2. Definition :
Definition :
process by which an organisation
process by which an organisation
ensures that it has the
ensures that it has the right number
right number &
&
kind of people
kind of people at the
at the right place
right place and at
and at
the
the right time
right time, capable of
, capable of effectively
effectively
and efficiently
and efficiently completing those tasks
completing those tasks
that help the organisation achieve its
that help the organisation achieve its
overall objectives..
overall objectives..
3. Importance
Importance
1)
1) Each Organisation needs personnel with
Each Organisation needs personnel with
necessary 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 labour
Meet manpower shortages due to labour
turnover -
turnover - Indian Airlines, Gas Authority of India headless for 10
Indian Airlines, Gas Authority of India headless for 10
months.
months.
4)
4) Meet needs of expansion / downsizing
Meet needs of expansion / downsizing
programmes -
programmes - As a result of expansion of IT companies the
As a result of expansion of IT companies the
demand for IT professionals are increasing. PSU’s offering VRS to
demand for IT professionals are increasing. PSU’s offering VRS to
employees to retrench staff and labour costs. DOT.COMs firing staff.
employees to retrench staff and labour costs. DOT.COMs firing staff.
4. 5)
5) Cater to Future Personnel Needs
Cater to Future Personnel Needs -
- Avoid surplus
Avoid surplus
or deficiency of labour.
or deficiency of labour.
75% of organisations are overstaffed. Redeployment of staff to
75% of organisations are overstaffed. Redeployment of staff to
other units.
other units.
6)
6) Nature of present workforce in relation with
Nature of present workforce in relation with
Changing Environment
Changing Environment -
- helps to cope with changes
helps to cope with changes
in competitive forces, markets, technology, products
in competitive forces, markets, technology, products
and government regulations.
and government regulations.
Shift in demand from ERP to internet programming has increased
Shift in demand from ERP to internet programming has increased
internet programmers demand at Wipro, Infosys etc. ITI retrained its
internet programmers demand at Wipro, Infosys etc. ITI retrained its
existing workforce in the new electronic telephone system.
existing workforce in the new electronic telephone system.
5. Other uses
Other uses
i) quantify job for producing product / service
i) quantify job for producing product / service
ii) quantify people & positions required
ii) quantify people & positions required
ii) determine future staff-mix
ii) determine future staff-mix
iii) assess staffing levels to avoid unnecessary
iii) assess staffing levels to avoid unnecessary
costs
costs
iv) reduce delays in procuring staff
iv) reduce delays in procuring staff
v) prevent shortage / excess of staff
v) prevent shortage / excess of staff
vi) comply with legal requirements
vi) comply with legal requirements
6. HRP Process -
HRP Process - Determination of Quality of Personnel
Determination of Quality of Personnel
Job Analysis
Job Analysis
process of collecting and studying information
process of collecting and studying information
relating to the operations and responsibilities of a
relating to the operations and responsibilities of a
specific job.
specific job.
determination of tasks which comprise the job and of
determination of tasks which comprise the job and of
skills, knowledge, abilities and responsibilities
skills, knowledge, abilities and responsibilities
required of the worker for a successful performance
required of the worker for a successful performance
and which differentiates one job from all others.
and which differentiates one job from all others.
products of Job Analysis are Job Description & Job
products of Job Analysis are Job Description & Job
Specification
Specification
7. Steps in Job Analysis
Steps in Job Analysis
Collection of Organisational Structure Information
Selection of Representative Position to be
Analysed
Collection of Job Analysis Data
Developing Job Description
Developing Job Specification
8. Collection of Data
Collection of Data
Who Collects
Who Collects ?
?
