Manpowe Planning Module 3.pdf

Copyright © 2023 Jayanti Rajdevendra Pande. All rights reserved.
RASHTRASANT TUKDOJI MAHARAJ NAGPUR UNIVERSITY
MBA
SEMESTER: 3
SPECIALIZATION
HR
SUBJECT
MANPOWER PLANNING, RECRUITMENT & SELECTION
MODULE NO : 3
DEVELOPING A MANPOWER PLAN - Jayanti R Pande
DGICM College, Nagpur

Q1.What is Human Resource Information System? What are objectives and Needs of HRIS?
HUMAN RESOURCE INFORMATION SYSTEM [HRIS]
 A Human Resource Information System (HRIS) is a software or technology-based solution that facilitates the management
and automation of various human resource functions within an organization.
 It serves as a centralized database to store, organize, and manage employee-related information, such as personal details,
job history, performance data, benefits, payroll, and training records.
 HRIS enables HR professionals to streamline their processes, increase efficiency, and make data-driven decisions.
 The primary objective of HRIS is to improve HR efficiency by automating routine and time-consuming tasks, enabling HR
professionals to focus on strategic decision-making and employee engagement initiatives. This technological advancement
has significantly reduced the reliance on manual paperwork, data entry, and record-keeping, effectively reducing errors
and improving data accuracy.
 In addition to providing efficiency gains, HRIS offers data integration and centralization benefits by seamlessly combining
data from various HR sources and systems into a unified platform.
DEFINITION OF HRIS
• HRIS is a software system that centralizes and automates human resource functions within an organization.
• Mathew. R- “A Human Resource Information System (HRIS) is a computer-based system that manages employee data and
HR processes."

OBJECTIVES OF HRIS
1. Efficiency and Automation: HRIS aims to automate routine HR tasks and processes, reducing the manual effort required
for data entry, record-keeping, and administrative work.
2. Accurate andTimely Information: HRIS helps maintain accurate and up-to-date employee information, ensuring that
HR professionals have access to the most recent data when making decisions.
3. Data Integration and Centralization: HRIS integrates various HR functions and data sources into a single system,
making it easier to manage and access information from one centralized platform.
4. Decision Support: By providing access to comprehensive data and analytics, HRIS assists in making informed HR
decisions related to workforce planning, talent management, and employee engagement.
5. Compliance and Reporting: HRIS helps ensure compliance with labour laws, regulations, and reporting requirements by
maintaining accurate records and generating necessary reports.
NEEDS FOR HRIS
1. Difficulty in Manual Record Maintenance:Traditional paper-based record-keeping can be cumbersome, time-
consuming, and prone to errors. HRIS offers a more efficient and accurate alternative.
2. Labour Intensive: Manually managing HR processes can be labour-intensive, especially in large organizations. HRIS
automates tasks, freeing up HR staff to focus on more strategic activities.
3. Cost Reduction: HRIS reduces the need for manual paperwork, storage space, and manual labour, resulting in cost
savings for the organization.
4. Error Reduction: Manual data entry is more susceptible to errors, which can lead to payroll mistakes, compliance issues,
and other HR-related problems. HRIS minimizes these errors through automation.
5. Time Savings: HRIS streamlines HR processes, leading to time savings for both HR professionals and employees, thus
improving overall productivity.

Q2. Explain how HRIS is implemented in proper steps.
1.Inception of Idea:The first step involves recognizing the need for an HRIS and identifying the potential benefits it could
bring to the organization's HR processes and overall efficiency.
2.Feasibility Study:Conduct a thorough analysis to assess the feasibility and viability of implementing an HRIS,
considering factors like budget, resources, time constraints, and potential challenges.
3.Selecting ProjectTeam: Form a dedicated project team with members from HR, IT, and other relevant departments to
lead the implementation process and ensure proper coordination.
8Tailoring the System
9 Collecting the Data
10Testing the System
11 Starting Up
12 Running in Parallel
13 Maintenance
14 Evaluation
7Training
6 Package Contract Negotiation
5Vendor Analysis
4 Defining Requirement Statement
3 Selecting ProjectTeam
2 Feasibility Study
1 Inception of Idea
STEPS
IN
IMPLEMENTING
HRIS

4. Defining Requirement Statement: Clearly define the organization's specific requirements and objectives for the
HRIS, outlining the functionalities and features needed to meet those goals.
5.Vendor Analysis: Research and evaluate various HRIS vendors and their solutions, considering factors like system
capabilities, cost, reputation, customer support, and scalability.
6. Package Contract Negotiation: Negotiate with the chosen vendor to finalize the contract and licensing terms,
ensuring it aligns with the organization's needs and budget.
7.Training: Provide comprehensive training to the HR team and end-users who will be using the HRIS to ensure they
can efficiently operate the system.
8.Tailoring the System: Customize the HRIS to fit the organization's specific requirements and processes, if necessary,
ensuring it aligns seamlessly with existing workflows.
9. Collecting the Data: Gather and migrate all relevant employee data from existing systems or manual records into
the new HRIS accurately and securely.
10.Testing the System: Conduct thorough testing of the HRIS to identify and resolve any issues, ensuring the system
functions as intended and meets the defined requirements.
11. Starting Up: Gradually roll out the HRIS in phases, starting with a smaller group or department before
implementing it organization-wide.
12. Running in Parallel: Run the HRIS parallel to the existing systems for a period to identify any potential
discrepancies and to provide a fallback option if needed.
13. Maintenance: After the full implementation, regularly maintain and update the HRIS to keep it current, secure, and
efficient, while addressing any technical glitches or user concerns.
14. Evaluation: Periodically assess the HRIS's performance, effectiveness, and impact on HR processes and the
organization's overall efficiency, making necessary improvements if required.

