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    26 views16 pages

    HRP 2

    Uploaded by

    Bharathi Priya.S
    human resource management

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    © All Rights Reserved
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    Human Resource Managment HM 204 UNIT 5: HUMAN RESOURCE PLANNING: MEANING, NATURE AND NEEDS OF HUMAN RESOURCE PLANNING, PLANNING PROCESS Structure 5.1 Objectives 5.2 Introduction 5.3. Definition 5.4 _ Nature of Human Resource Planning 5.5. Need of Human Resource Planning. 5.6 Objectives of Human Resource Planning, 5.7 _ Importance of Human Resource Planning 5.8 Human Resource Planning At Different Levels 5.9 Process of Iluman Resource Planning 5.10. Types of Human Resource Planning 5.11 Sirategies of Human Resource Planning 5.12 Advantages of Human Resource Planning 5.13 Limitations of Human Resource Planning 5.14 Guidelines for Making HRP Effective 5.15 Responsibility of HRP 5.16 Summary 5.17 Glossary 5.18 Check Your Progress 5.19 5.20. Suggested Reading 5.21 Long Term Questions 5.22 Answers to Check Your Progress 5.1 OBJECTIVES: Understand the meaning, nature and importance of HR Planning Identify and describe the factors affecting HR Planning, Explain the process of HR Planning entity different stages in the process and describe each step Understand the essential features of successful HR Planning and list various barriers which render planning ineffective and guidelines to overcome barriers. 5.2 INTRODUCTION, ‘A Human Resource (HR) department carries on a number of different functions, all of which are related to a company's employees. This can include recruiting talent, hiring workers, finding candidates for promotions and keeping tabs on future potential hires. For Uttarakhand Open University 64 Human Resource Managment HM 204 this it becomes compulsory for the HR department (o keep a estimation of the number and the type of person required during the coming period .After this only people can be hired to fill the jobs, finding the right man for the right job and developing him into an effective team member is an important and crucial function of the HR Department, it requires thorough planning and a certain amount of zeal and commitment to convert the rhetoric into concrete action. ‘This Human Resource department's role in securing right type and right number of employees for a company is called human resource planning, 5.3 DEFINITION Tn simple words FIRP can be understood as the process of forecasting an organization's future demand for, and supply of the right type of people in the right number. It is only afier this that the HRM Department can initiate recruitment and selection process. HRP is ‘a subsystem in the total organizational planning which can be defined as - HRP has been defined by Geisler (1967), + AS a process of forecasting, developing and controlling human resources in an enterprise. This process helps the enterprise to ensure that it has right number of people and the right kind of people at the right place at the right time performing tasks for which they are most effective. + Similarly Wilkstorm (1971) defines it” Asa process involving; forecasting of future requirements, inventorying the present resources and assessing the extent to which these resources are optimally utilized and also planning of necessary HR programmes. + Vetter defines it as —the process by which management determines how the organization should move from its current manpower position to its desired manpower position. Some Other Definitions * The ongoing process of systematic planning to achieve optimum use of an organization's most valuable asset - its human resources. The objective of human resource (HR) planning is to ensure the best fit between employees and jobs, while avoiding manpower shortages or surpluses. The three key elements of the HR planning process are forecasting labor demand, analyzing present labor supply, and balancing projected labor demand and supply. * According to R. Wayne Mondy's in "Human Resource Management," human resource planning is the systematic process of matching the internal and external supply of candidates with job openings that a company anticipates over a certain period of time, Put simply, human resource planning is keeping an up-to-date compilation of candidates inside and outside the company for future positions ‘+ Human resource planning is concemed with the flow of people into, through and out of the organization. HR planning involves anticipating the need for labor and the supply of labor and then planning the programmes necessary to ensure that the organization will have the right mix of employees and skills when and where they are needed. Forecasting the future can be very inexact science, so human resource planning may also include multiple scenarios and contingency plans. Uttarakhand Open University 