Human Resources

Planning

 = Resources
 Definition :

 HRP is essentially the process of

getting the right number of
qualified people into the right job
at the right time so that an
organization can meet its
objectives
Importance
1) Each Organization needs personnel with necessary
qualifications, skills, knowledge, experience & aptitude .
2) Need for Replacement of Personnel - Replacing old, retired
or disabled personnel.
3) Meet manpower shortages due to labour turnover - Indian
Airlines, Gas Authority of India headless for 10 months.
4) Meet needs of expansion / downsizing programmes - As a
result of expansion of IT companies the demand for IT
professionals are increasing. Companies offering VRS to
employees to retrench staff and labour costs.
5) provide to Future Personnel Needs - Avoid surplus or
deficiency of labour.
75% of organizations are overstaffed.
Redeployment of staff to other units.
6) Nature of present workforce in relation with Changing
Environment - helps to cope with changes in
competitive forces, markets, technology, products and
government regulations.
HRP Process - Determination of Quantity of Personnel

Organisational Objectives

HR Needs Forecast HR Supply Forecast

HR Programming

HRP Implementation

Control & Evaluation

Surplus - Restricted Hiring, Shortage - Recruitment &

Lay Off, VRS, Reduced Hours Selection
Organisational Objectives & Policies

 Downsizing / Expansion
 Acquisition / Merger / Sell-out
 Technology upgradation / Automation
 New Markets & New Products
 External Vs Internal hiring
 Training & Re-training
 Union Constraints
 HR Demand Forecast
process of estimating future quantity and quality of manpower
required for an organisation.

 External factors - competition, laws &

regulation, economic climate, changes in
technology and social factors

 Internal factors - budget constraints,

production levels, new products & services,
organisational structure & employee separations
Forecasting Techniques
 Managerial Judgement - Managers discuss and arrive
at a figure of inflows & outflows which would cater to
future labour demand. #

 Ratio-Trend Analysis - Studying past ratios, ie No. of

Workers Vs Volume of Sales, forecasting future ratios
and adjusting for future changes in the organisation..

 Work-Study Technique - Used when length of

operations and amount of labour required can be
calculated. #

 Delphi Technique - From a group of experts the

personnel needs are estimated.
 HR Supply Forecast
process of estimating future quantity and quality of
manpower available internally & externally to an
organisation.

Supply Analysis
 Existing Human Resources
 Internal Sources of Supply
 External Sources of Supply
 Existing Human Resources
Capability / Skills Inventory using HR Information System
General Information -
Name: Present Address: Department:
Sex: Designation:
DOB: DOJ:
Marital Salary:
Status: Permanent Address: Grade:

Qualification -
Degree/Diploma Institution Class Year of Pass

Experience/Skills -
Job Title/ Organisation Brief Skill/
Appointment Responsibilities Specialisation

Outstanding Achievement / Additional Information -

Awards Performance Disciplinary Action
Promotions Merit Rating Absenteeism
Achievements
Career Plans:
Internal Supply
 Inflows & Outflows - The number of losses & gains
of staff is estimated. ###
 Turnover Rate - refers to rate of employees leaving.
= ( No. of separations in a year / Avg no. of
employees during the year ) x 100

 Absenteeism - unauthorised absence from work.

= ( total absentees in a year / Avg no. of
employees x No. of working days) x 100

 Productivity Level - = Output / Input. Change in

productivity affects no. of persons per unit of output.

 Movement among Jobs - internal source of

recruitment, selection and placement
 External Supply
 External recruitment, selection & placement -
Advertisements, Manpower Consultants, Campus
Recruitment, Unsolicited Applications, Employee
Referrals

 Yield ratios - are estimated in the process of hiring

applications.
Hiring Process Ratio
 Ad generates 2000 applications. 200 are potential 10:1
 Out of 200, 40 attend interview 5:1
Out of 40, 30 were offered jobs 4:3
Out of 30, 20 accepted 3:2
Overall Yield Ratio (2000:20) 100:1
 HR Programming

Balancing Demand and Supply

 Vacancies filled in by the right employee at

the right time
 HR Plan Implementation
 Recruitment, Selection & Placement
 Training & Development
 Retraining & Redeployment
 Retention Plan
 Downsizing Plan
 Control & Evaluation

 Are Budgets, Targets & Standards met?

 Responsibilities for Implementation &
Control
 Reports for Monitoring HR Plan
Job Analysis
 The process of obtaining information about jobs
 It is a systematic investigation of the tasks, duties
and responsibilities necessary to do a job
 A job consists of a group of tasks that must be
performed for an organization to achieve its goals.
 A task is an identifiable work activity carried out
for a specific purpose, for example, type a letter.
 A duty is a larger work segment consisting of
several tasks that are performed by an
individual, for example, pick up, sort out and
deliver incoming mail.
 Job responsibilities are obligations to perform
certain tasks and duties . Job tasks
 Job analysis Job duties
Job responsibilities
 Steps in Job Analysis
Collection of Organizational analysis

Selection of Representative Position to be Analyzed

Collection of Job Analysis Data

Preparation of Job Description

Preparation of Job Specification

Collection of Data
 Who Collects ?
- On-the-job Employees, Supervisors,
Consultants / trade job analyst
 What to Collect
- Physical & Mental activity involved
- Each task essential to achieve overall result
- Skill / Educational factor needed for the job

 How to Collect ?
- Checklist, Interview, Observation, Participation,
Technical Conference, Diary Method, Quantitative
techniques
Areas in which information may be gathered :
Job title
Alternative title
Work performed
Equipment, Tools & Materials used
Reports & records made
Relation of the job to other jobs
Education & experience required
Physical, Mental& Visual effort required
Responsibility (for equipment, reports,
performance) & duties
Supervision given & received
Hazards, Discomfort & Safety
 Job Analysis
Process of Obtaining all pertinent Job Facts

Job Description Job Specification

A proper definition & design A statement of human
of work. A statement qualifications necessary to
containing: do the job containing:

Job Title Education & Qualifications

Location Experience & Training
Job Summary Knowledge & Skills
Duties & Responsibilities Communication skills
Materials, Tools & Equipment Physical requirements - Height,
used
Weight, Age
Forms & reports handled
Supervision given / received Personality requirements -
Working conditions Appearance, Judgement,
Initiative, Emotional stability
Hazards & Safety precautions
 Purpose / Use Of Job Analysis

 Organisation & Manpower planning

 Recruitment & Selection
 Job Evaluation & Wage, Salary administration
 Job Re-engineering
 Employee Training & Managerial
Development
 Performance Appraisal
 Health & Safety