Human resource planning

04/13/2023 Bipin Prasad 1

UNIT 2

HUMAN RESOURCE PLANNING


Human Resource Planning

Forward looking functions Assess Human Resource requirements

in advance keeping the production schedule, market fluctuations, demand forecasts etc

Right number of qualified people into right job at the right time so that an organisation can meet its objectives.

Subjected to revision Short term ( 2 Year)/ Long term (5 or

more years)


Definition

Human Resource Planning is a process of determining and assuring that the organization will have an adequate number of qualified persons, available at the proper times, performing jobs which meet the needs of the enterprise and which provide satisfaction for the individuals involved.


Importance Of HRP

People bank Creating High Talented Personnel Foundation of personnel function Expand and contract Cut Cost Succession Planning Resistance to change reduces


Factors affecting HRP

Type and strategy of organisation. Organisational growth cycle and

planning Environmental uncertainties Type and quality of Information Nature of jobs being field Outsourcing.


Human Resource Planning Process

Environmental scanning

Organisational Objectives and Policies

HR Needs forecast HR Supply forecastHR Programming

HRP Implementation

Control & Evaluation of Programmes

Surplus

Restrict hiring, Reduce hours, VRS, lay off etc

Shortage

Recruitment and Selection


Planning process

1. Environmental Scanning• Economic• Technological changes• Demographic Changes• Political Changes• Social Concern

2. Organisational objective and policies• Vacancies filled by promotion/ external

recruitment.• Training and Development objectives• Job Enrichment• Creative and new jobs• Ensure continuous availability and flexible

workforce.


• Estimating future quantity and quality of people require.

• Basis of forecast: Annual Budget, Long term corporate plans, activities of different departments.

• Need of forecast: Quantify the job, Determine Staff mix in future, Appropriate staffing levels to avoid costs Prevent shortage of people, Monitor compliance with legal requirements.

• Factors for forecast: a) External factors: Competition, Economic climate, Law & regulatory

bodies, Change in technologies, Social factor

b) Internal Factors: Budget constrains, production levels, New product & services, Organisational structure and

employee separations

3. HR Needs Forecast


• Forecasting Techniques: Managerial judgment: Discuss and arrive to a figure,

Approaches; Bottom up and Top- down. Suitable for Small firms.

Ratio trend analysis: quickest forecasting techniques: Study past ratios

Workforce analysis

Work study Techniques (Work load analysis)

Future Demand depends upon: 1. Employment Trends2. Replacement Trends3. Productivity4. Absenteeism5. Expansion and Growth


4. HR supply Forecast

• Existing Inventories: Head counts, Job family inventory, Age inventory etc…Existing inventory = Present Inventory + Potential addition – Potential losses

• Turnover Rate(No. of employee leave the Organisation / Avg. no of employee during the year) * 100

5. HR programming Reconcile demand and supply of employees


6. HRP implementation Converts HR plans into action Recruitment, selection, placement, training programmes

7. Control & Evaluation Assessment against budgets, targets and Standards Establish reporting procedure.

8. Surplus Redeployment Retrenchment.

• Reduce Hour . Lay off• Work sharing . Leave of absence without pay• CSR/ Iron hand shake . Attrition• Golden hand shake . VRS

9. Shortage Outsourcing Employment Training Development Internal mobility


In recent years focus on HRP has increased due to the following reasons:

Employment Situation Technological Changes Organizational Changes Demographic Changes Shortage of Skills Legislative Controls Pressure Groups Systems Concept Lead Time Hiring Costs Increased Mobility


Example of distribution of responsibilities in HR Planning


Definition The procedure for determining the

duties and skill requirements of a job and the kind of person who should be hired for it.

Two approaches: job oriented person oriented


Job Analysis is a process to

Understand the position for content & clarity

Identify activities, competencies and accountabilities associated with the job.

Normal job to be analyzed, not the job holder or the additional portfolio’s he could be handling and not the job as it should be.


JOB ANALYSIS When an individual moves on, he

takes along with him, his: managerial style problem solving ability and performance.

What he leaves behind is his: functions, scope of work and accountabilities

In other words, HIS JOB REMAINS.


JOB ANALYSIS IS ….NOT

A personal analysis

A performance appraisal


Uses Of Job Analysis Human resource planning Recruitment and Selection Placement Training and development Job evaluation Performance appraisal Employee counseling Job design Organizational design


The Output of Job Analysis Job description

A list of a job’s duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities

Job specifications A list of a job’s “human requirements,”

that is, the requisite education, skills, personality, and so on.


Job Description: A job description is an organized factual statement of job contents in the form of duties and responsibilities of a specific job.

The preparation of job description is necessary before a vacancy is advertised.

It tells in brief the nature and type of job.

Job description document discloses what is to be done, how it is to be done and why it is to be done.


1.Job title2.Job location

3.Job summary

4.Duties to be performed

5.Machines, tools, materials

6.Relation to other jobs

7.Nature of supervision

8.Working environment

Contents of Job Description:


A job specification is a document which states the minimum acceptable human qualities necessary to perform a job properly.

It sets forth requirements sought in the person who is to be selected to perform a particular job.

The job specification should define the minimum acceptable standards for employment and performance on the job.

Job Specification:


Contents of Job Specification:

What human traits and experience are required to do the job well? Qualifications Prior experience Special training Personality factors Physical characteristics Other attributes/qualities


JOB ANALYSISA process of obtaining all pertinent Job facts

JOB DESCRIPTION

A statement containing items such as: Job Title Location Job Summary Duties Machines, Tools and Equipment Supervision given or received Working Conditions Hazards

JOB SPECIFICATION

A statement of human qualifications necessary to do the job. Like: Education Experience Training Judgment Initiative Physical Effort Physical Skills Communication Skills Emotional Characteristics Unusual sensory demands

such as sight, smell, hearing


Process of Job Analysis

1. Determination of Uses of Job Analysis

2. Strategic Choices in Job Analysis Employee Involvement Level of Details Timing and Frequency of Analysis Past Oriented v/s Future Oriented


3. Information Collection Type of Information to be collected Persons in Information Collection Methods of Information Collection

4. Information Processing


JOB Design

The term job design refers to the way the tasks are combined to form a complete job.

Job design is a process which integrates work content (tasks, functions, relationships),the reward and the qualifications required for each job in a way that meet the needs of employees and the organization.


Purpose Of Job Design

To meet the organizational requirements such as higher productivity, operational efficiency, quality of product/service etc.

To satisfy the needs of the individual employees like interest, challenge, achievement or accomplishment etc.

To integrate the needs of the individual with the organizational requirements.


Techniques Of Job Design

Work simplification:

In work simplification the complete job is broken down into small sub-parts, usually consisting of few operations.This is done so that employees can do these jobs without much specialized training.


Job Rotation:

Job rotation refers to the practice of shifting people from one job to another within a working group so that there is some variety and relief from the boredom of routine.


Job Enlargement:

It means assignment of varied tasks or duties of the jobs of employees all on the same level.The additional tasks or duties do not require new skills but can be performed with similar skills and efforts as before.


Job Enrichment:It implies increasing the contents of a job or the deliberate upgrading of responsibility, scope and challenge in work.It is motivational technique which emphasizes the need for challenging and interesting work.It leads to a vertically enhanced job by adding functions from other organizational levels.

Human resource planning

Business

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