Q3 What are the components of HRIS?
THE COMPONENTS OF HRIS
Input: In this stage, HRIS collects and gathers various types of employee-related data, including personal information,
employment history, performance evaluations, training records, benefits details, time and attendance data, and more. This
data is entered into the HRIS system through various means, such as manual data entry, integration with other systems, or
employee self-service portals.
Transformation: Once the data is input into the HRIS, it undergoes various transformations and processes to organize, store,
and update the information effectively. HRIS systems employ database management techniques to ensure data accuracy,
consistency, and security. Data may be organized into relational databases, tables, and records, making it easily accessible for
HR professionals and managers.
Output: The output stage involves the retrieval and presentation of processed data to users in a useful and meaningful
format. HRIS generates reports, analytics, and visualizations to support HR decision-making and strategic planning.
Employees may also access their personal information and perform self-service tasks through HRIS portals. The output from
HRIS assists HR professionals in managing workforce-related activities, such as recruitment, performance evaluations, payroll
processing, training, and benefits administration.
Transformation
Input
Output
Feedback
Control

Q4 Explain use of HRIS in HRP.
o Workforce Planning: HRIS helps in workforce planning by providing comprehensive data about the current workforce,
including skills, qualifications, roles, and performance metrics.This information allows HR professionals and managers to
identify gaps and forecast future workforce needs. HRIS can assist in predicting turnover rates, retirements, and other
demographic changes that might impact the organization's workforce.This data-driven approach enables better decision-
making in hiring, training, and succession planning.
o Total Rewards:Total rewards encompass compensation, benefits, and other incentives offered to employees. HRIS assists
in managing and administering these rewards effectively. By maintaining accurate records of employee compensation,
bonuses, raises, and benefits, HRIS ensures that the organization remains compliant with compensation regulations and
can make informed decisions about budget allocations for rewards. Additionally, HRIS can generate reports that help
analyze the effectiveness of various reward programs.
o Training and Development (T&D): HRIS plays a critical role in managing training and development programs. It helps in
identifying skill gaps within the workforce, which can inform the creation of targeted training initiatives. HRIS can track
employee training progress, certifications, and skill acquisitions, allowing HR to measure the effectiveness of training
programs. It also assists in scheduling training sessions and managing enrollment.
o Recruitment and Selection: Although not explicitly mentioned in your list, recruitment and selection are also essential
components of HRP. HRIS streamlines the recruitment process by centralizing job postings, applications, and candidate
data. It helps in managing applicant information, conducting pre-screening assessments, and scheduling interviews.
Integration with external job boards and career sites can extend the reach of job postings and attract a larger talent pool.
o Risk Management: HRIS aids in mitigating risks associated with workforce compliance, legal issues, and security. It
maintains records of employee data, contracts, performance appraisals, and other documentation that may be needed to
address legal disputes or regulatory inquiries. By keeping track of certification and compliance requirements, HRIS helps
ensure that the workforce remains compliant with industry standards and regulations.

Q5. Explain HR plan implementation
A. Recruitment, Selection & Placement (RS&P): RS&P is a pivotal HR plan implementation phase. It starts with job analysis,
defining roles precisely. Sourcing from diverse channels follows, with screened candidates selected for interviews. Thorough
assessments, including background checks, lead to final selection. Placing chosen candidates in roles involves clarifying
responsibilities and expectations.
B. Training & Development (T&D): T&D enhances skills and performance. Needs assessment identifies gaps, informing
program design. Implementation includes workshops, online resources, and feedback collection. Evaluations gauge training
impact on performance and objectives.
C. Retraining & Redeployment: Adapting roles necessitates retraining. Assessing existing skills guides tailored programs.
Clear communication precedes training delivery through various methods. Monitoring ensures smooth transition to new
roles.
D. Retention Plan: A robust retention plan encompasses factors driving satisfaction. It includes competitive compensation,
performance appraisals, benefits, and growth opportunities. Effective communication, feedback, and support foster
engagement.
E. Downsizing Plan: Downsizing demands sensitivity. Analysis pinpoints areas for reduction. Transparent communication,
legal compliance, and support for affected employees are central. Transitioning involves reallocation and support.

