9627_Assessing the need for employee performance management system

Assessing The Need For Employee Performance
Management System In The Not-For-Profit
Sector: What Can Be Done To Improve It?
A Survey Study

By

Gerald Lucas
Dublin Business School
Liverpool John Moores University
Student ID :1641908

January 2013

This thesis is submitted for the fulfilment of the Masters in Business
Administration in Human Resources (MBA)

1 ABSTRACT
The concept of managing the individual performance in Not-for-profit organisations has met
with some hesitations and difficulties in using the HRM employee performance management
system.
This study critically evaluated the use of employee performance management system in the
Not-for-profit sector. The hypothesis of the study was accepted by the survey statistical
analysis p<.005. Primary data were primary collected from volunteers and staff via web survey who work in community/social charity organisations in Ireland and UK. N=155 completed the survey. Quantitative analysis using frequency, and non-parametric Friedman tests was carried out. Freidman test =Friedman chi-squared = 926.954, df = 31, p-value = 0.000. Cronbach alpha =.78. Survey items ‘ No financial incentives for meeting specific job at 25.18 and Commitment to ideals and value -24.16 were among the top mean rank and Accurate job description 10.94 and Sometimes Manager/Supervisors involves me in decisions affecting our work at 8.34. Findings of this study agree with other similar findings that the managers and supervisors can impact the quality and delivery of the employee performance management system in the organisation. Part time and full time volunteers are most likely to be dissatisfied with the staff reviews. Findings have a valuable contribution to organisations s who are looking for ways to improve the wellbeing and improving the psychological contract its motivated staff and reduce turnover. Key words: performance management system, Not-for-profit, charity, performance, appraisal, HRM Table of Contents 1 ABSTRACT ........................................................................................................................................ 1 2 CHAPTER 1: INTRODUCTION ........................................................................................................ 10 2.1 RATIONALE FOR THE RESEARCH TOPIC ................................................................................. 10 2.2 RESEARCH AIM ...................................................................................................................... 13 2.3 RESEARCH OBJECTIVE ........................................................................................................... 13 2.4 BENEFITS OF THE STUDY ....................................................................................................... 13 2.5 DELIMITATION OF SCOPE ...................................................................................................... 13 3 CHAPTER 3..................................................................................................................................... 14 3.1 LITERATURE REVIEW ............................................................................................................. 14 3.1.1 HUMAN RESOURCE MANAGEMENT (HRM) .................................................................. 14 3.1.2 `Hard` HRM ................................................................................................................... 15 3.1.3 `Soft` HRM ..................................................................................................................... 17 3.2 PERFORMANCE MANAGEMENT SYSTEM .............................................................................. 18 3.3 INTEGRATED STRATEGIC PERFORMANCE MANAGEMENT SYSTEMS MODEL ...................... 19 3.3.1 Purpose and Benefits of an Integrated Model .............................................................. 19 3.3.2 Problems ....................................................................................................................... 20 3.4 THE DEBATE OF PMS IN NOT-FOR-PROFIT ORGANISATIONS ............................................... 20 3.4.1 Lack of Longitudinal Empirical data .............................................................................. 21 3.4.2 Cynicism ........................................................................................................................ 21 3.4.3 Labour Cost ................................................................................................................... 21 3.4.4 Other Problems ............................................................................................................. 22 3.4.5 BENEFITS AND EFFECTS FOR AN EMPLOYEEE PEFORMANCE MANAGEMENT SYSTEM IN AN ORGANISATION ....................................................................................................................... 22 4 FOUR CYCLE EMPLOYEE PERFORMANCE MANAGEMENT SYSTEM MODEL ................................. 24 4.1.1 DEFINATION OF BUSINESS ROLE ................................................................................... 25 4.2 PLANNING THE PERFORMANCE ............................................................................................ 27 4.2.1 Purpose Of Strategy Implementation ........................................................................... 27 4.2.2 Training Of Managers/Supervisors ............................................................................... 28 4.2.3 Employee Development: Training and Development ................................................... 28 4.3 DELIVERY AND MONITORING ............................................................................................... 29 4.3.1 Communicating the Plan ............................................................................................... 29 4.3.2 Trusted Staff Feedback/Appeal Process ....................................................................... 29 4.3.3 Leadership Style ............................................................................................................ 30 4.4 ASSESSMENT AND REWARD ................................................................................................. 30 4.4.1 Choice of Reward Systems ............................................................................................ 30 4.5 PERFORMANCE APPRAISAL ................................................................................................... 32 4.5.1 Purpose Of Performance Appraisal ............................................................................... 