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FACTORS TO BE TAKEN INTO ACCOUNT IN HOMAN
RESOURCE DEVELOPMENT, PLANNING, TRAINING AND
DEPLOYMENT
CHAPTER ONE
1.0.0 INTRODUCTION
The motive behind this long essay is to state what factors are to be taken into account in human
resource development, planning, training and deployment in the public sectors. The essay also
highlights the problems that are likely to be encountered in and also some practical solutions to
those problems. According to Encarta dictionary, a resource is a source or supply from which
benefits are produced. Typically, resources are materials or other asserts that can be transformed
to produce benefits and in the process may be consumed or made unavailable. Human resources
can therefore be defined as the people that staff and operate an organization. Over time, peoples
demands for services from their governments have increased. In order to respond to such
demands, the public sector must depend on the quality of its human resources. It is therefore
essential to improve and upgrade the caliber of human resources in public sectors since this will
determine the character and effectiveness of an administrative system. As a starting point, each
component, such as human resource development, human resource planning, human resource
training and human resource deployment will be defined and the factors to be taken into account,
the problems that are likely to be encountered and their solutions will be under each component.
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CHAPTER TWO
2.0.0 HUMAN RESOURCE DEVELOPMENT
Human resources development can be defined as the frame work for helping employees develop
their personal and organizational skills, knowledge and abilities. It encompasses an array of
activities that enhances the ability of all human beings to reach their highest potential.
2.1.0 FACTORS CONSIDERED IN THE DEVELOPMENT OF HUMAN RESOURCES.
The development of any nation depends to a very large extent on the caliber, organization and
motivation of its human resources. In the specific case of Zambia where diversity exerts
tremendous influence on politics and administration, the capacity to increase the benefits and
reduce the costs of this diversity constitutes a human resource development. Therefore, there are
many factors which are taken into account in the development of these human resources.
2.1.1 The availability of institutions for training
We can acknowledge the fact that education is one of the important sectors which plays a very
vital role in any contemporary society for economical, technological, social and political
development of an individual or the society. The availability of the institutions in any particular
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country determines the caliber and the quality of the people being deployed in the public sectors
to take up the positions in the vacancies.
2.1.2 The availability of resources in one particular area.
It is the responsibility of the government to identify the activities taking place in each particular
area so as to help the country develop the nation as a whole. People should be imparted with the
necessary skills which are suitable for each particular area, for instance, for a place like the
Copper belt, the government should train people on how to do mining to suit with the activities
which take place in that area. This will help the government to do away with the issue of
centralization.2.1.3 The human resource development policy
The policy will aim at building and maintaining the public service as an efficient, effective and
professionally competent administrative machinery of government capable of originating and
implementing the government programmes. The general policies can apply to both civil servants
and the politicians. However, there are specific areas where different conditions can apply. For
example, professional development and pre-retirement training may not apply to political leaders
while these are a must for the civil servant. The duration of training for political leaders is
limited to short duration while the civil servants may take long term training on full pay. This is
because the politicians have a tight political agenda on policy direction and their absence for a
long duration would seriously affect the government operations.
2.1.4 Education
Zambia is committed to reaching Universal Education for All, which is one of the most
important Millennium Development Goals. However, there is clearly a need to educate and train
people at all levels: primary, secondary and tertiary, with special attention paid to the quality of
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education. This has been declining due to a large part of low caliber teaching staff and therefore,
the government will organize intensive teacher training programs.
2.1.5 Inadequacy of manpower
The provision of goods and services are determined by the availability and effectiveness of the
manpower in the country. If the country or the society does not have enough or competent people
who can occupy vacancies, the human resource managers have to consider the number of people
to be deployed into the public sectors.
2.1.6 Gender equalityWomen make up 53% of the population and participate in subsistence agriculture less than men.
They usually feed and provide care for the children and ensure their fundamental education. But
until recently, girls were the minority in secondary schools, women had little access to the
opportunities available to men and they were poorly represented in decision making positions.
