Title of SBA

An investigation into, the strategies used to motivate workers in Human Resource

Department (HRD)/personnel Department of Courts Jamaica Limited.

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 Aims of SBA

Three aims of this project are:

 To ascertain the functions of the Human Resource Department?

 To see how the functions aid in the productiveness of the organization?

 To determine the effectiveness of the documents used in the Human Resource

Department.

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Functions of the Human Resource Department

 To process Job applications and select suitable persons who are qualified
for the position available.

 To see to it that the business complies with the policies governing the
business market.

 Ensuring that the working conditions not only meet the legal requirements
but are conductive to encourage employees to work well.

 Ensuring than, when, necessary, procedures for disciplining employees are

carried out in a fair and correct manner.

 Ensuring that the employee is placed in a appropriate part of the

organization so that his or her skills are used to the best advantage of the
organization.

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 Correspondence Letter
94 Biscayne drive,
Mount Clair,
May Pen P.O,
Clarendon.

January 14, 2012

The Human Resource Manager,

Courts Jamaica Ltd,
50 Main Street,
May Pen,
Clarendon.

Dear Sir/Madam,
I am a fifth form student of the Ebony Grove High School who will be
sitting the Caribbean Examination Council Exam (CSEC) in Office Administration this
year. It is a requirement of CSEC that all students sitting Office administration should
carry out a research project at a business entity.
I am therefore seeking your permission to use your company as my
research site to conduct an investigation on ‘The Importance of the Human Resource
Department’. Methods of collecting information will be by questionnaire, interview,
and observation. I assure you that all information given will be used only for my
research.
I am looking forward to a favorable response.
Yours sincerely,
_________________
Shantel Bryan.
Student,

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 Methodology

In gathering data for this project questionnaires, interview and observation were
used.
There were eight questionnaire and they were issued to eight clerks in the Human
Resource Department. The questionnaire was used because it is:

 easily administered
 offers confidentiality
 relatively inexpensive

The next source that I used was an interview, the person that was interviewed was the
Manager of the Personnel Department. The interview lasted for 30 minutes. The
Interview was done because it

 probes deeper into a response gives by the interviewer

 It can yield a high return of data.

Observation was done during the opening hours of the business. It was done within the
first two hours.
The observer was guided throughout. It was done simply because I wanted to see how the
members of the department utilized the documents and how efficient it made the
business.

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 Ten(10) Questions Asked

1. Why is it important to have a HRD in this organization?

__________________________________________________________________
__________________________________________________________________
____________

2. What are some of your role as a HRD officer?

__________________________________________________________________
__________________________________________________________________
____________

3. If there is a dispute between the public and an employee, what role does the HRD
plays on the situation?
__________________________________________________________________
__________________________________________________________________
____________

4. What kind of service does the HRD provide for employees?

__________________________________________________________________
__________________________________________________________________
____________

5. In the case of a legal battle between the Company an employee who does the
HRD represents, and why?
__________________________________________________________________
__________________________________________________________________
____________
.

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6. What is the span of control?
___________________________________________________________
___________________________________________________________
__________

7. Is this management style effective? Explain

___________________________________________________________
___________________________________________________________
__________

8. How is information communicated within the company?

___________________________________________________________
___________________________________________________________
__________

9. How are workers deployed?

___________________________________________________________
___________________________________________________________
__________

10. Are job descriptions issued to prospective employees. What do they

include?
___________________________________________________________
___________________________________________________________
__________

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 Schedules of Activities

Date Activities Comments

Dec 2011 Choose the title of the project. Never had any challenge in
choosing the topic.
Dec 2011 Wrote the two aims of the project. Had a little challenge but overcame
it.
Dec 2011 I wrote functions of the Human Had little or no challenge.
Resource Department.
Dec 2011 Wrote the correspondence letter. Encountered a little challenge when
writing the letter.
Dec 2011 Made the Questionnaire. Had problems coming up with the
questions.
Dec 2011 Did the Interview with the manager. It was fun, interesting and
informative.
Dec 2011 Went in for Observation. It was a great experience I learnt a
lot.
Dec 2011 Collected the forms. It had little or no challenge
collecting the forms.
Dec 2011 Wrote the Report. It was challenging but I overcome
the challenge.

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Dec 2011 Wrote the Methodology. It was interesting.

Regulation of Policies

Health and safety practice observed

One health and safety practice by the organization is that there was a leak from the AC
Unit and for precautionary measures a sign was placed in the area for persons to be aware
of the danger so as to avoid slipping on the wet floor.

Staff Rule
One Staff rule I had to comply with was no eating or drinking is allowed inside the store
and all employees are required to wear a name tag as it relates to identifying an
employees’ name
The Bailors are entitled to using a lift for large furniture and they are also required to
wear a mask and other protective clothing when handling hazardous materials etc.