32 4.5.2 Problems Associated With Appraisal ............................................................................ 33 4.6 THE PSYCHOLOGICAL CONTRACT ......................................................................................... 33 4.6.1 Definition....................................................................................................................... 34 4.6.2 Broken Psychological Contract ...................................................................................... 35 4.6.3 The Link between Psychological Contract and Employee Performance Management System 37 4.7 VOLUNTEERISM..................................................................................................................... 38 4.7.1 Definition....................................................................................................................... 38 4.7.2 Difference between an Unpaid Employee and Volunteer ............................................ 38 4.7.3 Who Are The Volunteers? ............................................................................................. 39 4.7.4 The Two Strands of Volunteerism ................................................................................. 39 4.7.5 The Reasons and Benefits from a Volunteer’s Perspective .......................................... 40 4.8 HYPOTHESES ......................................................................................................................... 41 5 METHODOLOGY ............................................................................................................................ 41 5.1 Overview ............................................................................................................................... 41 5.2 DEFINATION OF THE RESEARCH PROBLEM ........................................................................... 41 5.2.1 RESEARCH PHILOSOPHIES ................................................ Error! Bookmark not defined. 5.2.2 RESEARCH DESIGN & PROCESS ..................................................................................... 42 5.2.3 RESEARCH PHILOSOPHY ................................................................................................ 43 5.2.4 RESEARCH APPROACH................................................................................................... 45 5.2.5 RESEARCH STRATEGY .................................................................................................... 46 5.2.6 RESEARCH CHOICE ........................................................................................................ 50 5.2.7 Time Horizons ............................................................................................................... 50 5.2.8 TECHNIQUES & PROCEDURES ....................................................................................... 50 5.2.9 Sample Selection And Research Criteria ....................................................................... 52 5.2.10 Population and Sample ................................................................................................. 53 5.2.11 Research Ethical Issues ................................................................................................. 53 5.2.12 Issue and Critical Success Factors with the Chosen Research ...................................... 54 6 EMPERICAL FINDINGS ................................................................................................................... 54 6.1 RELIABILITY OF SURVEY RESULTS (CRONBACH ALPHA) ........................................................ 54 6.2 DESCRIPTIVE RESULTS ........................................................................................................... 57 6.3 ANALYSIS OF EACH SURVEY ITEM ......................................................................................... 60 6.4 NONPARAMETRIC ANALYSIS ............................................................................................... 102 6.4.1 FRIEDMAN TEST STATICS ............................................................................................ 102 6.5 HYPOTHESIS 1 ..................................................................................................................... 107 6.5.1 SIGNIFICANCE ANALYSIS - FRIEDMAN TEST (pair wise) .............................................. 107 6.5.2 HYPOTHESIS NO.2 ....................................................................................................... 111 7 DISCUSSION ................................................................................................................................. 113 7.1 Discussing the hypothesis I ...................................................... Error! Bookmark not defined. 7.2 Discussing Hypothesis No.2 ..................................................... Error! Bookmark not defined. 8 CONCLUSION ............................................................................................................................... 116 8.1 LIMITATIONS ....................................................................................................................... 117 8.2 RECOMMMENDATIONS FOR FURTHER RESEARCH ............................................................. 117 9 REFLECTIONS ON LEARNING & SKILL DEVELOPMENT ................................................................ 117 10 LIST OF REFERENCES ............................................................................................................... 122 11 Appendix A – Opinion survey : WORKING FOR A CHARITY /NOT-FOR_PROFIT ORGANISATION 134 Opinion Survey : Working For A Charity/Not-For-Profit Organisation ............................ 134 LIST OF TABLES Table 5-1 -Action research (Saunders et al.2011) ................................................................................. 47 Table 5-2- Ethnography Source: Saunders et al. (2011) ....................................................................... 48 Table 5-3 - case study Saunders et al (2011) ........................................................................................ 48 Table 5-4 Grounded THEORY (SAUNDERS et. al.2011) ................................................................... 48 Table 5-5 EXPERIMENT RESEARCH (Saunders et .al 2011) .......................................................... 49 Table 5-6-SURVEY RESEARCH (Saunders et al (2011) .................................................................... 49 Table 6-1 SPSS CRONBACH ALPHA RESULTS OF SURVEY ITEMS ......................................... 