2.2.0 PROBLEMS LIKELY TO BE ENCOUNTERED IN THE DEVELOPMENT.
2.2.1 Unevenly distribution of manpower.
The distribution of high level manpower is far from the desirable needs of the societies. It is
concentrated in the cities, whereas the most critical needs, such as agricultural extension and
community development, are often in the rural areas.
2.2.2 Job preferences.
There is a preference for administrative jobs over technical jobs because the former are thought
to carry more prestige and authority than the later. An educated local national is in a
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commanding position; people prefer an administrative job in the city to a field assignment in
some remote rural area.
2.2.3 Health and population.
The prevailing issue of HIV/AIDS has really affected the workforce of the public servants.
Addressing this situation is made more difficult by the prevalence of major diseases such as
malaria together with malnutrition reduce the productivity of the population.
2.2.4 Low productivity.
Low productivity can be as a result of the many challenges the department of an organization is
facing, this can be as a result of little opportunities for personal development and lack of standard or standards which do not suit the situation at the particular time.
2.3.0 SOLUTIONS TO THE PROBLEMS THAT ARE ENCOUNTERED.
2.3.1 Production of high level manpower.
The government officials and the planners will expect higher learning institutions to produce
critically needed high level manpower for localization, enhancement of national prestige and the
development of agriculture and natural resources.
2.3.2 Equally distribution of resources.
The central government has got the mandate to provide resource to all parts of the country
regardless of the geographical set up of any particular area. Hence, there is a need for the
government to ensure that the national resources are distributed equally.
2.3.3 Improving the welfare of low income jobs.
There is a need for the government to improve the low income jobs by increasing their salaries
there by motivating them. This can also increase the output of the particular sector under
consideration because the workers will be motivated to do the work.
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.
CHAPTER THREE
3.0.0 HUMAN RESOURCE PLANNING
Human resource planning is a process by which an organization ensures that it has the right
number and kinds of people, at the right place, at the right time, capable of effectively and
efficiently completing tasks that will help the organization achieve its overall aims. It may also
be defined as planning for the future personal needs of an organization, taking into account both
internal and external activities.
3.1.0 FACTORS TO BE TAKEN INTO ACCOUNT IN HUMAN RESOURCE
PLANNING .
As an ongoing and dynamic process, human resource planning is not as easy as we may think it
is to run. It is therefore very important to take into account the following factors:
3.1.1 The length of the plan .
It is very important to consider the length of the plan i.e. long term plan or short term plan. This
will help the kind of human resource to put in place. The length of the plan depends on the
required outcome of the project under consideration. In most cases, short term plans require
employing people on contract basis.
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3.1.2 Generating the required human resources .
When making a plan, it is very important to consider what kind of human resources and of what
level (education level) will be required to carry out the required tasks. It is advisable for the
public sector to employ graduates from recognized higher learning institutions. The employer
must know the number of employees that are required in a public sector, for example, the
ministry of education must know the number of teachers who are needed to meet the growing
number of school going children.
3.1.3 Designing the human resource management system .
When making a plan, it is very important to form a management body to look after the
proceedings of the tasks. Here, there is also a need of putting the management in a hierarchical
order, i.e. to have the top management which will take charge of the overall work place.
3.2.0 PROBLEMS THAT ARE LIKELY TO BE ENCOUNTERED.
3.2.1 Difficulties in ascertaining future manpower .
It is very difficult to ascertain future manpower requirements of an organization, as future is
always uncertain. For example, new technological equipments are being developed and it may be
difficult to ascertain what kind of technology will be there after a certain period of time.
3.2.2 It is a time consuming and costlier process .
In case of a long term plan, more time is required to have the plan completed and it may also be
costly because as time moves the more the currency loses value. For example, you will find that
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the company has planned on how much money they are supposed to spend on a certain project
but due to its time consuming, the project may take not less than five years and by that time the
currency might have lost its value, meaning that they will have to spend more than what they
planned for.
3.2.3 Measurement of effective performance.
Many organizations fail to effectively measure how well their different inputs affect
performance. In particular, no measures may be in place for quantifying the contribution people
make to organizational outcomes or, more important, for estimating how changes in policies and practices, systems, or processes will affect that contribution.
