You are on page 1of 23

HR Planning and Staffing

Human resource 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

Process of Human Resource Planning
Deciding the goals or objectives  Forecasting the manpower requirements  Auditing human resources  Planning job requirements and job descriptions  Developing a human resource plan

)  . produce a new product. establish a good sales force etc. expand. diversify. train 50 employees etc.Deciding goals or objectives Short term goals (hire 20 employees.)  Long term goals (start something new.

Forecasting man power requirements Business forecasts  Expansion and growth  Design and structural changes  Management philosophy  Government policy  Competition  .

abilities.Auditing human resources Skills inventory-contains data about each employee’s skills. work preferences and all such relevant information  Organisation Charts  .

abilities. skills. experience and responsibilities required for a job  . qualification.Job Analysis Preparation of job descriptions and job specifications  Records details such as training.

Developing a HR Plan Study of the labour market  Plan for the present. keeping the futuristic requirements in mind  .

behaviors and/or abilities that drive high performance. . It is done using the data on Strategic and business plans External benchmarking data Internal employee interviews and focus groups Leadership input and involvement Leading-edge research Organizations that are equipped with a customized competency model make wiser new employee recruitment decisions.Competency Analysis        Competency Analysis identifies the specific set of skills. understand how to obtain increased employee and leadership performance and ultimately link specific behaviors to improved business results.

skill and knowledge  Job analysis-pertinent information about a job is obtained  Job description-written record about the duties. responsibilities.Job Analysis and Design Position-collection of tasks and responsibilities assigned to one person  Job-a group of positions which involve the same duties. responsibilities and requirements of a particular job  Job Specification-summary of the personal characteristics required for a job  Job design-division of the total task to be performed in to manageable units  .

Importance of Job Analysis        Helps in manpower planning Aids in Recruitment and selection Enables proper wage and salary administration Helps at the time of job re-engineering Helps employee training and development Useful at the time of performance appraisal Ensures health and safety .

responsibility. simple or complex. safety etc)  Materials and equipments used  Nature of operation  Required personal attributes  . physical setting. safety aspects of the job  Tasks performed by the employee (time of working.Contents of Job Analysis Title of the job  Location.

physical activity level. skill level required.Methods of collecting information for Job Analysis        Interviews(Structured and Unstructured) Questionnaires Employee’s diary/log Quantitative job analysis techniques Position analysis questionnaire (very structured job analysis questionnaire which contains 194 items which classifies the job on the basis of decision making. operating vehicles/equipments and processing information) Internet based analysis .

) Selection of representative job to be analysed Collection of job analysis data (from the employees.Steps in Job Analysis      Collection of background information (reviewing the past organisation charts. past data records. reports etc. foremen or trade job analysts) Develop a job description Develop a job specification .

Job Description Document which is descriptive in nature and contains a statement of job analysis  It provides both organisational information and functional information  It defines the scope of job activities. major responsibilities and positioning of the job in the organisation  Job description describes the “job "and not the “job holders”  .

Contents of Job Descriptions Job identification-title of the job  Job Summary-essence of the job  Responsibilities  Authority  Standards of performance  Working conditions  .

fatigue. safety. study of health. It is also used to investigate at the time of accidents. etc.Uses of Job Description      Helps in developing job specification Helps at the time of orienting the new employees It is used for performance appraisal. transfers etc. wage and salary administration It is used at the time of promotions. .

judgment.Job Specifications The human traits required to perform the job  Specifications based on commonsense. statistical analysis  .

Job Specifications Written statement of qualifications. physical and mental characteristics that an individual must possess to perform the job duties  The following is the procedure adopted in the organisations List of all the jobs in the company Write information about all the jobs in the company  . traits.

reading abilities. interpretation of data. memory etc. ability to handle various situations. etc. read electrical circuits. ability to operate machines. ability to carry weight.Job Specifications Physical specifications: (height. health. vision. ability to lift weight. ability to concentrate. scientific abilities. age.)  Mental specifications: (ability to perform arithmetic calculations. knowledge on blue prints. weight.)  . judgment. hearing. chest. tools. ability to plan.

voice. flexibility. self reliance. personal appearance. dominance etc.)  . etc.Job Specifications Emotional and Social specifications: (emotional stability. features. conciliation. poise. teaching ability. maturity. research. adaptability.)  Behavioural specification: (Judgment. creativity.

speed.  Job Description Job Specifications . posture. name of the division or department) Job summary (contents of the job. accuracy. machines and equipments used Conditions of work location(venue. job code. time. education. etc. location. health hazard) Accident hazard Physical characteristics  Mental characteristics  Emotional and Social characteristics  Behavioural characteristics  Other factors such as age. language. sex. hazards and discomforts) Duties and responsibilities Materials.Differentiation between job description and job specification       Job identification(job title.

inter-personal skills.  . experience.  Sub factors used for job evaluation includes education. managerial skills etc. interpretation skills. communication. skill set. value the components and ascertain the job’s worth  Universal factors used for job evaluation includes knowledge.Job Evaluation Job evaluation uses the information given by job analysis to evaluate each job. problem solving. decision making etc. compliance.

Job Design Job design consists of sub dividing the entire organisational work in to units for efficient management  Sub division can be on a horizontal scale where different jobs are being performed by different people at the same level  Sub division can be on a vertical scale in which people at higher level carry more responsibility  .