Human Resources PlanningResources Planning= Resources
Definition :Definition :process by which an organisationprocess by which an organisationensures that it has theensures that it has the right numberright number &&kind of peoplekind of people at theat the right placeright place and atand atthethe right timeright time, capable of, capable of effectivelyeffectivelyand efficientlyand efficiently completing those taskscompleting those tasksthat help the organisation achieve itsthat help the organisation achieve itsoverall objectives..overall objectives..
ImportanceImportance 1)1) Each Organisation needs personnel withEach Organisation needs personnel withnecessary qualifications, skills, knowledge,necessary qualifications, skills, knowledge,experience & aptitude .experience & aptitude . 2)2) Need for Replacement of Personnel -Need for Replacement of Personnel - Replacing old,Replacing old,retired or disabled personnel.retired or disabled personnel. 3)3) Meet manpower shortages due to labourMeet manpower shortages due to labourturnover -turnover - Indian Airlines, Gas Authority of India headless for 10Indian Airlines, Gas Authority of India headless for 10months.months. 4)4) Meet needs of expansion / downsizingMeet needs of expansion / downsizingprogrammes -programmes - As a result of expansion of IT companies theAs a result of expansion of IT companies thedemand for IT professionals are increasing. PSU’s offering VRS todemand for IT professionals are increasing. PSU’s offering VRS toemployees to retrench staff and labour costs. DOT.COMs firing staff.employees to retrench staff and labour costs. DOT.COMs firing staff.
5)5) Cater to Future Personnel NeedsCater to Future Personnel Needs -- Avoid surplusAvoid surplusor deficiency of labour.or deficiency of labour.75% of organisations are overstaffed. Redeployment of staff to75% of organisations are overstaffed. Redeployment of staff toother units.other units. 6)6) Nature of present workforce in relation withNature of present workforce in relation withChanging EnvironmentChanging Environment -- helps to cope with changeshelps to cope with changesin competitive forces, markets, technology, productsin competitive forces, markets, technology, productsand government regulations.and government regulations.Shift in demand from ERP to internet programming has increasedShift in demand from ERP to internet programming has increasedinternet programmers demand at Wipro, Infosys etc. ITI retrained itsinternet programmers demand at Wipro, Infosys etc. ITI retrained itsexisting workforce in the new electronic telephone system.existing workforce in the new electronic telephone system.
Other usesOther usesi) quantify job for producing product / servicei) quantify job for producing product / serviceii) quantify people & positions requiredii) quantify people & positions requiredii) determine future staff-mixii) determine future staff-mixiii) assess staffing levels to avoid unnecessaryiii) assess staffing levels to avoid unnecessarycostscostsiv) reduce delays in procuring staffiv) reduce delays in procuring staffv) prevent shortage / excess of staffv) prevent shortage / excess of staffvi) comply with legal requirementsvi) comply with legal requirements
HRP Process -HRP Process - Determination of Quality of PersonnelDetermination of Quality of PersonnelJob AnalysisJob Analysis process of collecting and studying informationprocess of collecting and studying informationrelating to the operations and responsibilities of arelating to the operations and responsibilities of aspecific job.specific job. determination of tasks which comprise the job and ofdetermination of tasks which comprise the job and ofskills, knowledge, abilities and responsibilitiesskills, knowledge, abilities and responsibilitiesrequired of the worker for a successful performancerequired of the worker for a successful performanceand which differentiates one job from all others.and which differentiates one job from all others. products of Job Analysis are Job Description & Jobproducts of Job Analysis are Job Description & JobSpecificationSpecification
Steps in Job AnalysisSteps in Job AnalysisCollection of Organisational Structure InformationSelection of Representative Position to beAnalysedCollection of Job Analysis DataDeveloping Job DescriptionDeveloping Job Specification
Collection of DataCollection of DataWho CollectsWho Collects ??- On-the-job Employees, Supervisors,- On-the-job Employees, Supervisors,Consultants / trade job analystConsultants / trade job analystWhat to Collect- Physical & Mental activity involved- Each task essential to achieve overall result- Skill / Educational factor needed for the jobHow to Collect ?- Checklist, Interview, Observation, Participation,Technical Conference, Diary Method, Quantitativetechniques
Areas in which information may be gathered :Areas in which information may be gathered :Job titleJob titleAlternative titleAlternative titleWork performedWork performedEquipment, Tools & Materials usedEquipment, Tools & Materials usedReports & records madeReports & records madeRelation of the job to other jobsRelation of the job to other jobsEducation & experience requiredEducation & experience requiredPhysical, Mental& Visual effort requiredPhysical, Mental& Visual effort requiredResponsibility (for equipment, reports,Responsibility (for equipment, reports,performance) & dutiesperformance) & dutiesSupervision given & receivedSupervision given & receivedHazards, Discomfort & SafetyHazards, Discomfort & Safety