54 Table 6-2 CRONBACH'S ALPHA ITEM-TOTAL STATISTICS RESULTS .................................... 57 Table 6-3 CRONBACH DESCRIPTIVE RESULTS OF ITEMS IN THE SURVEY ........................ 57 Table 6-4 GENDER (Frequency) ........................................................................................................ 57 Table 6-5 PARTICIPANT’S AGE (Frequency) ................................................................................. 58 Table 6-6 TYPES OF JOB CONTRACT (Frequency) ........................................................................ 58 Table 6-7 CURRENT STATUS OF JOB FINANCIAL CONTRACT (frequency) ............................. 59 Table 6-8 FREQUENCY OF NUMBER OF STAFF APPRAISALS .................................................. 59 Table 6-9 – Friedman test of significance ........................................................................................... 103 Table 6-10 - GROUP A HIGHEST MEAN RANK ................................................................................. 103 Table 6-11 – GROUP B ( SECOND HIGHEST MEAN RANK) ................................................................... 104 Table 6-12 ( GROUP C ) THIRD HIGHEST MEAN RANK ........................................................................ 105 Table 6-13 ( GROUP D) THE 10 SURVEY ITEMS WITH THE LEAST MEAN RANK ................................ 106 Table 6-14 FRIEDMAN TEST ( PAIRWISE ) ......................................................................................... 107 Table 6-15 FRIEDMAN TEST ................................................................................................................ 108 Table 6-16 6.5.1.2 FRIEDMAN TEST 3 (pairwise comparison) ........................................................ 110 Table 6-17 Friedman test .................................................................................................................... 112 LIST OF FIGURES Figure 3-1 ................................................................................................. 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Figure 3-2 Strategic Management & Environmental pressures (Frombrun et al 1984) ..................... 16 Figure 3-3 : The human resource cycle Fombrun et al (1984) .............................................................. 16 Figure 3-4 Human Resource System (Beer et al 1984) ..................................................................... 17 Figure 3-5 A map of the HRM Territory Source ( Beer et al. 1984) .................................................... 18 Figure 3-6 :Guest’s model of HRM Source: (Guest 1987) ................................................................ 18 Figure 4-1 Employee based four steps PMS cycle implementation model Source : (Jozef 2011) .......................................................................................................................................... 24 Figure 4-2 Types of psychological contracts Source: (O’neil & Adya 2007). ................................... 37 Figure 4-3 Framework for applying psychological contract to the employment relationship Source (Guest 2004) .............................................................................................................................. 37 Figure 5-1 Research Onion Source: Saunders et al (2009) ................................................. 43 Figure 6-1 pie chart NO LONGTERM CAREER PLANS ............................................................................ 60 Figure 6-2 chart of Estimated marginal means NO LONGTERM CAREER PLANS – 6mths .................... 60 Figure 6-3 Estimated Marginal means NO LONGTERM CAREER PLANS ( yearly ) ............................... 61 Figure 6-4 – pie chart COMMITMENT TO IDEALS AND VALUES ........................................................... 61 Figure 6-5 –pie chart ENJOY COMING TO WORK .................................................................................. 62 Figure 6-6 pie chart CURRENT JOB NEEDS & PERSONAL EXPECTATIONS ........................................... 62 Figure 6-7 –Estimated marginal means Organisation is not concern…(yearly appraisal). .................. 63 Figure 6-8 Estimated marginal means (organisation is not concern ---6mths appraisal ...................... 64 Figure 6-9 –pie chart – Equal opportunities ......................................................................................... 64 Figure 6-10 –Estimated marginal means (Equal opportunities) Yearly appraisal ................................. 65 Figure 6-11 Estimated marginal means (Equal opportunities) 6-months appraisal ............................. 65 Figure 6-12 Equal opportunities (full time volunteer) EMM ................................................................ 66 Figure 6-13 pie chart for Staff work policies ......................................................................................... 66 Figure 6-14 – EMM based on 6 months appraisal –staff policies ......................................................... 67 Figure 6-15 Pie chart for mentorship & coaching ............................................................................ 67 Figure 6-16 Culture of mentoring & coaching (EMM) ......................................................................... 68 Figure 6-17 Estimated Marginal Means (culture of mentoring) 6mths appraisal) ............................... 68 Figure 6-18 –pie chart (No culture of learning) .................................................................................... 69 Figure 6-19 ( no culture of learning) EMM 6 months appraisal ............................................................ 70 Figure 6-20 EMM ( no culture ) Yearly appriasal .................................................................................. 70 Figure 6-21 Pie chart for Financial incentives ...................................................................................... 71 Figure 6-22 pie chart (non-financial incentives) ................................................................................... 72 Figure 6-23 EMM (6mths appraisal) Non-financial incentives .............................................................. 73 Figure 6-24 – EMM (non-financial incentives) yearly appraisal ............................................................ 73 Figure 6-25 –pie chart for Sometimes, my manager….. ....................................................................... 74 Figure 6-26 –pie chart for Senior management involves all staff… ..................................................... 74 Figure 6-27 _EMM senior management … 6-months appraisal ........................................................... 