3.3.0 SOLUTOINS TO PROBLEMS THAT MAY BE ENCOUNTERED .
3.3.1 Implementation of certain measures .
Some problems like problem number (2.2.3) may be solved by implementing clear quantifiable
measures, identifying milestones in the achievement of specific organizational goals, and using
concepts such as a "balanced scorecard" will articulate the results of the Human Resource
Strategic Plan in measurable terms. Regular evaluation of the plan will also assist in fine-tuning
the Human Resource Strategic Plan itself.
3.3.2 Introduction of a workforce plan.
New recruitment practices may need to be adopted to increase the representation of designated
groups, or securing essential skills in the organization. A comprehensive "leadership strategy"
may assist in developing future workforce needs, identified either in terms of the organizations
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workforce plan or required in terms of industry black economic empowerment charters
(www.workinfo.com).
3.3.3 Identifying appropriate human resource plans, policies and practices needed to
support organizational objectives.
The organization must come up with appropriate human resource plans, policies and practices
that can support the organizations objectives to the fullest. Identification of relevant human
resource best practices can help the organization to succeed in its objectives.
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CHAPTER FOUR
4.0.0 HUMAN RESORCE TRAINING.
Training is the acquisition of skills i.e. the process of teaching and learning of skills. In other
words, training is the upgrading of a persons skill or the addition of a new skill which in turn
can bring about the desired change an organization is seeking for. Training is mostly done in
higher learning institutions. Education is listed among the universal human rights; it is necessary
for the full development of human personality and is grounded in respect for human rights and
freedoms (Kelly, 1996:63). For example, the University of Zambia offers different kinds of
trainings through different schools, i.e. the school of education trains teachers, the school of
engineering trains engineers, etc.
4.1.0 FACTORS TO BE TAKEN INTO ACCOUNT IN HUMAN RESOURCE
TRAINING .
There are a number of factors to be taken into account in human resource training. The following
are the factors that need to be considered in human resource training:
4.1.1 Training needs analysis .
There are a number of ways in which can be used to determine the type of training the employee
will need. Firstly, it is important to consider the current situation in terms of skills of current
employees and new recruits. One should consider the training already provided to employees and
what is required by the organization. The other way is considering the requests from employees.
Employees are usually the first to recognize the need for additional training. This can result from
the assignment of a new task, technological changes, or just a realization that additional training
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would result in a more efficient work product. Another way of determining training needs is
through the change in agency vision or mission. Agency vision or mission can sometimes change
due to state or federal legislation. Thus, employees may be assigned new duties and
responsibilities, but before that, there is a need to decide if the employers are able to reach their
goes there by attaining the required mission.
4.1.2 Organizational culture and values .
It is important for employees to know the organization structure and the value of the services to
be offered. The employees should be provided with a training content. This will help the
employees to know what they will be required to be doing as they graduate. It is also importantto provide training methodologies to the employees, for example, the employees should be
provided with attachments so that they can have a deeper understanding of what they are being
trained for. There is also a need to provide the training that is of values. The training provided to
employees must be of value for both the employers and the employees to appreciate the services
and their products.
4.1.3 Organizational capacity.
This means considering things like training delivery. It is important as an institution to know
whether the employees are available for group training and also to consider if some training can
be done online. It is also important to consider the resource availability. One should consider the
training budget and the training facilities available so as to conduct the training efficiently by
ensuring that they plan in accordance with the budget.
4.1.4 Desired outcome from training .
One must know the purpose of training. He/she must consider the kind of training as to whether
it will be used to increase productivity or competitiveness or to improve customer satisfaction. It
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is also important to consider industrial conditions. One must know whether the training offered is
there to help employees progress or just the employers or both.
4.1.5 Existing relationships .
The training institutions must work in collaboration with other institutions that offer similar
trainings so that they can share ideas on how they can improve their training programs. It is
therefore important for training institution to know other institutions that provide similar
trainings.
4.2.0 PROBLEMS THAT MAY BE ENCOUNTERED IN HUMAN RESOURCE
TRAINING.