65 Human Resource Managment HM 204 ‘There are many ways to define HR planning, or explain what it is, but the following definitions, taken from the Government of Canada human resources site, is a good, useful working definition: + Rigorous HR planning links people management to the organization's mission, vision, goals and objectives, as well as its strategic plan and budgetary resources. A key goal of HR planning is to get the right number of people with the right skills, experience and competencies in the right jobs at the right time at the right cost Note the emphasis on linkage to strategic planning and business planning in the first sentence, and the emphasis on the arrangement and alignment of staff and employees in the last sentence. ‘Here's another definition, perhaps a bit simpler: —He processes by which management ensures that it has the right personnel, who are capable of completing those tasks that help the organization, reach its objectives” 5.4 NATURE OF HUMAN RESOURCE PLANNING From the above definition we can get some general characteristies or nature of Human Resource Planning they are: 1. HR Plan must incorporate the human resource needs in the light of organizational goal 2. HR Plan must be directed towards well defined objectives 3. HR Plan must ensure that it has right number of people and the right kind of | people at the right time doing right work for which they are economically most useful 4, HR Planning should pave the way for an effective motivational process 5. Adequate flexibility must be maintained in HR Planning to suite the changing needs of the organization. 5.5 NEED OF HUMAN RESOURCE PLANNING ‘Human resource Planning is @ two-phased process which involves not only analyses of the current human resources but also makes manpower forecasts and thereby draws employment programmes. Human Resource Planning is required to firm in following 1. Shortages and surpluses can be identified so that quick action can be taken wherever required. 2, All the recruitment and selection programmes are based on manpower planning, 3. Italso helps to reduce the labour cost as excess staff can be identified and thereby overstaffing ean be avoided 4, Italso helps to identify the available talents in a concem and accordingly training programmes can be chalked out to develop those talents. 5. Ithelps in growth and diversification of business. Through manpower planning, human resources can be readily available and they can be utilized in best manner. 6. Ithelps the organization to realize the importance of manpower management which ultimately helps in the stability of a concern Uttarakhand Open University 66 Human Resource Managment HM 204 5.6 OBJECTIVES OF HUMAN RESOURCE PLANNING “The basic purpose of having a manpower plan is to have an accurate estimate of the number of employees required with matching skills requirement to meet organizational objectives. It provides information about the manner in which existing personnel are employed, the kind of skills required for different categories of job and manpower needs over a period of time in relation to organization objectives. It would also give an indication of the lead time that is available to select and train the required number of additional manpower. More specifically human resource planning is required to meet the following objectives: > Forecast Personnel Requirements: HRP is essential to determine the future ‘manpower needs in an organization in the absence of which it would be difficult to have the services of right kind of people at the right time, > Cope with Changes: HRP is required to cope with changes in market conditions, technology, products and government regulations in an effective way. > Use existing manpower productivity: By Keeping an inventory of the existing personnel in an organization by skills, level, training, qualification, work experience, it will be possible to utilize the existing resources more effectively in relation to the job requirements. This also helps in decreasing wages and salary cost in the long run, > Promote employees in an systematic manner: HRP provides useful information on the basis of which management decides the promotion of eligible personnel in the organization. In the absence of which it may be difficult to ensure regular promotions to competent people on a justifiable basis 5.7 IMPORTANCE OF HUMAN RESOURCE PLANNING (HRP) 1, Future Requirement: Planning is essential as it helps in determining personnel needs. Surplus or deficiency in staff strength is the result of the absence of or defective planning 2, Creating Highly Talented Personnel/Reservoir of Talent: As jobs nowadays are becoming more intellectual and incumbents are getting vastly professionalized it is the duty of the HR manager to attract and retrain qualified and skilled personnel for this they need to very effective in planning and utilization of manpower available. Therefore the organization can have a reservoir of talent at any point of time. People with requisite skills are readily available to carry out the assigned tasks. 