75 Figure 6-28 –EMM Senior management …. Yearly appriasal .............................................................. 75 Figure 6-29 Pie chart for team morale … .............................................................................................. 76 Figure 6-30 –pie chart for shared vision ............................................................................................... 77 Figure 6-31 – Pie chart – no official grievance policy ........................................................................... 77 Figure 6-32 Estimated Marginal Means for No grievance policy (yearly ) ............................................ 78 Figure 6-33 EMM no official policy (6-months) .................................................................................... 78 Figure 6-34 –pie chart for difficult to contribute…. .............................................................................. 79 Figure 6-35 EMM yearly appraisal ( difficult to make positive …..) ................................................... 80 Figure 6-36 EMM Difficult to make…. ( 6-months appraisal) .............................................................. 80 Figure 6-37 pie chart for’ Supervisor is not helpful towards’…. .......................................................... 81 Figure 6-38 EMM ( yearly appraisal) manager is not helpful …. .......................................................... 81 Figure 6-39 Estimated marginal means (6-month appraisal) ............................................................. 82 Figure 6-40 – pie chart for staff appraisals…. ....................................................................................... 82 Figure 6-41 – EMM ( yearly appraisal) Staff appraisals ........................................................................ 83 Figure 6-42 – Estimated marginal means ( 6-month) staff appraisals .................................................. 83 Figure 6-43 pie chart for understand how my performance .............................................................. 84 Figure 6-44 – pie chart for opportunity to evaluate … ......................................................................... 85 Figure 6-45 EMM opportunity to evaluate ( yearly appraisal)............................................................. 85 Figure 6-46 - 6-months appraisal ( opportunity to evaluate…..) ......................................................... 86 Figure 6-47 – pie chart for staff Reviews are not meaningful .............................................................. 86 Figure 6-48 – pie chart –slow feedback ................................................................................................ 87 Figure 6-49 slow feedback ( yearly appraisal)....................................................................................... 87 Figure 6-50 pie chart Slow feedback 6-months .................................................................................. 88 Figure 6-51 ( pie chart) no trust in staff feedback… ............................................................................. 88 Figure 6-52 EMM no trust in feedback ( yearly) .................................................................................. 89 Figure 6-53 –no trust in feedback ( 6-month) ....................................................................................... 89 Figure 6-54 In the 6 months, no progress chat ................................................................................... 90 Figure 6-55 (yearly appraisal) EMM In the last 6 months ................................................................... 90 Figure 6-56 EMM –progress chat ( 6-month appraisal) ........................................................................ 91 Figure 6-57 (pie chart ) staff appraisal is helpful… .............................................................................. 91 Figure 6-58 EMM ( yearly appraisal ) staff review ............................................................................... 92 Figure 6-59 (6 months) staff review (EMM) ......................................................................................... 92 Figure 6-60 (pie chart) Active board members…. ................................................................................. 93 Figure 6-61 ( EMM) Active board) Yearly appraisal ............................................................................. 93 Figure 6-62 EMM Active board members ( 6-months) ........................................................................ 94 Figure 6-63 pie chart Receiving good feedback .................................................................................. 94 Figure 6-64 – yearly appraisal ( received good feedback) .................................................................... 95 Figure 6-65 EMM 6-month appraisal ( received good feedback) ...................................................... 95 Figure 6-66 pie chart my job description is informal ............................................................................ 96 Figure 6-67 – EMM informal job description ( yearly) .......................................................................... 96 Figure 6-68 - informal job description ( 6-month appraisal) ............................................................... 97 Figure 6-69 Pie Chart – understanding of job expectations ................................................................. 97 Figure 6-70 –pie chart - vision statement ............................................................................................ 98 Figure 6-71 – pie chart job description is accurate ............................................................................. 99 Figure 6-72 EMM Yearly appraisals for Accurate job description ..................................................... 99 Figure 6-73 – EMM ( 6-month appraisal) accurate job description ................................................... 100 Figure 6-74 pie chart - poor understanding of work .......................................................................... 101 Figure 6-75 EMM management has poor understanding .................................................................. 101 Figure 6-76 EMM 6-month appraisals ( management has poor understanding) .............................. 102 Figure 7-1 Reflective cycle ( Gibbs, 1988) ........................................................................................... 