Personnel Planning

Third lecture
Dr. Raghda Younis
Assistant professor of Human resource management
Cairo university, Egypt
 HRP process

Pre-strategy formulation stage

Strategy formulation

Strategy implementation

Strategy evaluation
 Understand the organization
needs

Pre-strategy
formulation Internal and external
environment scanning
stage

Forecasting (demand and

supply)
Strategy formulation based on
the gap analysis

Strategy
implementation

Strategy evaluation
Work analysts direct their attention
to finding out :
• what people are doing ?
• what they should be doing. ?
• What kind of people should be
doing this?
 Job analysis
results

Job Job
description specification
 JOB SPECIFICATION : A LIST OF A JOB’S
JOB DESCRIPTION: A LIST OF JOB DUTIES , “HUMAN REQUIREMENT “ THAT INCLUDES :
RESPONSIBILITIES , RELATIONSHIPS , OR ANY OTHER EDUCATION , SKILLS , PERSONALITY ,
INFORMATION ABOUT THE JOB NATURE . EXPERIENCE AND SO ON
what people are doing ? Job
description

• In this stage the human resource executive is trying

to collect information regarding the current job
Data collection methods

• Observation
Advantage :

Focus on reality than perception

Creditability of the observer

Disadvantage

Observation can influence the behavior of worker

Meaningless for job required mental abilities

Not useful for jobs with long cycle

 Structured survey

survey
Ask worker/supervisor about
work using fixed reponses
Unstructured survey

Ask the worker/supervisor to

write essay to describe work
performed
Mixed survey

Part is structured
and the other isn’t
Survey advantage

Relativity inexpensive

Easley to conduct analysis

Popular method

Disadvantage

Depend on verbal skills of the respondent

Tend to focus on the perception of the jo

 Ask people to record their activities over
several days with time frame

• Advantage
diaries oHighly detailed information can be collected
oJobs with long -cycle
• Disadvantage
oRequires the worker’s participation
oPerception of the worker
 • Structured
Read question and/or fixed responses choices
to worker/supervisor
Interview
• Unstructured
Ask questions and /or provide general
response choices
• Advantage
❑More flexible than survey
❑Allows discussion
• Disadvantage
❑Time
Exercise
Job design

a) Definition
b) Approaches for job design

source : ( Noe et.al,2014)

Steps
1- Assessment
Task Analysis:
Conduct a task analysis by examining the job and determining
exactly what the tasks are, identifying potential problem areas
and any potential changes or training that will be involved.
What the job do?
• The purpose of the job (Why?)
• Detailed tasks showing how it relates to organization process
• Potential changes/problems
 Organization objective
Disseminating objectives across Functional areas

Marketing Financial department Production and HRM Department

Department objective objective and related operation objective and related
and related strategy strategy department objective strategy
and related strategy

Sub-F1 Sub-F2 Sub-F3

SF1-Task 1 SF2-Task 1 SF3-Task 1

SF1-Task 2 SF2-Task 2 SF3-Task 2

SF1-Task 3 SF2-Task 3 SF3-Task 3

• 2-Design
• Identify the methods for doing the work, work schedules, interactions,
training requirements, and equipment needed.
• How, who, when and where?
• Job Cycle
• Procedures of doing tasks ( and time )
• Tools used at the job
• Work schedule
• The scope of interaction
• The place of work
• The KSAOs
 Organization objective
Disseminating objectives across Functional areas

Marketing Financial department Production and HRM Department

Department objective objective and related operation objective and related
and related strategy strategy department objective strategy
and related strategy

Sub-F1 Sub-F2 Sub-F2

SF1-T1-D1 SF1-Task 1 SF2-Task 1 SF2-T1-D1 SF3-Task 1 SF3-T1-D1

SF1-T1-D2 SF2-T1-D2 SF3-T1-D2
SF1-T2-D1 SF1-Task 2 SF2-Task 2 SF2-T2-D1 SF3-Task 2 SF3-T2-D1
SF1-T2-D2 SF2-T2-D2 SF3-T2-D2

SF1-T3-D1 SF1-Task 3 SF2-Task 3 SF2-T3-D1 SF3-Task 3 SF3-T3-D1

SF1-T3-D2 SF2-T3-D2 SF3-T3-D2

 Organization objective
Disseminating objectives across Functional areas

Marketing Financial department Production and HRM Department

Department objective objective and related operation objective and related
and related strategy strategy department objective strategy
and related strategy
 Organization objective
Disseminating objectives across Functional areas

Marketing Financial department Production and HRM Department

Department objective objective and related operation objective and related
and related strategy strategy department objective strategy
and related strategy
 Organization objective
Disseminating objectives across Functional areas

Marketing Financial department Production and HRM Department

Department objective objective and related operation objective and related
and related strategy strategy department objective strategy
and related strategy

T&D Rec. Selection P.M. C.M.

Send emails (F3_T1_D1)

Sch. interviews
Coordinating (F3_T1_D2)

Design questions (F3_T2_D1)

implementing interviews
Conducting interview (F3_T2_D2)

Tests (F4_T1_D1)
Evaluating candidates Comparing results (F4_T2_D2)
Writing report ((F3_T3_D3)
 Organization objective
Disseminating objectives across Functional areas

Marketing Financial department Production and HRM Department

Department objective objective and related operation objective and related
and related strategy strategy department objective strategy
and related strategy

T&D (F1) Rec. (F2) Selection (F3) P.M. C.M.

- Why ? the main purpose of the job (F3_T2) this Send emails (F3_T1_D1)
task aims at interviewing the potential Sch. interviews
candidates it includes F3_T2_D2 and Coordinating (F3_T1_D2)
F3_T2_D1)
- What? D1,d2…….. Design questions (F3_T2_D1)
- How it will impact other jobs? It reports from (F2) implementing interviews
Conducting interview (F3_T2_D2)
and report to HR manager/HRCO
- Who? Tests (F3_T1_D1)
- Availability of skills and experience: ( one person
with single skill or multiple skills in one Evaluating candidates Comparing results (F_T2_D2)
person)ex. Full –time or part- time S1,S2,……..) Writing report ((F3_T3_D3)
- When and where?
3- Re-assess
• The final step is to re-evaluate the job design on a regular
basis, making necessary measures an adjustments.