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

Deciding goals or objectives

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

Forecasting man power requirements

Business forecasts Expansion and growth Design and structural changes Management philosophy Government policy Competition

Auditing human resources

Skills inventory-contains data about each employees skills, abilities, work preferences and all such relevant information Organisation Charts

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

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

Competency Analysis

Competency Analysis identifies the specific set of skills, 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, understand how to obtain increased employee and leadership performance and ultimately link specific behaviors to improved business results.

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, skill and knowledge Job analysis-pertinent information about a job is obtained Job description-written record about the 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

Contents of Job Analysis

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

Methods of collecting information for Job Analysis

Interviews(Structured and Unstructured) Questionnaires Employees 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, skill level required, physical activity level, operating vehicles/equipments and processing information) Internet based analysis

Steps in Job Analysis

Collection of background information (reviewing the past organisation charts, past data records, reports etc.) Selection of representative job to be analysed Collection of job analysis data (from the employees, 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

Uses of Job Description

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

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

Job Specifications
Written statement of qualifications, traits, 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

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

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

Differentiation between job description and job specification

Job identification(job title, location, job code, name of the division or department) Job summary (contents of the job, hazards and discomforts) Duties and responsibilities Materials, machines and equipments used Conditions of work location(venue, time, posture, speed, accuracy, health hazard) Accident hazard

Physical characteristics Mental characteristics Emotional and Social characteristics Behavioural characteristics Other factors such as age, sex, education, language, etc.

Job Description

Job Specifications

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

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