119 2 Acknowledgements I am most eternally grateful to God who has sustained me throughout the good and bad days. I would like to thank Dublin Business School and Liverpool John Moores University for giving me this opportunity to submit this dissertation in order to fulfil the requirements of receiving my Masters in Business Administration in Human Resources. I would like to thank all the lecturers in the programme and my supervisor, Gay White. To all relatives and friends who gave me support and care when I needed it. Thank you! 3 CHAPTER 1: INTRODUCTION 3.1 RATIONALE FOR THE RESEARCH TOPIC Increasingly, most organisations including non-profit organisations are utilising their principal assets which is their employment force to gain more success and competitiveness. Consequently, the need to find effective performance management strategies that will recognise, support, improve, measure, and reward employees’ performance at work is of great importance to these organisations DeNisi (2011). Researchers Becker et al, 2011; Boezeman & Ellemers 2009) suggests in the non-for-profit sector, practitioners have been experiencing many challenges in trying to modify or adopt an employee performance management system that is remains consistently a difficult human capital system to successful implement fully without combating a plethora of problems. In addition, charitable organisations depend largely on motivated volunteer labour force to achieve their mission and good will financial aid from several sources to reward, motivate, and retain the services of their staff (Boezeman & Ellemers 2009). According to (Ziemek, 2006), past research activities have concentrated on the subject of motivation of volunteer rather than on focus in managing and developing their performance. Therefore, this research presents itself an opportunity to investigate workers experiences in the charitable and not-for- profit (NFP) sector as the model scenario for its perceived high organisational commitment and its sense of philanthropic mission (Alatrista, & Arrowsmith, 2004). One of the greatest challenges for volunteer-involving organisations is achieving a balance between the need for informality and formality in their human resource management practices in managing the employee’s performance and providing the resources to nurture employee development (Lynch & Smith, 2009). This is compatible with the hard HRM strategy model which supports the idea of managing the workers as a means to achieve the organisation’s strategy and as a resource that to be used judiciously and rational way to gain competitive success the organisation needs (Pinnington & Edwards, 2000). On the other hand, the soft HRM practice focuses less on using people as a resource but seeks to recognise the needs of the employees in the running of the organisation (Pinnington & Edwards, 2000). According Ainsworth (2012) the UK Charity Commission financial disclosure, income rose from £3.2bn to £58.9bn compared with the previous 12 months in spite of the difficult financial environment, income was still growing faster than inflation and that financial figures from the UK’s National Council for Voluntary Organisations, put the voluntary sector’s total income for year of 2009/10 at £36.7bn (Ainsworth 2012.) Even though there is an increase of cash inflow in this third sector, why is that the organisations approach to utilising human assets to achieve strategic goals and objectives has encountered a mix review. However, Moxham (2010) suggests that Not-for-profit (NFP) organisations consider the introduction of performance management system less crucial than organisational structural activities or that the central benefits of the use of PMS are motivational rather than instrumental. However, human resources (HR) managers have found it difficult to manage employee’s commitment and expectations to the organisation (Muller-Camen et al 2008; and Martinez & Kennerly (2010) and British managers in Not-for-profit sectors found it difficult to cope with HRM issues giving other areas low priority in the context of their own managerial workloads increasing, lack confidence in their ability to complete an HR role, and (Hunter & Renwick 2009) find it hard to treat staff as assets to be developed. Is there a conflict between an employee performance management system in charity which arguably is grounded in the soft HRM and the hard HRM management style in an organisation that makes the needs and interests of its workforce second to the interests of the organisation? Lynch & smith (2009) qualitative findings in Not-for-profit (NFP) organisations suggests that the management of volunteers is not universally formalised, that the absence of a job description or guidelines as was required of a volunteering job is present, and that managers usually depend on personal discretion or their own personal likeability scale on a case by case and were unlikely to be openly honest about the worker’s failings or unsuitability. A survey undertaken by WorldatWork & Sibson Consulting (2010) with organisations that had fewer than 100 employees to more than 100,000 employees,(N=571) concluded that the main challenges of an employee based PMS the organisations represented in the sample were managers/supervisors led, that is, they gave inaccurate and poor meaningful staff reviews, poor goal setting, managers dedicated more time completing forms than conducting performance reviews. Furthermore, 71% agreed that employee performance management staff reviews is a yearly process although goal setting, feedback and coaching takes place throughout the year, and 30% expressed distrust of their employee performance management system (WorldatWork & Sibson Consulting, 2010) . Findings by Dartington (1996) reported the founder /the most senior leadership of the organisation creates the internal vision of leadership and there is a sense of unchallengeable authority especially in smaller organisations. The thrust of the research would take a quantitative approach to investigate the perceptions of the volunteers, and staff of their employee performance management system to establish if there is link between the hard HRM practice at work and what deficits problems of the employee performance system and broken psychological contract of its workers. Survey ratings of perceptions of managers in carrying out PMS activities would indicate what areas of implementation of model of PMS presented are largely ignored and supported. 3.2 RESEARCH AIM The researcher’s intention is to investigate the opinions and perceptions of staff (paid and unpaid) who work in social charity/ not-for-profit (NFP) organisations about their organisation’s employee performance management system. The researcher intends to shed light on what are structural weaknesses and strengths of the organisation’s employee performance management system and its impact on the psychological contract of its volunteers and staff. Is there a link between organisation’s employee performance management system and its hard HRM practices/management style? 