HRM Unit-2(HRP)

Human Resource Planning

Planning is the first and foremost function other than any other function, it is the basis for other function. HRP is the process by which an organization should move from its current manpower position to its desired manpower position . Objectives of HRP To recruit and retain human resource of required quantity and quality. To forecast the employee turnover and make arrangements for minimizing turnover and filling up of consequent vacancies. To meet the needs of programmes of expansion, diversification etc. To foresee the impact of technology. To foresee future human resource requirement.. To improve standards, skills, knowledge, ability. To make best use of HR. To estimate cost of HR.

Importance of HRP Change in technology, market etc. and consequent requirement of new skills to match the changes. Change in organization design and structure. Demographic changes like age, sex, education, etc leading to change in job profile expectations from job seekers. Govt. policies in respect to reservation, child labor etc. Introducing the computers, robots etc. HRP levels National level:- It forecast demand and supply of HR at national level Sectorial level:- HR requirement for particular sector like service sector, etc industry level: - HR requirement at industry level Similarly at organizational and department level

HRP Process
.
Organization objective goal

HRP

Forecasting human resource requirement

Preparing HR Inventory

Identification of HR Gap

surplus Action plan for Bridging the gap

shortage

Job Analysis
Job analysis
The procedure for determining the duties and skill requirements of a job and the kind of person who should be hired for it.

The outcome of the job analysis is job description and job specification Job description
A list of a jobs duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilitiesone product of a job analysis.

Job specifications
A list of a jobs human requirements, that is, the requisite education, skills, personality, and so on another product of a job analysis.

Job analysis process

Collection of back . Ground info. Selection of job
Collection of job Analysis info.

Drafting of Job analysi

Job Description

Job specification

Techniques for obtaining data Interview Direct observation Past records Questionnaire Critical incident technique

Benefits of JA HRP Selection training PA Wages & salary Discipline Health & safety Etc.

Types of Information Collected

Work activities Human behaviors Machines, tools, equipment, and work aids Performance standards Job context Human requirements

Uses of Job Analysis Information

Recruitment and Selection Compensation Performance Appraisal Training Discovering Unassigned Duties EEO Compliance

Uses of Job Analysis Information

Methods of Collecting Job Analysis Information: The Interview

Information sources
Individual employees Groups of employees Supervisors with knowledge of the job
Interview formats Structured (Checklist) Unstructured

Advantages
Quick, direct way to find overlooked information.

Disadvantages
Distorted information

Methods of Collecting Job Analysis Information: Questionnaires Information source

Have employees fill out questionnaires to describe their jobrelated duties and responsibilities.

Questionnaire formats
Structured checklists Opened-ended questions

Advantages Quick and efficient way to gather information from large numbers of employees Disadvantages Expense and time consumed in preparing and testing the questionnaire

Methods of Collecting Job Analysis Information: Observation

Information source
Observing and noting the physical activities of employees as they go about their jobs
Advantages Provides first-hand information Reduces distortion of information Disadvantages Time consuming Difficulty in capturing entire job cycle Of little use if job involves a high level of mental activity

Methods of Collecting Job Analysis Information: Participant Diary/Logs

Information source
Workers keep a chronological diary/ log of what they do and the time spent in each activity.

Advantages
Produces a more complete picture of the job Employee participation

Disadvantages
Distortion of information Depends upon employees to accurately recall their activities

Writing Job Descriptions

A job description
A written statement of what the worker actually does, how he or she does it, and what the jobs working conditions are.
Sections of a typical job description Job identification

Job summary Responsibilities and duties Authority of incumbent Standards of performance Working conditions Job specifications

Writing Job Specifications

Specifications for trained personnel
Focus on traits like length of previous service, quality of relevant training, and previous job performance.

Specifications for untrained personnel

Focus on physical traits, personality, interests, or sensory skills that imply some potential for performing or for being trained to do the job.

Writing Job Specifications (contd) Specifications Based on Judgment

Self-created judgments (common sense) List of competencies in Web-based job descriptions (e.g., www.jobdescription.com) O*NET online Standard Occupational Classification

Specifications Based on Statistical Analysis

Attempts to determine statistically the relationship between a predictor or human trait and an indicator or criterion of job

Sample Job Description, Pearson Education

Sample Job Description, Pearson Education

From Specialized to Enlarged Jobs

Job enlargement
Assigning workers additional same level activities, thus increasing the number of activities they perform.

