Question One

Being an HR specialist, you are asked to develop the human resources plan to fill the
different positions/jobs in your organization. Identify the steps and the procedures required
to accomplish such a plan what actions to be taken to remedy any deviations (HR
shortage/HR surplus).
Answer
As human resource planning is the process of determining an organization’s human resource
needs, It is the process by which an organization ensures that it has the right number and
kinds of people, at the right place, at the right time, capable of effectively and efficiently
completing those tasks that will help the organization achieve its overall strategic objectives.
Human resource planning includes estimation of how many qualified people are necessary to
carry out the assigned activities, how many people will be available and what must be done
to ensure that HR supply equals HR demand. HRP ensures that the organization has the right
number of employees at the right time in the right place. To develop HRP the following
INPUTS are necessary organization strategy, personal records, job description, performance
appraisal, and career development plan.
HR Planning PROCESS
1-Determine HR demand or need for labor, it is concerned with developing a projection of
future human resource needs. It is performing a year-by-year analysis for every significant
job level and type. Accurate estimates of future demands are in both quantitative and
qualitative terms. Determine HR demand include:

A-Identify causes of HR demand, there are three causes:

*Environmental/external causes, HR activities are highly affected by what occurs outside the
organization, it is important to recognize these environmental influences as HR activities are
directly or indirectly affected by external elements, external factors include competition
(foreign and domestic), economic climate, laws and regulatory bodies, changes in
technology, and social factors.

1
Internal factors include budget constraints, production levels, new products and services, organisational structure,
and employee separations. Demand forecasting is common among organisations, though they may not do
personnel-supply forecasting

Question Two
Being a job analyst, you are asked to develop the job descriptions. Identify the steps and the
procedures required to accomplish such an assignment.

Answer

First a job analysis must be done which is the process of determining:

Job description (job entails) which is a list of a job's duties, responsibilities, reporting -1
.relationships, activities, authority, performance standards and working conditions

Job specification which is the requirement of the job, qualifications of job holder,-2
.knowledge, skills, education, experience, certification, and abilities

First a job description is a written statement of what the worker actually does how
.he or she does it and what the job working conditions are

To develop a job description the following INPUTS are necessary

organization strategy 2-organization chart-1

payroll records 4-previous job description-3

process charts-5

And then through the PROSESS of

2
Determine the purpose of conducting job analysis and communicate it within the -1
.organization

Identify the jobs it is important to understand the jobs context through reviewing -2
relevant background information about the job such as organization charts and
process charts

select representative positions the manager selects a sample of positions to focus -3

.on instead of analyze all jobs in the organization a sample of jobs will do

Develop job questionnaire generates job requirement information applicable to all -4

.types of jobs

:Collect job information there are different methods of data collection include -5

Interview, include individual interview which is a meeting with an employee to *

determine what his or her job entails and group interview which is a meeting with a
number of employees to collectively determine what their jobs entail0

Observation, a job analysis technique in which data are gathered by watching *

.employees while working or doing activities

Survey/Questionnaires, designed structured questionnaire on which employees rate *

.tasks they perform in their jobs

Participant diary /logs, a daily listing made by workers of every activity in which they *
engage along with the time each activity takes as employees records the activity in a
.log

Combination which is the use of two or more of previous methods to collect data and *
.to check the data validity

Analyz the job, include explaining the job analysis process and the participant role in -6
this process, identifying the jobs broad areas of responsibility and identify a job specific
.tasks and duties

3
Develop a draft of job discerption, which contains the job title, job main activity, job -7
.level of authority, performance requirements and working conditions

Verviy job description, this will help confirm that the information is correct and -8
.complete

Develop job description, the last step is to list the duties, activities, and responsibility -9
.of the job

The OUTPUT is Job description

Teller job description to work in National Bank of Egypt

Job code:01050 Department: Vault

Job title: teller Reporting to: Head teller

Employment statues: full time Date: 15/12/2019

___________________________________________________________________________________

Job summary: processing payments, accepting deposits, count cash, handling withdrawals, pay cheques,
remittance, respond to customer requests and inquiries, and make recommendations about bank products
.services

____________________________________________________________________________________
_

:Responsibilities and duties

.Assisting customers with processing transactions like deposits, withdrawals, and answering questions *

.Informing customers about bank products and services*

Record and storing information related to transactions and customer ensuring all information is accurate

4
.complete

.Maintaining and balancing cash drawers*

.Packaging and rolling coins to be stored in the bank vault *

.Keeping a clean, organized work area and professional appearance*

.Following all bank financial and security regulations and procedures*

Working conditions: full time teller work between forty-five and fifty hours a week. Overtime may be re
teller work is repetitive. As teller deal with the public teller must be quick, courteous, and efficient when
.are waiting to be served

____________________________________________________________________________________

:Job specification

.Faculty of commerce graduate or equivalent*

.Bachelor's degree in a relevant field preferred*

Cash handling experience*

.Ability to pass a background check*

.Have time management, sales, communication, and customer service skills *

.Basic math and computer skills*

.High level of accountability, efficiency, and accuracy*

.Professional appearance and courteous manner*

____________________________________________________________________________________
_

Job Analyst: Mondy Samir Date:15/12/2019

Manager: Mohamed Ahmed Date:15/12/2019

5
Question Three
Being an employment manager at your organization, you are required to recruit and select
employees to the job openings. Set the detailed action plan to recruit and select identifying
the considerations to take into account.