3.3 RESEARCH OBJECTIVE By exploring and analysing the employee experiences and perceptions of their existing performance management system, to determine the areas of strength and weaknesses of the charity organisations method of managing individual performance of its work force. Furthermore, the research intends to put forward recommendations to charitable organisations who seek for ways and methods to improve their employee performance management systems. 3.4 BENEFITS OF THE STUDY There is need to contribute to the growing debate about the employee based performance management system within the Not-for profit sector. Furthermore, the research is applicable to organisations of various sizes who seek to improve their HR system and reduce high turnover. Understanding the differences in managing all staff including both volunteers who are growing segment of the workforce, organisations would be well placed to put in place better HR practices that would attract and retain highly skilled motivated staff to their organisation. 3.5 DELIMITATION OF SCOPE The research is restricted by time and budget allocated for this research. Furthermore, the research is a survey study and therefore it is subject to problems commonly associated with carrying out a survey research and its findings. The research did not include all types of Not- for-profit organisations and therefore sample for this study came from European based social- related charity organisations that have no overt political or religious affiliations. 4 CHAPTER 3 4.1 LITERATURE REVIEW HUMAN RESOURCE MANAGEMENT (HRM) 4.1.1 Many interpretations of what HRM is exist in literature. Pinnington & Edwards (2000) refer it as considered as a developing collection of rival theories. In principle, HRM involves a wide range of human resource (HR) activities and issues, with burden for their successful application tied with different persons in the organisation. In the case where there is no specialist HR function in the organisation; HRM is the exclusively the responsibility of the functional management of the organisation. A more refined explanation provided by McKenna & Beech (2002) says HRM is about increasing organisational performance through adoption of best practice in the management of people recognising that staff workers are valued assets. Such arrangement is to successfully manage their commitment which includes their psychological contract and competence in exchange for their loyalty (McKenna & Beech 2002). In addition, the objective is not manipulate the staff worker by judging on past behaviour but to extend support by evaluating how the staff worker can contribute to the goals of the organisation while considering worker’s development needs in order to achieve these goals (McKenna & Beech 2002). Going back in history, HRM’s first prominent influence can be traced back to important published works of American and British inspired theorists (Beer et al 1984; Guest 1987; and Fombrum et al 1984) from which two opposite theories emerged namely the ‘hard’ HRM and ‘soft’ HRM terms coined by Storey (1992). In looking at this these two, it is best to use Harvard and Michigan models that would address their differences. Both models are used in the context of solving problems and decision-making and it does not mean that one is gruelling and the other is relaxed (McKenna & Beech 2002). `Hard` HRM 4.1.2 The Michigan model is synonymous with a hard HRM approach which was first proposed by Fombrun et al (1984). The principles of this model sees employees as means to secure the organisation’s strategy as a resource that is tactically used in quantitatively, logical and persuasive way towards the competitive achievement of the business. It subscribes to the unitarist perspective focusing on costs, head counts, and that the goal of the organisation and that of the staff worker’s converges. Motivation and rewards are important but only as a means of achieving the organisational mission and goals. Fombrun et al (1984) argues that the strength of this model is that the emphasis is on the organisation which as one unit that strategic control, organisational structure and systems for managing people that can respond adequately to its environment. Figure 4-1 Strategic Management & Environmental pressures (Frombrun et al 1984) Figure 4-2 The human resource cycle Fombrun et al (1984) According to Pinnington & Edwards ( 2000) one of the main criticism in literature about this model is that empirical research has not supported the evidence that organisations follows this model to the letter although a Truss longitudinal 1997 study suggests that big companies managed their staff adhering to a strict strategic focus towards the organisational goals. `Soft` HRM 4.1.3 The Harvard model made popular by (Beer et al 1984) and Guest (1987) model are exemplars of this theory. The soft approach is concerned about the motivating the employees and what the best ways to manage them. Beer et al (1984) Harvard model espouses the concept of managers taking responsibility to initiate ways to how people are managed. Four policy areas namely employee influence, human resource flow, reward systems and work systems must be planned and used in logical manner by the managers to satisfy the all its stakeholders. Furthermore, employees are given a role to play too as long as everything is done in consistent with the overall organisational strategy, policy, management philosophy. Guest’s 1987 model is similar too but it has seven policies under consideration namely organisational and job design, policy formulation and implementation, recruitment, selection and socialisation, appraisal training and development, manpower flows, reward systems and communication systems. Refer to diagrams for comparisons. Figure 4-3 Human Resource System (Beer et al 1984) . Figure 4-4 A map of the HRM Territory Source ( Beer et al. 1984) Figure 4-5 :Guest’s model of HRM Source: (Guest 1987) Most importantly, both models gives strong acknowledgement to the needs of the staff workers and remain committed to staff’s needs as long as actions taken in in harmony with the policy of the aims of the organisation and management goals. 