There are a number of problems that may be encountered in human resource training. The
following are some of the problems that may be faced in human resource training.
4.2.1 Discrimination in availing training opportunities to public officers.
Most of the public workers are being discriminated by not giving them time to go for further
studies so that they can improve on their work experience.
4.2.2 Lack of planning and professionalism.
It is observed that most of the public higher learning institutions are lacking planning and
professionalism. This is because most of the public workers are low paid, hence, they spend most
of their times on planning their own businesses. It is also found that most of the qualified human
resources are attracted to the private sectors were they are paid more as compared to the public
sectors.
4.2.3 Poor coordination of training .
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Most of the public higher learning institutions are poorly coordinated because of a number of
reasons. One of the reasons is that most of the coordinators do not even come for work because
they concentrate on their own businesses.
4.2.4 Unclear responsibility centers for the management of the training.
Some public training institutions do not have a clear understanding of what is required in specific
public sectors. Hence, such institutions end up producing unqualified human resource.
4.2.5 Lack of right tools or equipments to be used for training.
The other challenge that may be faced is lack of the right tools or equipments to be used for
training. Some trainings requires a lot of practical work, for example, someone who is learningengineering requires a lot of practical work for them to learn how to do the work and also to
become familiar with the tools.
4.2.6 Change of management.
Another challenge that may be faced is that of change of management. Due to the fluctuating
economy as well as local and global advancements, there are many changes occurring rapidly
that affect human resource training. The introduction of new technology requires the lecturers or
teachers to learn those techniques before presenting them to the students and this may be a
challenge since technology is changing at a fast rate.
4.2.7 Limitation of oversees training.
Given its high cost, overseas training has been limited to top, senior and middle level officers
who need to learn from cross-country experience as a way of widening their horizon and those
whose training requirements cannot be offered locally.
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4.3.0 PRACTICAL SOLUTIONS TO PROBLEMS THAT MAY BE FACED IN HUMAN
RESOURCE TRAINING.
The following are some of the solutions that may be used to solve some of the problems that may
be faced in human resource training.
4.3.1 Emphasis on effective Coordination.
In order to avoid wastage of resources and duplication of effort, there is need to emphasize
coordination both at the level of the Public Service and at the levels of the Ministry, Department
and Local Government. At the level of the Public Service, the Ministry of Public Service, being
overall in charge of human resource management function in the Public Service is theCoordinator.
4.3.2 Introduction of Training Committees.
There is need of introducing training committees. Each Ministry, Department and Local
Government has a training committee which approves training plans on behalf of the Chief
Executive.
4.3.3 Emphasis on induction.
Induction of new staff and those promoted is mandatory, so that they can know what is expected
of them at an early stage to be able to serve with dignity, pride and joy. There have been
significant improvements in inducting Public Officers on the basis of the guideline under the
policy and induction manual.
4.3.4 Providing the right skills, knowledge and experience .
Since it can be difficult for the higher learning institutions to know whether their graduates are
competent and contributing to the fullest, they must make sure that they provide their students
with the necessary skills, knowledge, and experience needed to match current job description.
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4.3.5 Assisting the students to achieve performance potential .
The higher learning institutions must assist their students in achieving performance potential by
assigning effective developmental opportunities, for example, those who are training to be
teachers, they must be given opportunities to present some topics in front of their fellow pupils
so that they can get used to talk and stand in front of a group of people.
4.3.6 Providing necessary tools or equipments to the students.
It is also important for the higher learning institutions to have all the necessary tools or
equipments required for the training of their students. For example, there must be enough
laboratory equipments for those who are doing sciences to be able to carry out someexperiments.
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CHAPTER FIVE
5.0.0 HUMAN RESOURCE DEPLOYMENT.
When the organization needs clarity on the type of employees or competencies it needs and those
it will need in the near future, it is advisable to have solid staffing policies which respond to
these needs. For this reason the deploying process can take place. Deploying of human resource
can be defined as the process of dispatching manpower in the public sectors for development of
the nation. Here, as a human resource manager, we look at some of the factors that can be taken
into consideration in the human resource deployment in the public sectors.