Job AnalysisJob AnalysisProcess of Obtaining all pertinent Job FactsProcess of Obtaining all pertinent Job FactsJob DescriptionJob DescriptionA proper definition & designA proper definition & designof work. A statementof work. A statementcontainingcontaining::Job TitleJob TitleLocationLocationJob SummaryJob SummaryDuties & ResponsibilitiesDuties & ResponsibilitiesMaterials, Tools & EquipmentMaterials, Tools & EquipmentusedusedForms & reports handledForms & reports handledSupervision given / receivedSupervision given / receivedWorking conditionsWorking conditionsHazards & Safety precautionsHazards & Safety precautionsJob SpecificationJob SpecificationA statement of humanA statement of humanqualifications necessary toqualifications necessary todo the job containingdo the job containing::Education & QualificationsEducation & QualificationsExperience & TrainingExperience & TrainingKnowledge & SkillsKnowledge & SkillsCommunication skillsCommunication skillsPhysical requirements - Height,Physical requirements - Height,Weight, AgeWeight, AgePersonality requirements -Personality requirements -Appearance, Judgement,Appearance, Judgement,Initiative, Emotional stabilityInitiative, Emotional stability
Purpose / Use Of Job AnalysisPurpose / Use Of Job AnalysisOrganisation & Manpower planningOrganisation & Manpower planningRecruitment & SelectionRecruitment & SelectionJob Evaluation & Wage, SalaryJob Evaluation & Wage, SalaryadministrationadministrationJob Re-engineeringJob Re-engineeringEmployee Training & ManagerialEmployee Training & ManagerialDevelopmentDevelopmentPerformance AppraisalPerformance AppraisalHealth & SafetyHealth & Safety
HRP Process -HRP Process - Determination of Quantity of PersonnelDetermination of Quantity of PersonnelOrganisational ObjectivesHR ProgrammingHR NeedsForecastHR SupplyForecastHRP ImplementationControl & EvaluationSurplus - Restricted Hiring,Lay Off, VRS, Reduced HoursShortage - Recruitment &Selection
Organisational Objectives & PoliciesOrganisational Objectives & Policies Downsizing / ExpansionDownsizing / Expansion Acquisition / Merger / Sell-outAcquisition / Merger / Sell-out Technology upgradation / AutomationTechnology upgradation / Automation New Markets & New ProductsNew Markets & New Products External Vs Internal hiringExternal Vs Internal hiring Training & Re-trainingTraining & Re-training Union ConstraintsUnion Constraints
HR Demand ForecastHR Demand Forecastprocess of estimating future quantity and quality ofprocess of estimating future quantity and quality ofmanpower required for an organisationmanpower required for an organisation..External factors - competition, laws ®ulation, economic climate, changes intechnology and social factorsInternal factors - budget constraints,production levels, new products & services,organisational structure & employee separations
Forecasting TechniquesForecasting Techniques Managerial Judgement - Managers discuss and arriveManagerial Judgement - Managers discuss and arriveat a figure of inflows & outflows which would cater toat a figure of inflows & outflows which would cater tofuture labour demand. #future labour demand. # Ratio-Trend Analysis - Studying past ratios, ie No. ofWorkers Vs Volume of Sales, forecasting future ratiosand adjusting for future changes in the organisation.. Work-Study Technique - Used when length ofoperations and amount of labour required can becalculated. # Delphi Technique - From a group of experts thepersonnel needs are estimated.
HR Supply ForecastHR Supply Forecastprocess of estimating future quantity and quality ofprocess of estimating future quantity and quality ofmanpower available internally & externally to anmanpower available internally & externally to anorganisation.organisation.Supply AnalysisExisting Human ResourcesInternal Sources of SupplyExternal Sources of Supply
Existing Human ResourcesExisting Human ResourcesCapability / Skills Inventory using HR Information SystemCapability / Skills Inventory using HR Information SystemGeneral Information -Name: Present Address: Department:Sex: Designation:DOB: DOJ:Marital Salary:Status: Permanent Address: Grade:Qualification -Degree/Diploma Institution Class Year of PassExperience/Skills -Job Title/ Organisation Brief Skill/Appointment Responsibilities SpecialisationOutstanding Achievement / Additional Information -Awards Performance Disciplinary ActionPromotions Merit Rating AbsenteeismAchievementsCareer Plans:
Internal SupplyInternal Supply Inflows & Outflows - The number of losses & gains ofInflows & Outflows - The number of losses & gains ofstaff is estimated. ###staff is estimated. ### Turnover Rate - refers to rate of employees leaving.= ( No. of separations in a year / Avg no. ofemployees during the year ) x 100 Absenteeism - unauthorised absence from work.= ( total absentees in a year / Avg no. ofemployees x No. of working days) x 100 Productivity Level - = Output / Input. Change inproductivity affects no. of persons per unit of output. Movement among Jobs - internal source ofrecruitment, selection and placement
External SupplyExternal SupplyExternal recruitment, selection & placement -External recruitment, selection & placement -Advertisements, Manpower Consultants, CampusAdvertisements, Manpower Consultants, CampusRecruitment, Unsolicited Applications, EmployeeRecruitment, Unsolicited Applications, EmployeeReferralsReferrals Yield ratios - are estimated in the process of hiringYield ratios - are estimated in the process of hiringapplications.applications.Hiring ProcessHiring Process RatioRatioAd generates 2000 applications. 200 are potential 10:1Ad generates 2000 applications. 200 are potential 10:1Out of 200, 40 attend interview 5:1 OutOut of 200, 40 attend interview 5:1 Outof 40, 30 were offered jobsof 40, 30 were offered jobs 4:3 Out of 30,4:3 Out of 30,20 accepted20 accepted 3:2 Overall3:2 OverallYield Ratio (2000:20)Yield Ratio (2000:20) 100:1100:1
HR ProgrammingHR ProgrammingBalancing Demand and SupplyBalancing Demand and Supply Vacancies filled in by the right employee atVacancies filled in by the right employee atthe right timethe right time
HR Plan ImplementationHR Plan ImplementationRecruitment, Selection & PlacementRecruitment, Selection & PlacementTraining & DevelopmentTraining & DevelopmentRetraining & RedeploymentRetraining & RedeploymentRetention PlanRetention PlanDownsizing PlanDownsizing Plan
Control & EvaluationControl & Evaluation Are Budgets, Targets & Standards met?Are Budgets, Targets & Standards met? Responsibilities for Implementation &Responsibilities for Implementation &ControlControl Reports for Monitoring HR PlanReports for Monitoring HR Plan