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 Report

One major accomplishment was to gather information on the importance of the

Human Resource Department (HRD). I found out that the functions of the Human
Resource Department are: to advise management on suitable wage and salary levels and
will play an important part in wage negotiation where the employees belong to a
recognized trade union. It is responsible for maintaining employee records, although
wage records and National Insurance cards may be maintained in the Accounts
Department. It is responsible for staff welfare-such things as canteens, rest rooms and
sports facilities, Health and Safety Precautions, in co-operation with the heads of the
departments where the potentially dangerous machines etc. are installed, and for making
sure that all legal requirements are carried out. It is also normally responsible for first aid
facilities and for ensuring that employment legislation is complied with, in particular
contracts of employment, hours of work and entitlement to notice on termination of
employment. It maintains records on labour turnout, absence, sickness rates etc. unless
there is separate training department, it is responsible for staff training.
I also found out how the functions aids in the productiveness of the organization.
The functions aid in the productiveness of the organization
The major challenge I encountered during the SBA was writing the questionnaires. It was
a challenge because it was hard finding the amount of questions that was suitable to

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ask to receive important information.
I solved this entire problem by researching on my own about the Human Resource
Department so that I could find questions that would receive a wider explanation or view.

Business Forms

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 Internal Job Application for Career Opportunities at Courts Jamaica
Limited

Posted Position: _________________

Today’s Date: ___________________

Name: ______________________

Address: ___________________________________________________________

Date of Hire: _____________________ Current Position: _________________

Work Phone: ____________________Time in Current Position: _____________

Home Phone: ___________________ Cell Phone: ________________________

Please describe your qualifications (your background and experience) that make you a
good candidate for this position. (Use the back if you need more space.)
Describe your educational background including majors, minors and areas of special
interest or study.

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Highest Degree Earned: ________________School: _____________________

List work-related training and certifications.

Why do you wish to change positions?

Supervisor Signoff: ________________________Date: _____________________

Equipment Used

DATE EQUIPMENT PURPOSE OF EQUIPMENT SUITABILITY OF

USED EQUIPMENT

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Dec 2011 Computer The computer is used for storage of It is suitable for the office because
data and files. it is safe, cheap and it is a faster
way of storing and retrieving
information.

Dec 2011 Telephone The telephone is used as a mean of It is suitable for the office because
communication in the office and it is a faster way of
outside the office. communicating and it saves time
and it is cheaper.
Dec Fax Machine The fax machine is used to It is suitable because it is cheaper,
2011 transmit, within seconds, any form and faster.
of printed, typed or hand- written
mater, drawings, diagrams and
photograph from one location to
another.
Dec 2011 Copier The copier is used for copying files. It is suitable because it is a used
They come in different size with as an easier and faster way to
different features. copy files.
Dec 2011 Printer The printer is used to print files are It is suitable because it prints
data from the computer. information from the computer
faster, cheaper and safer.

Bibliography

Seunarine Sam (Dr), Office Procedures for the Caribbean, New Edition 1999.
Courts Jamaica Ltd in 50 Main Street, May Pen, Clarendon, HR officer. December 19,
2010.

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Whitcomb Alan (Dr), Heinemann Office administration for CSEC, Heinemann
Educational Publishers: 2006
Harrison John and Scantlebury Barbara, New Caribbean Office Procedures, 3rd Edition.
www. Google .com

Questionnaire

This questionnaire seeks to gather information on the importance of the Human Resource

Department at courts Jamaica Limited

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1. Why is it important to have a Human Resource Department in any organization?
………………………………………………………………………………………………
………………………………………………………………………………………………

2. What are some of the function of the Human Resource Department?

………………………………………………………………………………………………
………………………………………………………………………………………………

3. What are some of your roles as a Human Resource Officer?

………………………………………………………………………………………………
………………………………………………………………………………………………

4. What are some of the Documents used in Human Resource Department?

………………………………………………………………………………………………
………………………………………………………………………………………………

5. Do workers encounter problems while using these documents on a daily basis?

Yes ( ) No ( ) Sometimes ( )

6. How often are the documents in your company upgraded?

Weekly ( ) Monthly ( ) Yearly ( )

7. What are some of the equipment used in the HRD?

………………………………………………………………………………………………
………………………………………………………………………………………………

8. What are the roles of the HRD in the Organization?

…………………………………………………………………………………………
…………………………………………………………………………………………

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9. What kind of service does the HRD provide for employees?
………………………………………………………………………………………………
………………………………………………………………………………………………

10. If there is a dispute between the public and an employee, what role does the HRD
plays in the situation?
………………………………………………………………………………………………
………………………………………………………………………………………………

Interview Questions

1. Why is it important to have a HRD in this organization?

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………………………………………………………………………………………………
…………………………………………………………………………………………….

2. What are some of your role as a HRD officer?

………………………………………………………………………………………………
………………………………………………………………………………………………

3. If there is a dispute between the public and an employee, what role does the HRD
plays on the situation?

………………………………………………………………………………………………
………………………………………………………………………………………………

4. What kind of service does the HRD provide for employees?

………………………………………………………………………………………………
………………………………………………………………………………………………

5. In the case of a legal battle between the companies an employer who does the HRD
represents? and why?
………………………………………………………………………………………………
………………………………………………………………………………………………

Equipment Used

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 Computer

Telephone

Fax Machine

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Photocopier

Printer

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