5.1.0 FACTORS CONSIDERED IN THE DEPLOYMENT OF HUMAN RESOURCE
5.1.1 RECRUITING POLICY
The contribution of the human resource is likely to be determined largely by the caliber of people
recruited or deployed into the public sector. In most cases, employers focus on the qualifications
and experience of candidates being considered for the particular vacant positions. Even when we
discount the possibility of forgeries and certificate racketeering, academic training by itself might not adequately prepare a person for a job (Balogun, 2003. P10). The same thing applies in
the case of experience which might neither be cognate nor relevant. In fact, instead of
focusing mainly on educational qualifications and experience, recruiting bodies would need to go
further and probe deep into the aptitudes, attitudes, personal character of candidates for certain
jobs.
5.1.2 TRAINING AND MANPOWER DEVELOPMENT
Closely related to the problem of recruitment is, therefore, that of training and manpower
development. Presumably, those to be recruited would first have to be trained. It is in realization
of the importance of pre-entry training that priority is attached to the establishment of primary,
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secondary, vocational, and technical schools, and universities. For instant, secondary school
graduate can, with little preparation, move straight to an office and carry out basic clerical or
bookkeeping functions. With additional training, he/she would be ready to perform secretarial
and ICT-related duties. As for the universities, they would need the support of the government
and the private sector in aligning their academic research with the development needs of the
country.
5.1.3 PROFESSIONAL CONSDERATION
Certainly, jobs in the security and law enforcement agencies, financial institutions, customs,
immigration and the postal service would, in view of the public attention have attracted benefitfrom a professional approach to staff selection. The need for federal character in the deployment
of public personnel has generated a lot of controversy in recent years. There is nothing wrong
with the principle. It is only the application that we have to watch. Federal character would be
looking far and wide for the best and the mos t competent. However, in practice, the principle
may be subverted, especially if it is interpreted as a crude form of ethnic balancing.
5.1.4 THE DEMAND OF MANPOWER
The human resource management should consider the availability or the inadequacy of
manpower in the sectors where the deployment of human resource can be effected. As the human
resource manager, we have to ask ourselves questions why and where the particular service
should be taken to one particular area. Is this service needed in that particular area or society?
Different societies or public sectors have different needs, therefore, deploying of human
resources to these sectors would depend on the type of services which can be offered by the
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employees and which are needed by the societies. The human resource manager ought to deploy
the manpower which is required by the people in the society to meet their every day needs.
5.1.5 MERIT CONSIDERATION
The objective of the process of deployment of human resource in the public sector is to select, on
the basis of merit, those employees who are to be deployed to carry out the services in the
affected parts of the organization or the public sectors. Merit is met when the public service
commission or the human resource manager is satisfied that the employee meets the merit
criteria required for the work to be performed, which includes the essential qualifications, as wellas the current and future asset qualifications, operational requirements and organizational needs.
However, while the Public Service Commission must be satisfied that merit is met, the guiding
values of fairness, transparency, access and representativeness guide managers in the process of
selecting employees who are to be retained and those who are to be laid off.
5.1.6 SOCIAL FACTORS
In a diverse society like Zambia, the public service cannot avoid the issue of representation .
When an agency is dominated by individuals from one ethnic group or from one sex group, the
unrepresented groups are likely to cry foul, and for good reasons too. Therefore, gender equality
should be observed in all aspect of the public services. It is only when the diversity of a nation is
properly reflected in decision making structures that the fairness of decisions could be constantly
tested. It goes without saying that the issue of diversity does not end with deployment. It extends
to the day-to-day management of inter-personal and inter-group relations in public agencies.
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5.2.0 PROBLEMS THAT ARE LIKELY TO BE ENCOUNTERED IN HUMAN
RESOURCE DEPLOYMENT IN THE PUBLIC SECTORS.