- On-the-job Employees, Supervisors,
- On-the-job Employees, Supervisors,
Consultants / trade job analyst
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
9. Areas in which information may be gathered :
Areas in which information may be gathered :
Job title
Job title
Alternative title
Alternative title
Work performed
Work performed
Equipment, Tools & Materials used
Equipment, Tools & Materials used
Reports & records made
Reports & records made
Relation of the job to other jobs
Relation of the job to other jobs
Education & experience required
Education & experience required
Physical, Mental& Visual effort required
Physical, Mental& Visual effort required
Responsibility (for equipment, reports,
Responsibility (for equipment, reports,
performance) & duties
performance) & duties
Supervision given & received
Supervision given & received
Hazards, Discomfort & Safety
Hazards, Discomfort & Safety
10. Job Analysis
Job Analysis
Process of Obtaining all pertinent Job Facts
Process of Obtaining all pertinent Job Facts
Job Description
Job Description
A proper definition & design
A proper definition & design
of work. A statement
of work. A statement
containing
containing:
:
Job Title
Job Title
Location
Location
Job Summary
Job Summary
Duties & Responsibilities
Duties & Responsibilities
Materials, Tools & Equipment
Materials, Tools & Equipment
used
used
Forms & reports handled
Forms & reports handled
Supervision given / received
Supervision given / received
Working conditions
Working conditions
Hazards & Safety precautions
Hazards & Safety precautions
Job Specification
Job Specification
A statement of human
A statement of human
qualifications necessary to
qualifications necessary to
do the job containing
do the job containing:
:
Education & Qualifications
Education & Qualifications
Experience & Training
Experience & Training
Knowledge & Skills
Knowledge & Skills
Communication skills
Communication skills
Physical requirements - Height,
Physical requirements - Height,
Weight, Age
Weight, Age
Personality requirements -
Personality requirements -
Appearance, Judgement,
Appearance, Judgement,
Initiative, Emotional stability
Initiative, Emotional stability
11. Purpose / Use Of Job Analysis
Purpose / Use Of Job Analysis
Organisation & Manpower planning
Organisation & Manpower planning
Recruitment & Selection
Recruitment & Selection
Job Evaluation & Wage, Salary
Job Evaluation & Wage, Salary
administration
administration
Job Re-engineering
Job Re-engineering
Employee Training & Managerial
Employee Training & Managerial
Development
Development
Performance Appraisal
Performance Appraisal
Health & Safety
Health & Safety
12. HRP Process -
HRP Process - Determination of Quantity of Personnel
Determination of Quantity of Personnel
Organisational Objectives
HR Programming
HR Needs
Forecast
HR Supply
Forecast
HRP Implementation
Control & Evaluation
Surplus - Restricted Hiring,
Lay Off, VRS, Reduced Hours
Shortage - Recruitment &
Selection
13. Organisational Objectives & Policies
Organisational Objectives & Policies
Downsizing / Expansion
Downsizing / Expansion
Acquisition / Merger / Sell-out
Acquisition / Merger / Sell-out
Technology upgradation / Automation
Technology upgradation / Automation
New Markets & New Products
New Markets & New Products
External Vs Internal hiring
External Vs Internal hiring
Training & Re-training
Training & Re-training
Union Constraints
Union Constraints
14. HR Demand Forecast
HR Demand Forecast
process of estimating future quantity and quality of
process of estimating future quantity and quality of
manpower required for an organisation
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
15. Forecasting Techniques
Forecasting Techniques
Managerial Judgement - Managers discuss and arrive
Managerial Judgement - Managers discuss and arrive
at a figure of inflows & outflows which would cater to
at a figure of inflows & outflows which would cater to
future labour demand. #
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.
16. HR Supply Forecast
HR Supply Forecast
process of estimating future quantity and quality of
process of estimating future quantity and quality of
manpower available internally & externally to an
manpower available internally & externally to an
organisation.
organisation.
Supply Analysis
Existing Human Resources
Internal Sources of Supply
External Sources of Supply
17. Existing Human Resources
Existing Human Resources
Capability / Skills Inventory using HR Information System
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:
18. Internal Supply
Internal Supply
Inflows & Outflows - The number of losses & gains of
Inflows & Outflows - The number of losses & gains of
staff is estimated. ###
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
19. External Supply
External Supply
External recruitment, selection & placement -
External recruitment, selection & placement -
Advertisements, Manpower Consultants, Campus
Advertisements, Manpower Consultants, Campus
Recruitment, Unsolicited Applications, Employee
Recruitment, Unsolicited Applications, Employee
Referrals
Referrals
Yield ratios - are estimated in the process of hiring
Yield ratios - are estimated in the process of hiring
applications.
applications.
Hiring Process
Hiring Process Ratio
Ratio
Ad generates 2000 applications. 200 are potential 10:1
Ad generates 2000 applications. 200 are potential 10:1
Out of 200, 40 attend interview 5:1 Out
Out of 200, 40 attend interview 5:1 Out
of 40, 30 were offered jobs
of 40, 30 were offered jobs 4:3 Out of 30,
4:3 Out of 30,
20 accepted
20 accepted 3:2 Overall
3:2 Overall
Yield Ratio (2000:20)
Yield Ratio (2000:20) 100:1
100:1
20. HR Programming
HR Programming
Balancing Demand and Supply
Balancing Demand and Supply
Vacancies filled in by the right employee at
Vacancies filled in by the right employee at
the right time
the right time
21. HR Plan Implementation
HR Plan Implementation
Recruitment, Selection & Placement
Recruitment, Selection & Placement
Training & Development
Training & Development
Retraining & Redeployment
Retraining & Redeployment
Retention Plan
Retention Plan
Downsizing Plan
Downsizing Plan
22. Control & Evaluation
Control & Evaluation
Are Budgets, Targets & Standards met?
Are Budgets, Targets & Standards met?
Responsibilities for Implementation &
Responsibilities for Implementation &
Control
Control
Reports for Monitoring HR Plan
Reports for Monitoring HR Plan
