Human Resources Planning Unit-2

Meaning Human Resource Planning:

Human resource is the most important asset of an organisation. 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
Definitions:
Human resources planning is the process by which management ensures that it has
the right personnel, who are capable of completing those tasks that help the
organization reach its objectives. It involves the forecasting of human resources needs
and the projected matching of individuals with expected vacancies. -----International
Labour Organization

According to Coleman, "Manpower planning is the process of determining

manpower requirements and the means for meeting those requirements in order to
carry out the integrated plan of the organisation".
Importance:

1) Each Organisation needs personnel with necessary qualifications, skills,

experience & aptitude.
2) Need for Replacement of Personnel: Replacing old, retired or disabled personnel
3) Meet manpower shortages due to labour turnover—Indian Airlines , Gas
Authority of India headless for 10 months.
4) Meet needs of expansion/downsizing—As a result of expansion of IT companies
the demand of IT professionals are increasing. PSUs offering VRS to employee
to retrench staff and labour costs.
5) Cater to Future Personnel Needs --Avoid surplus or deficiency of labour.
6) Nature of present workforce in relation with Changing Environment - - helps to
cope with changes in competitive forces, markets, technology, products and
government regulations.
Other uses:

1. Quantity job for producing product/service

2. Quantity people & positions required
3. Determine future staff mix
4. Assess staffing levels to avoid unnecessary costs
5. Reduce delays in procuring staff
6. Prevent shortage / excess of staff
7. Comply with legal requirements
HRP Process - Determination of Quality of Personnel:

Job Analysis:
▪ Process of collecting and studying information relating to the operations and
responsibilities of a specific job

▪ Determination of tasks which comprise the job and of skills, knowledge,

abilities and responsibilities required of the worker for a successful
performance and which differentiates one job from all others.

▪ Products of Job Analysis are Job Description & Job Specification

Steps in Job Analysis
Collection of Organisational Structure Information

Selection of Representative Position to be Analysed

Collection of Job Analysis Data

Developing Job Description

Developing Job Specification

Collection of Data:
Who Collects?
- On-the-job Employees, Supervisors, Consultants / trade job
analyst

What To collect
- Physical & Mental activity involved
- Each task essential to achieve overall result
- Skill / Educational factor needed for the job

How to collect
- Checklist, Interview, Observation, Participation
- Technical Conference, Daily Method, Quantitative techniques
Areas in which information may be gathered :
• Job title
• Alternative title
• Work performed
• Equipment, Tools & Materials used
• Reports & records made
• Relation of the job to other jobs
• Education & experience required
• Physical, Mental& Visual effort required
• Responsibility (for equipment, reports, performance) & duties
• Supervision given & received
• Hazards, Discomfort & Safety
Purpose / Use Of Job Analysis:
▪ Organisation & Manpower planning
▪ Recruitment & Selection
▪ Job Evaluation & Wage, Salary administration
▪ Job Re-engineering
▪ Employee Training & Managerial Development
▪ Performance Appraisal
▪ Health & Safety
Human Resource − Planning Process
HRP Process - Determination of Quantity of Personnel:

Organisational Objectives

HR Supply Forecast
HR Needs Forecast

HR Programming

HRP Implementation
 Control & Evaluation

Surplus - Restricted Hiring, Lay Off,

VRS, Reduced Hours
Shortage - Recruitment &Selection
A.) Objectives of Human Resource Planning: Fitting employee abilities to enterprise
requirements.

B.) Estimating future organizational structure & manpower enterprise: the manager
must estimate the number and types of employee (age, experience, qualification,
salary range) required in future by analysing growth, expansion, structural changes.

C.) Manpower Audit– Skill Inventory

Personal factors: Education and Training:

Name, Age, Marital School, degree
Academic Excellence
Status
Training Achieved
 Experience and Skills: Add Information: Salary Grade,
Job Area, Job Title, Special Disciplinary record, Careers
Skills, Language Known, Plans, Appraisal Data, Test
Reason for leaving Results.

D.) Job Analysis: Training, Job Job Description

evaluation, performance appraisal, and Job
specification
Career Development, Induction,
Counselling, Labour Health.

E.) Developing Human resource plan– Implementation of findings.

 Job Analysis Process of Obtaining all pertinent (applicable to a particular matter )Job
Facts

Job Description Job Specification

A proper definition & design of work. A A statement of human qualifications necessary to

statement containing: do the job containing:

Education & Qualifications

Job Title Experience & Training
Location Knowledge & Skills
Job Summary Communication skills
Duties & Responsibilities Physical requirements – Height, Weight, Age
Materials, Tools & Equipment used Personality requirements—
Forms & reports handled Appearance, Judgement, Initiative, Emotional
Supervision given / received stability.
Working conditions
Hazards & Safety precaution
HR Demand Forecast-HR Supply Forecast
 Measurement in Human Resource Planning

• Human Resource Information System (HRIS)

• An HRIS, the abbreviation for Human Resources Information System, is a

system that lets you keep track of all your employees and information about
them. It is usually done in a database or, more often, in a series of inter-related
databases.
HRIS systems include the employee name and contact information and all or
some of the following:

• Department,
• Job title,
• Grade,
• Salary,
• Salary history,
• Position history,
• Supervisor,
• Training completed,
• Special qualifications,
• Ethnicity,
• Date of birth,
• Disabilities,
• Veterans ( A person who has very long experience of a particular jo or
activity) status,
• Visa status,
• Benefits selected,
• And more
 Human Resource Audit:
Definition:
Human Resource Audit means the systematic verification of job analysis and
design, recruitment and selection, orientation and placement, training and
development, performance appraisal and job evaluation, employee and
executive remuneration, motivation and morale, participative management,
communication, welfare and social security, safety and health, industrial
relations, trade unionism, and disputes and their resolution.

HR audit is very much useful to achieve the organizational goal and also is a
vital tool which helps to assess the effectiveness of HR functions of an
organization.