4.2 PERFORMANCE MANAGEMENT SYSTEM Performance management system (PMS) within human resource management (HRM) is a critical topic that deals with effective use and misuse of performance management system (Becker, et al, 2011; Pulakos and O’Leary, 2011;Van Dooren, 2011). Performance management system is been described as an on-going transparent process of managing and measuring an employee or teams through a clearly defined transparent accountability and measurement system (de Waal & Goedegebuure & Geradts, 2011). According to CIPD (2009a) performance management of people has move on from the 1990’s heavily bureaucratised system that was often unclear and misunderstood by researchers to wide-ranging and comprehensive process. Earlier research suggests that there has a been a transition of opinion from when it was thought there is no harmony among practitioners of what are the success factors of performance management of people to a now widely accepted analysis that supports the evidence for performance management as a single system to integrate a number of activities focused on individual contribution, such as career planning, talent management and learning and development (Armstrong and Baron 1997, Armstrong and Baron 2005; ( CIPD, 2009a) CIPD, 2009b). 4.3 INTEGRATED STRATEGIC PERFORMANCE MANAGEMENT SYSTEMS MODEL Organisations are increasingly using an integrated performance management system that has both reward and development focussed strategies (Torrington et al 2011) Gruman & Saks (2011). There is a growing agreement between researcher and practitioner perspectives even though there are distinctions between a development driven PMS and a pay-related PMS, the marriage of these two dimensions forms a much more robust integrated performance management model as supported by both academic and practitioner literature (Torrington et al, 2011; Gruman & Saks, 2011). Purpose and Benefits of an Integrated Model 4.3.1 An ideal best practice PMS whether it is developmental or reward driven is not a system per se but rather it is a flexible continuous process that is linked with motivation, on-going feedback/regular reviews, evaluating the employee’s promotion prospects, training needs & career development, fostering consistency in standards and performance, and reinforcement/reward for performance achieved (Muller-Camen et al 2008) & (Torrington et al 2011). However, (De Waal & Counet, 2008; Taylor, 2008; DeNisi, 2011; Torrington et al, 2011; Gruman & Saks, 2011) suggests there is a relationship between this model and morale, productivity in the work force that has help organisations to achieve sustainable competitive advantages. Problems 4.3.2 However, Taylor (2008) argues that these two dimensions are in conflict when applied in a design process and its implementation. As evidence suggest by (Becker, et al, 2011; Pulakos and O’Leary, 2011;Van Dooren, 2011) many organisations have reported that they face immense challenges in matching and aligning performance measures with business strategy, structures and corporate culture, performance measurement strategies with huge consideration for the costs of introducing and maintaining this HRM practice. Halloway (2009) indicated that large areas of performance management are still under-theorised and that practitioners tend to do away with theories do not address all of the complexities and uncertainties associated with PMS in global environment. It could be argued that the value of well-managed volunteers outweighs the revenue organisations can attract and any economic value of the services they provide. 4.4 THE DEBATE OF PMS IN NOT-FOR-PROFIT ORGANISATIONS Critical evaluation of PMS from (De Waal & Counet, 2008; Cheng et al, 2009; Micheli et al, 2011) maintains that maximising its full potential is difficult to achieve and that an ineffective implementation or inappropriate use produces detrimental effects to the organisation. Lack of Longitudinal Empirical data 4.4.1 According to (Harris Mulvaney et al., 2006 & Waal & Goedegebuure & Geradts, 2011), showing the influence of PM in Not-for-profit (NFP) organisations is even more difficult than in for-profit organisations due to lack of scarcity of empirical longitudinal studies, and that, only a minor concrete empirical evidence of the actual effects of employee performance management exists in the organisations. Therefore, some researchers have encouraged deserting the employee performance management processes altogether only as an option when there are no ties between ratings and outcomes (Culbert 2010). Cynicism 4.4.2 Cynicism against performance management systems stifles progress and weakens assurance, confidence and building up acceptance for a performance management system is far harder to gain than to lose it (Van Dooren, 2011). The negative findings as highlighted earlier may be attributed to the stakeholder’s problems of the PMS system/process than the actual system. For example, the car does not cause an accident per se but it is the driver/owner of the car who assumes the responsibilities to drive carefully and maintain a well serviced car. Moxham (2010) contends that in NFP organisations, support for an employee performance management process is mainly for ‘financial health check purposes’ and that PMS is perceived as a complex measuring tool in implementation, requires un-ending consistent equal buy-in from every staff and skilled implementers. Furthermore, in general middle level managers are not motivated about the HRM approach to managing its staff because it does advance the idea of immediate solutions. (Sparrow and Marchington 1998). Labour Cost 4.4.3 A number of empirical findings agree that there is no perfect single performance management system that is not error or problem free (Muras et al 2008; Martinez & Kennerly , 2010; Pulakos & O’Leary 2011; Wolum, 2011). Notwithstanding, (Muller-Camen 2008; Goedegebuure & Geradts, 2011) also suggests that implementing or maintaining performance management system is labour intensive and demands the involvement from all levels of management and every staff take ownership of it in order to for it to become a viable process and a successful on-going process that is relevant and applicable to the organisation. Other Problems 4.4.4 Evidence from literature sources (Torrington et al, 2011; Cheng et al, 2009; Aslam & Sawar, 2010) & Ahmed & Kaushik, 2011) lists a whole range of problems linked with inconsistent implementation or the lack of performance management system such as unclear strategy, unclear goals and objectives, incomplete performance management stages/ cycles, lack of staff training on the use of PMS, lack of change management strategy, and the absence of a permanent organisational PMS culture. Earlier research by Hay et al (2001) listed