Unit 2 : Human Resource Planning

By Radhika

Introduction

Human resource is the most important asset of an organization.

Human resources planning are the important managerial function.

It ensures the right type of people, in the right number, at the right time and place, who are trained and motivated to do the right kind of work at the right time, there is generally a shortage of suitable persons.

Definition

Human resources planning is a process that identifies current and future human resources needs for an organization to achieve its goals. Human resources planning should serve as a link between human resources management and the overall strategic plan of an organization.

Factors Affecting Human Resource Planning

Job Analysis

Job Analysis is a process to identify and determine in detail the particular job duties and requirements and the relative importance of these duties for a given job. Job Analysis is a process where judgements are made about data collected on a job.

It is collection of job related information. The focus is on the job but not on the individual holding the job. However, individuals are consulted.

Purpose of Job Analysis

The purpose of Job Analysis is to establish and document the 'job relatedness' of employment procedures such as training, selection, compensation, and performance appraisal. Job Analysis can be used in training/"needs assessment" to identify or develop: training content.

Job Analysis

Job DescriptionJob titleLocationJob SummaryDutiesReportingAuthorityMachines and toolsMaterials usedSupervision/SubordinateWorking conditionsHazards

Job SpecificationStatement of individual

Qualification necessary todo job

EducationExperienceTrainingInitiativePhysical abilitiesPsychological abilitiesCommunication skillsResponsibilitiesSensory demands

The Process of Job Analysis

Information GatheringType of data to be collected

- Method to be used (observation, questionnaire,interviews, diary method, check list) - Who should collect job data (job analyst, supervisor, job holder)

Information Processing- Job description- Job Specification

Job Design

“Organization of tasks, duties and responsibilities into a unit of work to achieve certain objectives”

i) The specification of individual tasksii) The methods to be used to perform taskiii) The combination of tasks into specific jobs to be assigned to

individual. The job design should balance organizational

needs/requirements and individual needs of job holder. Work Specialization and Division of Labour: The degree to

which the tasks are subdivided in separate jobs

Cont.

Earlier job design revolve around to simplify the task or breaking whole job or tasks into specific tasks to be performed by individual

In early 19th century Henry Ford is credited with manufacturing automobiles on assembly line (Division of Labour)

Advantages: Increase productivity, more trained, increased quality, shorter production time, less supervision, easy hiring

Disadvantages: Employee dissatisfaction, wastage of organizational resources (salary budget), boredom, less flexibility and freedom, under utilization of skills

Well designed job essential for attracting qualified and motivated individual and retaining them.

Cont.

Cont.

Job Rotation: Moving employee from one job to other to add variety and reduce boredom. After some time employee move to other at same level.Disadvantages: Disturb work, training cost, de-motivate ambitious and motivated employee.

Job Engineering: focus on tasks to be performed, workflows among employees, methods to be used, layout of workplace, interdependencies among tools and employee Example: Specialization of labour.

Job Enlargement: Adding to some extent similar tasks to be performed in a single job (example: auto mechanic change oil, changing transmission fluid)

Recruitment

Recruitment refers to the overall process of attracting, selecting and appointing suitable candidates for jobs (either permanent or temporary) within an organization.

Recruitment is a positive process of searching for prospective employees and stimulating them to apply for the jobs in the organisation. When more persons apply for jobs then there will be a scope for recruiting better persons.

“Recruitment forms the first stage in the process which continues with selection and ceases with the placement of the candidates.”

Some Of The Main Factors Are Being Discussed Below

1.Size of the Enterprise2. Employment Conditions3. Salary Structure and Working Conditions4. Rate of Growth

Process

(i) Searching out the sources from where required persons will be available for recruitment. If young managers are to be recruited then institutions imparting instructions in business administration will be the best source.

(ii) Developing the techniques to attract the suitable candidates. The goodwill and reputation of an organization in the market may be one method. The publicity about the company being a professional employer may also assist in stimulating candidates to apply.

Cont.

(iii) Using of good techniques to attract prospective candidates. There may be offers of attractive salaries, proper facilities for development, etc.

(iv) The next stage in this process is to stimulate as many candidates as possible to apply for jobs. In order to select a best person, there is a need to attract more candidates.

Sources of Recruitment

Methods of Recruitment

Methods of Recruitment: Direct, Indirect and Third Party Method

1. Direct Method:

In this method, the representatives of the organization are sent to the potential candidates in the educational and training institutes. They establish contacts with the candidates seeking jobs. These representatives work in cooperation with placement cells in the institutions Persons pursuing management; engineering, medical etc. programmers are mostly picked up in this manner.

Cont.

2. Indirect Methods: Indirect methods include advertisements in news papers, on the radio and television, in professional journals, technical magazines etc.

The experience suggests that the higher the position to be filled up in the organisation, or the skill sought by the more sophisticated one, the more widely dispersed advertisement is likely to be used to reach to many suitable candidates.

Cont.

3. Third Party Methods: These include the use of private employment agencies, management consultants, professional bodies/associations, employee referral/recommendations, voluntary organisations, trade unions, data banks, labour contractors etc., to establish contact with the job- seekers.

Selection

The action or fact of carefully choosing someone or something as being the best or most suitable.

Selection is the process of picking individuals (out of pool of job applicants) with requisite qualifications and competence to fill jobs in the organization.

“Selection is the process of differentiating between applicants in order to identify and hire those with a greater likelihood of success in a job.”

Selection Process

Criteria for an Ideal Selection Process

Step 1 - Choose a Recruitment Strategy

Step 2 - Measurement and Assessments 

Step 3 - Improve Your Interviews 

Step 4 - Define (or Refine) Your Candidate Experience 

Step 5 - Workflow Modeling 

INDUCTION

An INDUCTION programme is the process used within many businesses to welcome new employees to the company and prepare them for their new role. Induction training should include development of theoretical and practical skills, but also meet interaction needs that exist among the new employees.

Induction Process Includes

Enable new employees to settle into their new position quickly and become productive and efficient members of staff within a short period of time;

Provide an overview of the organization and enable the new employee to see where they fit in to the big picture;

Ensure that new entrants are highly motivated and that this motivation is reinforced;

Assist in reducing staff turnover, lateness, absenteeism and poor performance generally;

Assist in developing a management style where the emphasis is on leadership, openness and honesty;

Cont.

Ensure that new employees operate in a safe working environment;

Reduce costs associated with repeated recruitment, training and staff turnover;

Enable new employees to understand the corporate culture and the overall framework in which health care services are delivered and that an environment exists where staff feel able to contribute their opinions.

Requisites of An Effective Induction Program

Prepare for new employees Determine information new employees want to know Completion of paperwork