Answer

An effective recruiting requires a pool of candidates to choose from. The more diversity
within the group the better as recruitment is the process of finding and attracting qualified
candidates or applicant to fill job opening or job vacancy, recruitment pass through three
stages:

1-Input stage include: organization strategy, job description and HR plan

2-Process stage to recruit employees for job opening we must

*Identify Internal Recruitment channels or hiring from within are often the best source of
candidates as internal employee may be more committed to the organization, morale and
engagement may rise if employees see promotion as reward for loyalty and competence and
require less orientation and training than outsiders. Internal channels include Job posting
means publicizing an open job to employees and listing its attributes like qualifications
working schedule and pay rate. Rehiring someone who worked for the organization and left
it former employees are known quantities and are familiar with how organization work.
6
Promotion improve employee engagement. Transfer employees within the organization
from one department to another. Demotion refers to a permanent reassignment to a lower
position than the employee had worked previously. The position will generally have a lower
level of responsibility or required skill, and a lower pay grade than the previous position.

*Identify External Recruitment channels external recruitment include Referrals which is a

recommendation from a current employee regarding a job applicant employee referral are an
excellent means of locating potential employees for bard to fill positions. Recruitment
Agencies social vendors that handle all or most of an employer's recruiting needs Executive
Recruiters also known as headhunters are special employment agencies employers retain to
seek out top management talent for their clients. Recruiting via the internet most
employers recruit through their own websites.

Temporary workers and alternative staffing supplement permanent workforces by hiring

temporary workers. Offshoring and outsourcing jobs offshoring means having outside
employees abroad, outsourcing means having outside employees.

College University Recruiting sending an employee's representatives to college campuses

to prescreen applicants and create an applicant pool from the graduating class. Internship
can be win- win situations for students they gain business skills and learn more about
employers and employers can use the interns to make useful contribution. Blind box ad an
advertisement that does not identify the advertising organization.

*Select most appropriate recruitment channels as employer manager working for National
Bank of Egypt I use a job posting through internal job ads to give all employees who meet
the conditions of the internal ads an equal chance, also I use promotion as every three or two
years employees promoted to increase their loyalty and engagement with the organization,
also I use internal transfer to diversity of employee experiences.
As for external recruitment channels is the bank web sites because it is cheap but for top
management a headhunting is used because top management needs someone who achieve
the organization strategy.

7
3-Output the result is a pool of qualified candidates who submit CV or fill job application
blank.

considerations to take into account in recruiting process as the more applications received,
the better the recruiters chances of finding an individual best suited to the job requirements,
labor market conditions, budget needed for the recruitment process recruiting efforts are
expensive sometimes budget restrictions put a time limit on searches, urgency for recruits,
experience requirement as some vacancy in the organization require the applicant to be
experienced, the organization size the number of branches it has, the organization strategy
like expansion or open new branches that require recruitment, HR policy, internal
organization policies such as promote from within, external environment,

The selection which is the process of determining which applicants, candidates, or recruits
will be hired to fill job vacancy. The selection process consists of eight steps each step in the
process seeks to expand the organizations knowledge about the applicant's background,
abilities, and motivation.

Consideration to take into account in selection first Equal Employment Opportunity means
give each applicant an equal opportunity as the selection must be according to qualifications
and competencies, it is illegal for employers to discriminate against an applicant or employee
on the basis of race, age, color, sex, and religion second HR policy third internal selection
or external selection fourth selection ratio which means the number of applicants hired
divided by total number of applicants

Selection INPUTS include organization strategy, job description, HR plan, and recruits.

PROCESS (external selection)

1-initial screening interview whereby job inquiries are stored

2-complation of the application form employment form used to generate specific information
the organization wants.

8
3-preemployment testing test validity, reliability and cut scores also include performance
simulation tests to evaluate abilities in actual job activities, and work sampling in which the
job applicant performs a small sampling of actual job activities.

4-comperhensive interview used to obtain in depth information about a candidate, it is

designed to probe areas not easily addressed by the application form such as assessing a
candidate's motivation, values, ability to work under pressure, attitude and ability to fit in
with the organizational culture.