3. Prepare People for Future: People can be trained, motivated and developed in advance and this helps in meeting future needs for high quality employees quite easily. Likewise manpower shortages can be met comfortably through proper Human Resource Planning, 4, Expand or Contract: If the organization wants to expand its scale of operations, it ean 120 ahead easily. Advance Planning ensures continuous supply of trained manpower who can handles challenges in the job easily. 5. Cut Costs: Planning facilitates the preparation of an appropriate manpower budget for ‘each department or division. This in tum helps in controlling manpower cost by avoiding shortages! excess in manpower supply. 6, Increasing Investment in Human resources: One another a reason for HRP is the investment an organization makes in its human resources. Human are considered as assets for the organization and an employee who gradually develops his/her skills and abilities becomes more valuable resource. Uttarakhand Open University 67 Human Resource Managment HM 204 7. Managerial functions: The four managerial functions, ic., planning, organizing, directing and controlling are based upon the manpower. Human resources help in the implementation of all these managerial activities. Therefore, staffing becomes a key to all managerial functions. 8. Foundation for Personnel Function: Manpower Planning provides essential information for designing and implementing personnel functions, such as recruitment, selection, promotion, transfer ete. 9. Efficient utilization: Efficient management of personnel becomes an important function in the industrialization world of today. Setting of large scale enterprises requires management of large scale manpower. It can be effectively done through staffing function 10. Motivation: Staffing function not only includes putting right men on right job, but it also comprises of motivational programmes, i.., incentive plans to be framed for further participation and employment of employees in a concern. Therefore, all types of incentive plans become an integral part of staffing function. 11. Better human relations: A concer can stabilize itself if human relations develop and are strong. Human relations become strong trough effective control, clear ‘communication, effective supervision and leadership in a concer. Staffing function also looks after training and development of the work force which leads to co-operation and better human relations 12. Higher productivity: Productivity level increases when resources are utilized in best possible manner. Higher productivity is a result of minimum wastage of time, money, efforts and energies. This is possible through the staffing and its related activities Performance appraisal, training and development, remuneration 13, Succession Planning: HRP as proved prepares employees for future challenges thus the stars are picked up and kept ready for future promotions whenever the need arises, these candidates are constantly being assessed and assisted and when time comes they take the charge without causing much losses. 14, International Strategies: HRP facilitates intemational expansion strategies. The HR department needs to fill key jobs with experts, motivate them and compensate them. 5.8 HRP AT DIFFERENT LEVELS Different institution makes HRP at different levels for their own purposes which are ‘+ National Level: Generally Government at the centre plan for human resource at the national level. It forecast the demand for and supply of human resource for the entire nation, ‘+ Sectoral Level Manpower requirements for a particular sector like agricultural sector, industrial sector or tertiary sector are projected based on the government policy, projected output/operations ete ‘+ Industry Level: Manpower needs of particular industry like cement, textile, chemical is predicted taking into account the output/ operational level of that particular industry. ‘+ Unit Level: This covers the estimation of human resource needs of an organization or company based on its corporate! business plan. ‘+ Departmental Level: This covers the manpower needs of a particular department in a company Uttarakhand Open University 68 Human Resource Managment HM 204 ‘+ Job Level: Manpower needs of particular job within a department is determined like chemical engineers are forecasted at this level. 