Job enrichment
Redesigning jobs in a way that increases the opportunities for the worker to experience feelings of responsibility, achievement, growth, and recognition.

From Specialized to Enlarged Jobs (contd)

Job rotation
Moving a trainee from department to department to broaden his or her experience and identify strong and weak points to prepare the person for an enhanced role with the company Systematically moving workers from one job to another to enhance work team performance.

Steps in Recruitment and Selection Process

The recruitment and selection process is a series of hurdles aimed at selecting the best candidate for the job.

Figure 51

Recruitment
It is the process of discovering of potentials of candidates for actual or anticipated organizational vacancies. it is the linking activity- bringing together those with jobs to fill and those seeking jobs. The ideal recruitment effort is to attract large number of qualified applicants who will take the job Recruitment sources: Sources of recruitment are broadly divided into internal and external sources INTERNAL SOURCES: EXTERNAL SOURCES a. Present permanent employees a. Private employment agency b. Present temporary employees b. Public employment agency c. Retrenched or retired employees c. Campus recruitment.. Etc. d. Dependents of deceased or disabled d. advertising

Internal Sources of Candidates: Hiring from Within

Advantages
Foreknowledge of candidates strengths and weaknesses More accurate view of candidates skills Candidates have a stronger commitment to the company Increases employee

Disadvantages
Failed applicants become discontented Time wasted interviewing inside candidates who will not be considered Inbreeding of the status quo

Modern Sources of recruitment: a. Walk-ins b. Consult-in c. Head-Hunting:- Companies request the professional organizations to search for the best candidates particularly for services executives positions. d. Body shopping:- professional organization and hi-tech training institutes develop the pool of human resources for possible employment or organizations themselves approach prospective employee. e. Business alliances:- like acquisition, mergers and take over help in getting human resources. f. Tele-recruiting. g. Internet h. Audio recruiting.

Internet recruiting
Recruiting via the Internet
More firms and applicants are utilizing the Internet in the job search process.

Advantages of Internet recruiting

Cost-effective way to publicize job openings More applicants attracted over a longer period Immediate applicant responses Online prescreening of applicants Links to other job search sites Automation of applicant tracking and evaluation

Selection
The activities follow a standard pattern, beginning with an initial screening , interview and concluding with final employment decision. It consist of seven steps initial screening completion of application form Employment test Comprehensive interview Background investigation Physical examination Final employment

a.
b.

c.
d.

e.

f. g.

Initial screening:- In this step we can eliminate some of the respondents who do not meet the criteria. Completion of application form:- Here the applicants are provided with application form to be filled by them. It consists of details like name, address , etc Employment test:- different test pertaining to aptitude, intelligence, interest etc are conduct as part of selection process Comprehensive interview:- The formal interview is conduct to know the character, knowledge, motivation and other abilities of the prospective employee. Background investigation:- In this process applicants background in verified by contacting the previous employer with regards to the appraisals, performance and personal references and education verification is also done. Physical examination:- The last step is having applicant to take physical exam. Final employment decision:- the one who completes the above process are provided with employment in the organization.

Aptitude test

Intelligence test Mechanical Psychomotor Clerical test

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Types of test

achievement test

Job knowledge Work sample test

Situational test

Group discussions In basket

Interest test

Personality test

Objective test Projective test

a.

b.

c.

d.
. a. b.

Aptitude test:- it measures whether the individual has capacity to learn if given adequate training. It is divided into general , mental ability and intelligence and specific aptitude. Intelligence test:- It measures IQ of candidate which include the reasoning, word fluency, number ability etc. Mechanical aptitude :- it measures spatial visualization, perceptual speed, it is useful in selecting apprentice, technicians etc. Psychomotor test:- it measures manual dexterity, motor ability and eye hand coordination of candidates. Clerical aptitude test:- it quantify specific capacities involved in office work, computation, etc. Achievement test:- it is conducted to test the claim that candidate specify during the selection process. Job knowledge test:- here the candidates knowledge about specific job is tested Work sample test P:- in this actual work is given to the candidate to do it.