Interviews can be divided in the following categories

*according to number of people (one interview one interviewee) group interview panel
interview (many interviewers one interviewee) mass interview (many interviewers many
interviewees)

*according to format of interview structured or unstructured or semi structured interview.

*according to who conduct interview selection interview or supervisory interview

*according to content of interview stress interview or behavioral interview which observing

job candidates not only for what they say but for how they behave.

5-conditional job offer which is a tentative job offer that becomes permanent after certain
conditions are met.

6-background investigation the process of verifying information job candidates provide to

make sure that the information is correct and accurate. Sources of background information
include references, former employers, credit references, and criminal records

7-medical or physical examination to determine an applicant's physical fitness for essential

job performance

8-permanent job offer individuals who perform successfully in the preceding steps are now
eligible to receive the employment offer.

9
As for Internal selection initial screening interview, background, reference checks and
medical examination be omitted because these steps already made before when hiring the
internal for the first time.

OUTPUT highly qualified employees ready to join the organization

Question Four
Identify how an effective orientation program can reduce turnover within an organization.
Answer

Selecting employees doesn’t guarantee they’ll perform effectively even high potential
employees can't do their job if they don’t know what to do or how to do it the purpose on
orientation and training is to make sure that employees do know what to do and how to do it.
The human resource department usually designs the orientation and training programs but
the supervisor does most of the day to day orienting and training so every manager should
know how to orient and train employees.

Employee turnover increases when employees feel they are not valued or are put in positions
where they cannot do their job, orientation shows that the organization value the employee
and provide he or she with the necessary tool to be successful in their jobs

Orientation means the process of transforming an individual who is considered stranger to

the organization into a productive employee who adopt organization culture and values.

The purposes of employee orientation/onboarding are to provide new employees with the
basic background information (like the organization rules) they need to do their jobs also to
help them start becoming emotionally attached to and engaged in the organization. four
things required when orienting new employees:

1-expands on information received during the recruitment and selection stages, and helps to
reduce initial anxiety, extend a welcome, send new employees a letter or e mail before their
first day welcoming them to the organization and explain to them what to bring the first, day
10
what to wear, time to arrive make new employees feel welcome and at home and part of the
team.

2- familiarizes the new member with the organization’s objectives, history, philosophy,
procedures, and rules; communicates relevant HR policies; reviews the specific duties and
responsibilities of new member’s job; provides a tour of the organization’s physical
facilities; and introduce the employee to his/her manager and coworkers, make sure the new
employee has the basic information to work effectively like e-mail access and expectation in
terms of work behavior. Also prepare a place for new employee, make sure the new
employees' desk, computer and phone are all set up before the new employee arrives this will
make them feel important, welcomed and comfortable and will confirm that he or she made
the right decision to join your organization.

3-help new employee understand the organization in a broad sense (its past, present, culture,
and strategies and vision of the future) let new employee know who your customers are,
what the organization does, what is products and services, what each employees role in the
organization.

4- allows the employee to understand the organization’s culture and its vision, start
socializing the person into the firm's culture and the ways of doing things.

The orientation process consists of input, process. And output

The INPUT includes manuals, booklet, forms, job description, and employee handbook
which is a booklet describing important aspects of employment an employee needs to know,
when properly developed serves both employees and the employer, gives employees a useful
source for information like organization mission, history and policies.

PROCESS include :1-socialization means the process of adaption that takes place as
individuals attempt to learn the valued and norms of work roles, loneliness and a feeling of
isolation are not unusual for new employees they need special attention to put them at ease.
Socialization strongly influences employee performance and organizational stability, new
members suffer from anxiety any employee when put into a new or strange situation will
11
experience anxiety that can prevent his or her ability to learn to do the job, good orientation
helps to reduce anxiety. Socialization does not occur in a vacuum. Individuals adjust to new
situations in remarkably similar ways.

2-Buddy system, the buddy System is about helping your employees make friends and learn
from each other. It involves joining together individuals in your organization to make them
more efficient.
3-Follow up to ensure that the orientation program is effective and meeting its goals and the
new employee is experiencing job satisfaction, follow up should be conducted at intervals of
one month, three months. Six months and one year with the new employees and the
orientation providers.
The OUTPUT is a productive well performing employee who adopts organization culture
and values.

While the onboarding process is ostensibly about new employees, it is about integrating the
team as a whole. It is important to keep everyone informed about the new arrivals and the
roles they will play. This way, team members from different workgroups will have some
background when a new name appears in the email inbox.

Existing employees can be instrumental in conveying corporate culture. Encourage them to

act as a resource for newcomers and make them feel part of the team. Asking team members

12
to remind them of the first days of worrying nerves at work can encourage them to
sympathize and welcome new people.
It is important to make new employees see their place in corporate culture. Everyone should
be encouraged to do their best to make them feel welcome while participating in activities
outside or outside the office

13