5.9_PROCESS OF HRP There is no one approach to TIRP as pointed out by Keith Davis -ell organization should identify their short run and long run employee needs by examining their corporate strategies”. Short range plans point out job openings that must be filled over a one year period time and long range estimates HR needs over a three to four year period time. Each organization must find a blend of practices that work within the company culture and the realities of business. The process of HRP usually followed in large organization consists of the following steps: Forecasting the Demand for Human Resources Most firms estimate how many employee they require in future. The demand for human talent at various levels is primarily due to following factors: a) _ External Challenges : These changes arises from three different sources: i) Economic Development: Liberalization and opening up of several new sectors have created huge demand for the professionals in India, ii) Potitical, Legal & Technological Changes: The demand for certain categories of ‘employees and skills is also influenced by changes in political, legal and social structure in an economy. Likewise firms employing latest technology in construction, power, automobiles, software etc have greatly enhanced the worth of technicians and engineers during the last couple of years. iii) Competition: Companies operating in fields where a large number of players are present and are ready to compete with cach other often reduce their workforce. Competition is beneficial for customers but suicidal for companies operating on thin ‘margins. They generally look for multi talented and multi skilled employees. b) Organizational Decision: The organizations strategic plan, sales and production forecasts and new ventures must all be taken into account in employment planning, ©) Workforce Factors: Demand is modified by retirements, resignations, death and leaves of absence. Past experience, however makes the rate of occurrence of these actions by employees fairly predictable. 4) Forecasting Techniques: The manpower forecasting techniques commonly employed by modem organization are given below ‘+ Expert Forecasts: This includes informal decisions, formal expert surveys and Delphi technique. * Trend Analysis: Manpower needs can be projected through extrapolation (projecting past trends), indexation (using base year as basis), and statistical analysis (central tendeney measure). Mostly HR needs can projected through past trends. * Work Load Analysis: It is dependent upon the nature of work load in a department, in a branch or in a division Uttarakhand Open University 9 Human Resource Managment HM 204 + Work Force Analysis: Whenever production and time period has to be analyzed, due allowances have to be made for getting net manpower requirements. © Other methods: Several Mathematical models, with the aid of computers are used. to forecast manpower needs, like budget and planning analysis, regression, new “genture analysis. Preparing Manpower Inventory (Supply Forecasting) ‘The basic purpose of preparing manpower inventory is to find out the size and quality of personnel available within the organization to fill various positions. Every organization ‘will have two major sources of supply: Internal & External Internal Sources : The organization needs to examine if they have enough staff to meet, the demand of labour. Is training available within the firm to meet future labour needs? What percentage of workers are about to retire and are they going to be replaced? Do terms and conditions of services currently keep staff motivated? ‘When examining internal labour needs, these issues do need to be taken into account. External Sources: When any organization grows rapidly and diversifies into newer areas of operations or when it is not able to find the manpower internally to fill the vacancies it has to look into outside resources. Keeping the market trends in mind and identifying the number of manpower required in future the organization can find the right personnel with appropriate skills at the required time. The supply of manpower thus may be obtained from intemal or extemal sources. Generally speaking this step is influenced by various internal as well as external factors Internal Supply Forecast External Supply Forecast ‘* Manning Table: Shows the number of employees in each job, Tries to classify employees on the basis of age, qualification skills ete. A study of the table indicates whether current employees are properly utilized or not. ‘+ Replacement Chart: Shows the profile of job holders, department wise and reveals those who could be used as replacements whenever the need arises, ‘© Skill Inventory: Indicates the routine and strategic skills of an employee before or since joining the organization. * Labour Market, condition such as local employment, trends of relevant categories of employees, competition for such skills, availability of part time labour, ‘migration trends of labour ete * Macto level Factors such as non availability of certain category of Job to outsiders; cultural factors, custom and — social norms; training schemes of Government ete. Determining Manpower Gaps The existing number of personnel and their skills from manpower inventory