the project (Greater Manchester and rescue authority 2007). The objectives will be achieved through recruitment staffs. The policy will aim to recruit and select staff of high quality. It will be attained through energy and time investment. The organization will be committed to a methodical approach to selection and recruitment with an aim to appoint, attract and select the staff of high caliber through basis of merit and fairness. Line mangers will be responsible for guaranteeing compliance with the organization selection and recruitment process. This will capitalize their efficiency and guarantee that the organization recruits staff of high quality on a reliable manner. It will also ensure that selection and recruitment observes required legislation of employment and equity of opportunities. Operational Assurance Operation assurance will help the organization to evaluate how well it knows its self and manages itself. By doing this, the organization will be able to achieve it objectives. The department of comprehensive performance assessment (CPA) will be responsibility in evaluating various sections of performance which straightforwardly affect operational services which include processes of quality assurance and management performance, fire safety of community and risk management of integrated plans. Conclusion Recruitment and selection of the staff is important because it highly dictates organization strength towards achieving its plans and objectives. Achieving staff of high caliber is as a result of investment of energy and time in recruitment process. The impact of inappropriate recruitment and selection are enormous and they usually extend over a long period. Person specification and description of positions serve as an essential tool in selection and recruitment process to ensure appropriate potential candidate matches to the position. Advertising is of importance because it helps to draw many potential and appropriate applicants. Employee contract is an agreement between an employer and an employee which explains their duties, rights of employment and responsibilities. Procurement is a process used in obtaining services, goods and works from third parties. NPV is used to justify the worthiness of the resources committed in investment. Job description of the employees will be stipulated in the employment contract in order to eliminate future disputes. Performance measures will be required to evaluate actual outcomes, compared to aimed outcomes. Weighted benefit scoring and cost benefit analysis will be used to evaluate benefits of non financial factors on the project. The policy will aim to recruit and select staff of high quality. Operation assurance will help the organization to evaluate how well it knows and manages itself. References Department for Communities and Local Government 2009, National Procurement Strategy for the Fire and Rescue Service in England 2009-12, vol. 1, no. 9, pp. 5-14. Edward F 1986, "How much power does HR have and what can it do to win more?" Personnel, p. 22. Greater Manchester and rescue authority 2007, ‘Managing our resources,’ Greater Manchester Fire and Rescue Authority: Revenue and Capital Budget 07/08, pp. 1-34 Jennifer D F 2009, ‘National fire protection association fire analysis and research division’, Fire Service Performance Measures, vol. 1, no. 85, pp. 3-41. Kolko & Kazdin 1994, ‘Children’s descriptions of their fire setting incidents: Characteristics and relationship to recidivism,’ Journal of the American Academy of Child and Adolescent Psychiatry, pp. 33, 114-122. MSU 2004, ‘Resource Management Principles’, Approaches to Planning and Budgeting, pp. 1- 14. The National Audit Office 2008, ‘Report by the comptroller and auditor general,’ New Dimension – Enhancing the Fire and Rescue Services’ capacity to respond to terrorist and other large-scale incidents, House of Commons, London. Office of the Deputy Prime Minister 2005, ‘Creating sustainable Communities’, National Procurement Strategy for the Fire and Rescue Service: 2005-2008, vol.1, no. 1, pp. 5-49. Peter Drucker 1974, Management: Tasks, Responsibilities, Practices, Harper & Row Publishers, New York. Read More