Situational test:- it evaluates the candidate in real life situation or solve critical solution of the job. a. Group discussion:- in this group of candidates are allowed to discuss about the problem during which they are observed in areas of initiation, leading, oral communication, coordination, negotiation skills. b. In basket:- in this candidates is supplied with actual letters, telephones, telegraphic messages, organization information, paper and other stationary etc. the is asked to take decision on various item based on the basket information regarding requirement in the memorandum. . Interest test:- these are tests to know the likes and dislikes of candidate in relation to work, hobbies etc. it shows whether the candidate is interested or disinterested in work. . Personality test:- these test are concentrated towards the emotional stability, value system, maturity levels, socialibility, confidence, empathy, integrity impulsiveness etc. a. Objective test b. Projective test

A. Preliminary interview a. informal b. unstructured

B. Core interview a. Back ground information b. job & probing c. stress interview d. GD Types of interview e. Formal & structured f. panel interview g. depth interview C. Decision making interview

Preliminary Interview a. Informal interview:- It is interview conducted by any body, any place, to know information on non job related things. Eg. When candidate meet manager in response to Ad. Such interview is called informal interview. b. Unstructured interview:- In this candidate is given freedom to tell about himself and reveal his knowledge on various items, interest, etc. it provides information on items required by candidates. . Core Interview a. Background information interview:- it is intended to collect the information which is not available in application bank to check the information provided in application bank regarding education, family, health, hobbies , etc. b. Job and probing interview:- It aims to test the candidates job knowledge about duties, activities etc. c. Stress interview:- It tests candidate job behavior and level to withstand stress and strain. Interviewer test the applicant by criticizing opinions, asking unrelated questions, etc. d. GD:- It is of two types i. Group interview ii. Discussion method

Group interview method:- In this candidates are brought into one room and are interviewed one by one. Group discussion:- In this one topic is given to all the candidates for discussion. It helps to ascertain certain skills like initiation, interpersonal skills, presentation, leading etc. Formal & structured interview:In this all formalities like fixing values, time, panel of interviewers etc. are followed in conducting the interview. The course of interview is preplanned and structured in advance, depending on job requirement. Panel interview:- A panel of experts, specialized in different areas/fields/ disciplines interview the candidates. Depending on judgement by experts is taken into consideration for selecting the candidate. Depth interview:- The candidate would be examined extensively in areas of knowledge and skills of job. Experts in that particular field poses relevant questions to the extract the critical answers. eg. What goal have you set for yourself?

PLACEMENT It is the determination of the job to which an accepted candidate is to be assigned and his assignment to that job. Placement process Collect the details of the employees
Construct the employee profile Match b/t sub-group profile and individual profile Compare sub-group profile to job family profile Match between job family profiles and sub-group profiles Assign the individual to job family Assign the individual to specific job after further counseling an assessment

Decision making interview:- after candidate is examined by experts including line manager, the HOD concerned interviews the candidate through informal discussion. It is intended to know the interest of candidate in job, organization, working coditions, career planning etc Medical examination:- certain jobs require certain physical qualities like clear vision, medical fit-ness test or to know psychological condition of the applicant. Reference check:- After completion of medical examination the personnel department engages in checking the references of candidates . The references could be previous employers, or individual with the candidates in academics to verify the info. Provided by the applicant. Employment:- the last step is to intimate the applicant about result and giving/ sending the appointment letter immediately or depending on schedule.

Induction - It is process of receiving and welcoming an employee when he first joins the company and giving him the basic information so that the employee would settle down quickly and happily and start work. It includes giving lectures, hand books, presentations about the company and seminars by senior management about the following aspects - About the companies history, objectives, vision, mission, policies, procedures, rules, regulations etc. - About the different business operations, departments, supervisors, subordinates etc - Work rules, code of conduct, ethics, health and safety. - Pay roll, allowances, deductions etc - Education, training and development, career development - Annual reports,, companys performance

Objectives of induction Putting new employees at ease. Creating interest about the job and company. Basic information about working conditions Indicating standards of performance, expectations etc. To minimize reality shock caused due to incompatibility caused due to actual performance of candidate and expectation of company. Advantage - Decrease the dissatisfaction and grievances - Develop sense of belongingness. - Quick adjustment to the environment.