Human Resources Management Training Curriculum

1 Technical Assistance to the New Partners Initiative (TA-NPI) New Partners Initiative Technical Assistance Project (NuPITA) Human Resources Management Training Curriculum NuPITA John Snow, Inc. 44 Farnsworth Street Boston, MA 02210-1211 Phone: The New Partners Initiative Technical Assistance (NuPITA) project is funded by the United States Agency for International Development (USAID) and implemented by John Snow, Inc. and Initiatives Inc., contract GHS-I-00-07-00002-00. This document is made possible by the generous support of the American people through USAID. The contents are the responsibility of John Snow, Inc. and do not necessarily reflect the views of USAID or the United States Government.

2 2010 John Snow, Inc. Table of Contents I. Introduction .. i overview .. ii II. Session Guide .. 1 Session 1: Introduction .. 1 Session 2: Human Resources Management and Organizational Strategy .. 4 Session 3: Change Management .. 7 Session 4: Policy and Planning .. 9 Session 5: Recruiting and Retaining Staff .. 12 Session 6: Establishing Salary Structures .. 15 Session 7: Staff Engagement and Team Building .. 17 Session 8: Timesheet Management .. 22 Session 9: Performance Management .. 25 Session 10: Action Plan Presentations .. 28 III. Appendices .. 29 Appendix A: Sample Agenda .. 29 Appendix B: Handouts .. 31 Handout 1-1: HRM Best Practices Checklist .. 31 Handout 2-1: OCA Outline .. 32 Handout 2-2: OCA Discussion Responses .. 33 Handout 2-3: HR Strategy Scenarios.

3 35 Handout 2-4: Guidance for HRM Strategy Scenarios .. 36 Handout 2-5: Sample HRM Action Plan .. 38 Handout 2-6: HRM Action Plan Template .. 39 Handout 3-1: Guidance for Tracking Staff Movements Exercise .. 41 Handout 3-2: Change Wheel .. 42 Handout 4-1: Guidance for Staffing Needs Assessment Case Study .. 43 Handout 4-2: Staffing Needs Assessment Case Study .. 47 Handout 4-3: Staffing Needs Case Study Worksheets .. 50 Handout 4-4: Sample Employee Manual .. 52 Handout 5-1: Job Design Checklist .. 67 Handout 5-2: Job Description .. 68 Handout 5-3: Job Advertisement/Announcement Sample and Worksheet .. 71 Handout 5-4: Interviewing Suggestions .. 72 Handout 5-5: Recruiting Strategy Plan Guidelines .. 74 Handout 5-6: A Summary of Turnover and Retention.

4 75 Handout 6-1: Guidance for Salary Structure Exercise .. 76 Handout 6-2: Salary Structure Exercise .. 81 Handout 6-3: Sample Salary Scales .. 84 Handout 7-1: Employee Engagement Questionnaire .. 86 Handout 7-2: Teambuilding Lessons We Can Learn from Geese .. 87 Handout 7-3: Team Building Scenarios .. 88 Handout 7-4: Possible Responses for Team Building Scenarios .. 89 Handout 7-5: Conflict Case Study .. 90 Handout 8-1: Timesheet 91 Handout 8-2: Sample Timesheet .. 92 Handout 8-3: Sample Paid Time Off Tracking Worksheet .. 93 Handout 8-4: Sample Payroll Tracking Sheet .. 94 Handout 8-5: Timesheet Management Case Study .. 95 Handout 9-1: Orienting Staff .. 98 Handout 9-2: Determining Training Needs Worksheet ..102 Handout 9-3: Developing a Supervision Plan.

5 103 Handout 9-4: Supervision Case Study ..105 Handout 9-5: Guidance for Supervision Case Study ..108 Handout 9-6: Facilitating Performance Appraisals ..109 Handout 9-7: Setting Individual Performance objectives ..111 Handout 9-8: Role Play ..113 Appendix C: Slides ..114 i I. Introduction Preface The PEPFAR-supported Technical Assistance to the New Partners Initiative (TA-NPI) and the New Partners Initiative for Technical Assistance (NuPITA) Projects, implemented by John Snow, Inc., with support from its subcontractor Initiatives Inc., provided technical and organizational capacity assistance to strengthen 27 NPI partners. Funding for TA-NPI came through the US Centers for Disease Control and Prevention (CDC) by the Department of Health and Human Services (HHS), while NuPITA was funded by USAID.

6 The projects goal was to work with the NPI prime partners and their sub-partners in Africa and Haiti to enable them to: Manage USG grants and comply with USG regulations; Develop into stronger entities positioned to source new funding; and Implement quality HIV programs. The projects used a number of strategies to build the capacity of these faith-based, community-based and international non-governmental organizations, including facilitating organizational capacity assessments to identify Management system strengths and gaps, and technical capacity assessments to ensure service delivery and infrastructure standards were in place and monitored; group and organization-specific trainings; short-term technical assistance and embedded long-term advisors; state of the art updates; strategic planning to strengthen long-term planning; and continual mentoring and coaching from the projects teams of specialists.

7 TA-N PI documents are available at and ; NuPITA products can be accessed at and TA- NPI Curricula Governance Resource Mobilization Strategic Planning Quality Improvement Referrals and Networking Information for Decision-Making NuPITA Curricula Human Resource Management Senior Management Gender and Culture Resource Mobilization Supportive Supervision Performance Appraisal Team Building Workplanning Quality Improvement Monitoring and Evaluation ii overview A. Purpose To gain an understanding of the basic concepts and methods in Human Resources Management (HRM) and how their application builds an organization s capacity overall. B. Audience Human Resources managers, hiring managers, CEOs, or others who oversee Human Resources in small organizations.

8 C. Learning objectives By the end of the workshop, participants will: 1. Demonstrate knowledge of key HRM concepts and principles for planning, staff recruitment, orientation, and Management 2. Understand how to strengthen HRM and support in their organizations 3. Know how to apply change Management strategies when introducing new HRM methodologies 4. Have performance Management strategies and know how to apply staff performance Management systems 5. Know how to assess and improve staff motivation and engagement 6. Have an action plan detailing HRM practices and/or approaches based on the specific needs of the organization D. Curriculum This Curriculum includes 10 sessions and is based on adult learning, participatory activities, and a pre- Training survey to obtain feedback and tailor the workshop to meet participants needs.

9 A variety of methodologies is used case studies, scenarios, games and role plays to illustrate how an organization thinks through HRM. Participants work primarily in small groups of approximately six people to allow greater participation and feedback. The Detailed Session Guide (Section II in this document) is a guide for facilitators to use to conduct this Training . For each session of the workshop, the guide includes the session title, objectives , content overview with suggested format and timing for each activity within a session, as well as any advance preparation and supplies needed to carry out the session. The guide also includes notes and specific instructions to guide facilitators to carry out all activities for each of the sessions .

10 Throughout the guide there is reference to suggested PowerPoint slides to either introduce an exercise or explain a topic. Suggested slides, organized by session, are included in Appendix C. E. Facilitators It is suggested that a workshop for 30 participants be conducted by at least five facilitators. Facilitators should have experience with HRM in small organizations and should familiarize themselves with the Training materials in advance. iii F. Agenda A suggested agenda for a three-day workshop is in Appendix A; however, organizers may want to consider expanding it to four days by adding time to the sessions . The proposed agenda may also be revised as needed based on discussions with participating organizations. The Curriculum is formatted in such a way so that sessions can be chosen that applicable to the organizations.