The process of recruiting or deploying of the human resources in the public sectors is a sensitive
part for the people given the mandate to carry out this process in the sense that there ar e a lot of
things which come out due to people with different perception on how to take this process. Some
of the factors which have been mentioned above in the deploying of human resources can bring
along side with them some problems which can adversely affect the services to be provided to
the public by the employees. Let us look at some of the problems brought about by the factors
considered in the human resource deployment which we have already stated.
5.2.1 LACK OF REPRESENTATIVENESS
When the process of deploying human resource is lacking proper representation, the appointment
processes are conducted with bias and do create systemic barriers that can fail to help achieve a
public service that reflects the Zambian population it serves.
5.2.2 EMPLOYMENT POLICY AND CONDITIONS
The other problem that can highly influence the performance of the human resource is the
employment policy, and particularly, the impact of the policy on employment conditions, and on
morale and motivation of the employees. The assumption by the employers that the stock of
human resources is limitless has led to the total disregard of the most elementary principle of
motivation (Balogun 2003. p12). The on-going socioeconomic crisis has worsened the situation
by throwing many able-bodied persons out of their jobs.
5.2.3 LACK OF TRANSPARENCY
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Transparency is important for every organization and, in particular, for governmental
organization such as the custom administrations and other public sectors. Transparency means
that information about decisions, policies and practices is communicated in an open and timely
manner. Its been observed that people in authorities or those in the managerial positions use
their positions to deploy people they know or relatives for vacancies on an expense of those who
are competency for that particular job. This compromises the quality of services to be provided
to the public.
5.2.4 DIFFICULT TO ACCESS INFORMATION
This means that persons from across the country have a reasonable opportunity to apply, to do soin the official languages of their choice, and to be considered for public service employment.
Affected employees must be given every reasonable opportunity to continue their careers as
public service employees.
5.3.0 SOME PRACTICAL SOLUTIONS TO THE ABOVE PROBLEMS
It is the mandate of the government or the senior managers to ensure that people with good
morals, values, attitudes and heart for the services are deployed in the public sectors in order to
provide good services to the society and help to develop the nation in many challenges it is
facing.
5.3.1 Improving employees attitudes.
The human resource commission should ensure radical change in attitudes of the employees is
improved. The attitudes of people to carrying out services determine the quantity and quality of
work to be put in the workplace. Therefore, employees should have objectives in place when
they are serving the public for national development.
5.3.2 Solving gender issues.
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In order to achieve gender equality and equity, Zambia can continuously update and adapt its
laws on gender. It will support education for all, eradicate all forms of discrimination, fight
against poverty and practice a positive discrimination policy in favour of women. Gender can be
integrated as a cross-cutting issue in all development policies and strategies.
5.3.3 Having well qualified human resource commissioners.
It is therefore imperative that senior managers be exposed to the appropriate sensitivity trainings
so that the networks of relations would be properly and adequately managed.
6.0.0 CONCLUSION
In conclusion, the work proved to be successful in determining and identifying the factors thatare to be taken into account in the human resource development, planning, training and
deployment in the public sectors. Therefore, for the majority of organizations human resource
development is an important aspect of all organizations and the way in which staffs are managed,
maintained and motivated will be the major influence on how successful an organization
becomes. And the main resource involved in achieving the purpose of organization and
providing quality goods and services to the well being of the country are its people.
The manpower development institutions should place an increasing role in the dissemination of
development-oriented values. For a start, they should be more open and less timid in discussing
the ethical basis of our traditional values. In addition, adequate time should be set aside to enable
the program participants to brainstorm approaches to the articulation of a work ethic
emphasizing excellence/constant search for perfection, discipline, loyalty to the nation, and the
rejection of neoptic and corrupt tendencies
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REFERENCS
Balogun. M. J (2003). Nigerias Public Service Reform Process : Human Resource Issues
Report.
Frederick. H & Charles A. (1964). Education, Manpower, and Economic Growth : McGraw-
Hill book company New York.
Kigali. D (2000). The Republic of Rwanda Ministry of Finance and Economic Planning :
Rwanda Vision 2020 Report.
Wabe J. Stuart. (1974). Problems in Manpower forecasting : Saxon House; Lexington Books.