are compared with the forecasted manpower needs (demand forecasting) to determine the ‘qualitative and quantitative gaps in the workforce. A reconciliation of demand and supply forecast will give us the number of people to be recruited or made redundant as the case may be. This forms the basis for preparing the manpower plan. Uttarakhand Open University 70 Human Resource Managment HM 204 Box showing demand and supply forecast over a period of three year. Year 123 T. Number required at the beginning of the Year Demand 2. Changes to requirements forecast during the year - 3. Total requirements at the end of the year (1+2) 4, Number available at the end of the year 5. Additions (transfers, promotions) Supply 6. Separations (retirements, wastage, promotions out and other losses) 7. Total available at the end of the year (445+6) 8. Deficit or surplus(3-7) Reconciliation of 9. Losses of those recruited during the year the above 10. Additional numbers needed during the year (89) Manpower Needed Determining Manpower Needs + Formulating Manpower Plan: Organization operates in the changing environment; consequently manpower needs also changes continuously. Changes in product mix, union agreements, and competitive actions are some of the important things that need special attention. The human resource requirements identified along the procedure outlined in the above box need to be translated into a concrete manpower plan, backed up by detailed policies, programmes and strategies (for recruitment, selection, training, promotion, retirement, replacement ete). Manpower Plan: Strat Recruitment Plan; Will indicate the number and type of people required and when they are needed; special plans to recruit right people and how they are to be dealt with recruitment programme, Uttarakhand Open University n Human Resource Managment HM 204 Redeployment Plan: Will indicate the programmes for transferring or retraining existing employees for transferring or retraining existing employees for new jobs, Redundancy Plan: Will indicate who is redundant, when and where the plans for retraining where there is possible and plans for golden handshake, retrenchment, layoff te ‘Training Plan: Will indicate the number of trainees or apprentices required and the programme for recruiting and/or training them Productivity Plan: Will indicate reasons for employee productivity or reducing employees cost through work simplification studies, job redesign ete. Retention Plan: Will indicate reasons foe employee turnover and slow strategies to avoid wastage through compensation policies; changes in work requirements and improvements in working conditions Control Points: The entire manpower plan be subjected to close monitoring from time to time, Forecasting the demand for Human Resource Preparing Manpower Inventory Determining Manpower Gap Formulating Manpower Plan Process of Human Resource Planning Uttarakhand Open University 2 Human Resource Managment HM 204 if HUMAN RESOURCES PLANNING \ Epis Eni ds (igi Opes eS oe >| peters — Sch —P apseinatete — stg nt suet aims nunc fe aot state lm ‘clit lia | Enpoyeints (wnat sont xpi eee | Riatin ins ¢€—— ats Ssh lt sikh | oa sa nrg cobigemps ee ‘aot ——— aman iss Pogmeenboespa inet << iting ee, ‘omnes av py fawn | Fcimed | fan es agin apie i Segamet csrayiaes teks ‘im f 4 ead ‘sna Dei chess ¢ “sive sss egtoceas teed ‘ant —— aah ede tom ols a (@ www learnmanagement2.com Uttarakhand Open University 3 Human Resource Managment HM 204 { HUMAN RESOURCES PLANNING \ Emp ts Emp ets Cogan oe Coots scott EMM Swe tele = >| marae cess — PRA —P checsrconte — "68 > sade oem an seg rit mtctittadipet teh saad well hm ene me rs Og a i Dt Emp ts (ena ts San ers ssargete relocty Foinaiinndd\ sus <—— wus cas soeeng, — Hl ce tee sath sh ie ig sismanies rc Et nee ‘ok anor oat nan ess age re Depame ¢— itr acum mw rai oan soy Fass Paxcogest | haa fenic aie ins Deptt ree Sle (avant none) ad oni steko kh i sana nets cami’ —— tng ec ‘evra rae Deg co © wi leammanagement2.com Uttarakhand Open University 74 Human Resource Managment HM 204 5.10 TYPES OF HUMAN RESOURCE PLAN, Manpower Planning may be undertaken on short term and long term basis. Short term ‘manpower planning is done to find a temporary match between the existing individuals and existing jobs. It aims at quick removal of problems in posting and placements. It tries to take care of immediate requirement, the temporary solution to the problem in an immediate manner. Usually there are three problems in the short run: the weak employee, the strong employee and an unexpected vacaney. The following steps need to be taken inshore term manpower planning: 1. Identify the strong and weak employee. Weak one fall short of their job needs; strong ‘ones exceed their job needs. 2. Set the right solution: In case of the weak employee it can be done by assigning,

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