HR related negatives factors that can cause internal conflicts ranges from the lack of training in the legal responsibilities of an employer, bare training resources, organisation's experience of implementing effective HRM practices such as training; job design, smooth leadership structures and lack of recognition of the individual’s specific values. BENEFITS AND EFFECTS FOR AN EMPLOYEEE PEFORMANCE MANAGEMENT 4.4.5 SYSTEM IN AN ORGANISATION 4.4.5.1 Benefits A well rounded employee performance management system enables an organisation to sustain competitive strategic advantage by providing techniques that manages expectations, align employee behaviour with business needs and organisational culture, while bringing visibility and value to the organisation (Shield, 2007). Furthermore, the emergence of this HRM practice of managing people has produced several assessment methodologies, balance scorecard system, and staff review mechanisms including performance review formats, assessment processes, performance tracking which has resulted into other HR related actions such as performance coaching, recognition and managing poor and good performances, which includes the exit of poor performers (Shield 2007). Recent literature by Chamberlain (2011) underlines the connection by stating that obvious effective performance management system aids the strategy and goals of the organisation but that is made possible through open transparent system that all employees are encouraged to contribute personally or in teams to the strategic course of the organisation. This awareness to think strategically may likely improve the psychological well-being and contract of their employees. According to WorldatWork and Sibson Consulting (2010), many organisations still value employee based performance management system as a viable channel to achieve business objectives and differentiate high performers from low performers but, many challenges can potentially obstruct or derail the organisation’s efforts to achieve an effective performance management. As organisations strive to encourage higher performance rates, the use of performance management systems (PMS) is on the rise chiefly because it strategically manages an employee’s or teams effort and productivity by aligning the performance criteria with the company’s objectives (De Waal & Counet 2008) Taylor 2008). Dutch research (Waal & Goedegebuure & Geradts, 2011) suggests that a clearly defined and measurable goals is positively associated with performance in non-profit organisations and a positive impact on the staff workers. The PMS process includes future employees who needs coaching, guidance and growing understanding of the organisation’s PMS culture (Melo et al 2010) and, aligning each employee’s performance agreements with the departmental business plans that enhances the overall organisation’s vision, mission and strategies (Taylor 2008). 4.4.5.2 Importance One of the central pieces of employee based PMS that directly impacts the employee commences from job analysis till when the employee exits the organisation (Boxall & Purell 2008; Torrington 2011; Watson & Leopold& Harris, 2005) and each staff member differ in their skills and abilities they bring to the job, in their personality, motivation in their everyday experiences, training, and qualifications. Failure to address these underpinning HRM issues in may adversely affect the psychological contract - weaken staff worker confidence, job satisfaction, create an environment where antipathy, loss of credibility/perception from employees that can undermine the overall strategic interests of the organisation (De Waal & Counet, 2008; Torrington et al, 2011; Wolum, 2011). 5 FOUR CYCLE EMPLOYEE PERFORMANCE MANAGEMENT SYSTEM MODEL Although, there many methods of implementing an employee PMS exists in practitioner literature, the research would focus on one model which is a combined practitioner and researcher based implementation model. This model along with other models promotes the idea of managing performances as an organisational HR activity as a cycle of on-going processes that takes place in organisation for it be successful. It has four stages namely: 1.Definition Of Business Role, 2. Planning Performance, 3.Delivery And Monitoring and 4. Assessment & Reward. Figure 5-1 Employee based four steps PMS cycle implementation model Source : (Jozef 2011) DEFINATION OF BUSINESS ROLE 5.1.1 Many employees that include top level middle managers, departmental heads, professionals and all workers need to be persuaded on the merits before a performance management system is rolled out to others. As already iterated by a research sources, there is no perfect PMS that is error or problem free (Pulakos & O’leary 2011; Wolum, 2011; & Muras et al 2008; Martinez & Kennerly 2010) Therefore, an organic approach may be required in a design of a PMS. Several key activities related to the introduction of PMS can have impact on the whole company such as resources (de Waal & Goedegebuure & Geradts 2011) states an effective performance management system aids the strategy and goals of the organisation that is supported by an open transparent system and allows the employees to contribute freely, personally or in teams, to the strategic course of the organisation. Furthermore; Shield (2007) added that implementers must also focus on the employee’s advancement, learning and development to create a high achieving staff in meeting the overall organisational strategy. 5.1.1.1 Job Analysis & Job Description & Job Specification Job analysis is a flexible on-going methodical practice to gather and review information about the content and people requirements of jobs and the context within which they are performed (Price, 2007;Williams, 2006). It is very useful HRM tool to be regularly used to enhance the when the person has left the job to provide a detailed job description and job specification in the light of current and future organisational needs to achieve successful job performances. For example, a high degree of informal approaches towards detailing job description and information about duties in a letter of acceptance have impacted the volunteers behaviour in relation to how they perceived the organisation is being run (Hay et al 2001; Finzi et al 2012). Although, a flexible job description exists in literature which sprouted from Japanese management practices that allows for flexibility in the event of changes and quicker organisational direction ( Mckenna & Beech 2002), NFP organisations who manages older and professional experienced volunteer work force would preferred a