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Development Planning and Administration

MPA – 403Lecture 14

FACILITATORProf. Dr. Mohammad Majid Mahmood Bagram

Reflections

Human Resource Planning & Human Resource RetentionHuman Resource Planning & Human Resource Retention

Most chief executives acknowledge that there is a link between HR practices and organizational performance.

Retaining and motivating “knowledge workers” has become the primary aim … When they leave, the business loses an essential element of intellectual capital.

Words of Wisdom

Human Resource Success Factors

Attracting and hiring the best employees

Equipping employees with the skills needed to excel

Compensating employees fairly

Motivating employees to reach their full potential

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Human Resource Challenges

Employees are struggling to balance their home and work lives

Managers are challenged to manage and communicate with employees around the globe

A diverse and multicultural workforce requires better workplace communication and training

Technology is impacting decision making, communication, and business operations

Human Resource Laws are dictating many aspects of the employee-employer relationship

The process of anticipating an organization’s future human

resource needs and then developing action plans for fulfilling identified needs.

Human Resource Planning

HR Planning

It involves:

Identifying and acquiring the right number of people with the proper skills

Motivating them to achieve high performance

Significance of HRP

Even an imperfect forecast is better than none at all

Anticipating needs – prepare for the future gives you an edge

Address potential problems – avoid skill deficiencies

HRP

HRP ensures that the organization has: Right Number Right Kind Right Place Right Time

HRP is also called:

• Manpower Planning, • Personnel Planning Or • Employment Planning

The Process of Human Resource Planning

Organizations need to do Human Resource Planning so they can meet objectives and gain a competitive advantage over competitors.

Human resource planning compares the present state of the organization with its goals for the future

Then identifies what changes it must make in its human resources to meet those goals

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Strategic Planning

Human Resources Planning

Forecasting HumanResource

Requirements

Comparing Requirements and

Availability

Forecasting HumanResource Availability

Demand =Supply

NoAction

Surplus of Workers

Restricted Hiring, Reduced Hours, Early Retirement,

Layoff

Shortage of Workers

Recruitment

Selection

The Human Resource Planning Process

Human Resource Planning

Job DescriptionJob Description The tasks and responsibilities of a job.

The tasks and responsibilities of a job.

Job SpecificationJob SpecificationA list of the skills, knowledge,

and abilities a person must have to fill the job.

A list of the skills, knowledge, and abilities a person must

have to fill the job.

Job AnalysisJob Analysis A study of the tasks requiredto do a particular job well.

A study of the tasks requiredto do a particular job well.

Reasons For Conducting Job Analysis

Staffing - Haphazard if recruiter does not know qualifications needed for job

Compensation - Value of job must be known before rupee value can be placed on it

Safety and Health - Helps identify safety and health considerations

Legal Considerations - Having done job analysis important for supporting legality of employment practices

Job Analysis

Job Analysis is not a one time activity as jobs are changing constantly

The job and not the person – an important consideration in job analysis is conducted of the job and not of the person

Job Analysis Methods

Questionnaires Observation Interviews Combination of methods

Job Description

Document that states tasks, duties, and responsibilities of job

Content of a Job Description

Job Identification - Job title, department, reporting relationship, and job number or code

Job Summary - Concise overview of job

Duties Performed - Major duties

Job Description

A job description

Clarifies work functions and reporting relationships, helping employees understand their jobs.

Aids in Performance evaluations.

Writing a JD

Duties are to be listed in order of importance.

Avoid using the term 'responsible for' rather describe the action e.g. 'obtains', 'coordinates' etc.

Writing a JD

Duties that take less than 5% of the officer's time should not be shown as separate but grouped with other duties.

Use action verbs which tell what the position does. Examples include "supervises", "programs", "directs" and "analyzes".

Provide specific examples to illustrate the duties Avoid ambiguous terms such as "oversees" or "manages", instead, describe the activities involved in overseeing or managing.

Job Specification

Job Specification - Minimum qualifications person should possess to perform particular job

Should reflect minimum, not ideal qualifications for particular job

Problems if Job Specifications are inflated

May systematically eliminate minorities from consideration

Compensation costs will increase

Job vacancies will be harder to fill

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Forecasting HR Demand

FORECASTING ‘makes use of information from the past & present to identify expected future conditions’.

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Forecasting TechniquesTrend Projection Forecasts:

1. Extrapolation: involves extending past rates of change into future (if an average of 20 production workers were hired each month for past 2 years, extrapolating that trend into future means that 240 production workers will be added during upcoming year.)

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Ratio Analysis

• RATIO between output & manpower deployed to achieve that output is established at a given point of time

• Eg., revenue per employee, sales vol. per salesperson, units produced per employee, etc.

Forecasting Techniques

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HR Inventory

2 types –

1) Skills inventory: describes the skills & knowledge of non-managerial employees & is used primarily for making placement & promotion decisions

2) Management inventory: contains the same information as in skills inventory, but only for managerial employees which describes the work history, strengths, weaknesses, promotion potential, career goals

Forecasting Techniques

Forecasting Techniques

Soft & Hard Planning

Hard Planning: treats employees simply as a resource of the business (like

machinery & buildings)

Soft Planning: treats employees as the most important resource in the

business and a source of competitive advantage

employees are treated as individuals and their needs are planned accordingly

Thank you for your kind attention!

Thank you for your kind attention!

FACILITATORProf. Dr. Mohammad Majid Mahmood Bagram