Q6 Give definition of Succession Planning and state it’s characteristics
SUCCESSION PLANNING : Succession planning is a strategic process that identifies and develops potential leaders and key
employees within an organization, preparing them to assume critical roles in the future.
This practice ensures a seamless transition of leadership, maintaining organizational stability despite personnel changes.
Beyond mere replacement, succession planning nurtures individuals for higher-level responsibilities, fostering sustainable
growth.
DEFINITION: Succession Planning is the process of identifying, developing & tracking key individuals for executive positions.
CHARACTERISTICS OF SUCCESSION PLANNING
1. Long-TermVision: Succession planning takes a forward-looking approach, considering the organization's future needs
and addressing leadership changes.
2. Talent Identification: It involves recognizing employees with leadership potential, evaluating skills, performance, and
alignment with the organization's values.
3. Development Emphasis: Succession planning invests in identified individuals, providing training, mentorship, and
exposure to groom them for leadership roles.
4. Tailored Approach: Plans are customized to the organization's industry, culture, and role requirements, ensuring
relevant development strategies.
5. Continuity and Risk Management: By cultivating a pool of prepared leaders, succession planning mitigates disruptions
during leadership transitions, ensuring operational stability.

Q7.Write about types & process of the succession planning.
TYPES OF SUCCESSION PLANNING
1.Role-Based Succession Planning: In this approach, the focus is on identifying and grooming potential candidates for specific
key roles within the organization. Successors are selected based on the skills, qualifications, and attributes required for those
roles.This type ensures a smooth transition for critical positions and maintains the organizational structure.
2.Individual-Based Succession Planning: Individual-based succession planning centers on identifying high-potential
employees across different roles. It focuses on nurturing these individuals to assume leadership positions, regardless of the
specific roles they currently hold.This type promotes a flexible leadership pipeline and encourages cross-functional
development.
3.Pool-Based Succession Planning: Pool-based succession planning involves creating talent pools of employees who have
potential for advancement.These pools are categorized based on skill sets or leadership levels rather than specific roles.This
approach enables versatile leadership development across the organization.
SUCCESSION PLANNING TYPES
1 Role-Based 2 Individual-Based
3 Pool-Based

1.Pre-Planning: Setting the groundwork involves identifying critical roles, understanding organizational goals, and
determining the skills and qualities needed for future leaders.This phase aligns succession planning with business strategy.
2.Assessment: Identifying potential successors involves evaluating employees' performance, skills, experience, and
leadership potential.This assessment helps create a clear picture of potential candidates.
3.One-on-One & Group Meetings: Individual discussions with potential successors allow for goal-setting, feedback, and
development planning. Group discussions may include identifying skill gaps and offering development opportunities.
4.CEO Discussion: Involving top leadership, especially the CEO, ensures alignment between succession planning and
organizational vision.This step helps validate potential successors and their fit with the strategic direction.
5.Ongoing Review: Succession planning is not a one-time event. Regularly reviewing and updating the plan in response to
changing business dynamics, employee performance, and organizational needs ensures its relevance and effectiveness.
1
Pre-Planning
2
Assessment
3
One-on-One
& Group
Meetings
4
CEO
Discussion
5
Ongoing
Review
Process of Succession Planning

Q8. What is importance of succession planning? Explain Managerial Succession planning.
IMPORTANCE OF SUCCESSION PLANNING:
1. Provide Leadership Continuity: Succession planning ensures a seamless transition of leadership roles, preventing
disruptions and maintaining organizational stability.
2. Build Confidence: Clear paths for career advancement foster employee morale, engagement, and loyalty, showcasing
the organization's commitment to growth.
3. SaveTime: Pre-identified successors reduce the time and resources needed to fill vacant leadership positions, aiding
operational efficiency.
4. Preserve Reputation: A well-prepared succession plan reflects the organization's foresight, enhancing its image and
attracting top talent and stakeholders.
5. Enhance Performance: Development-focused succession planning cultivates a pool of competent leaders, positively
impacting overall organizational performance.
MANAGERIAL SUCCESSION PLANNING [MSP]
Managerial succession planning focuses on grooming capable individuals to take on managerial roles.This process involves
identifying high-potential employees, assessing their leadership skills, and providing tailored training and development
opportunities.Through ongoing performance evaluations, feedback, and temporary leadership assignments, potential
successors refine their abilities. MSP aligns with organizational strategy, ensuring future leaders possess the skills needed
to drive growth.This proactive approach mitigates leadership gaps, sustains operational effectiveness, and creates a
robust leadership pipeline, allowing the organization to thrive even in times of change.

Q9. State the recent trends in HRP.
RECENTTRENDS IN HRP
1. Intelligent Apps and Analytics: Advancements in technology have led to the integration of intelligent applications and
data analytics in HRP. HR professionals are using tools powered by artificial intelligence (AI) and machine learning to
analyze workforce data, predict trends, and make informed decisions about recruitment, talent development, and
workforce management.
2. Smart Recruitment: Modern HRP involves leveraging technology to streamline recruitment processes.Automated
applicant tracking systems, video interviews, and AI-based candidate assessments enhance efficiency and help identify
the best-fit candidates for specific roles.
3. Workforce Diversity: Workforce diversity and inclusion have become integral to HRP strategies. Organizations are
actively seeking diverse talent to foster innovation and ensure a broader range of perspectives. HRP now focuses on
creating an inclusive environment and implementing diversity initiatives.
4. Talent Sources Changes:Traditional talent sources are evolving. Organizations are tapping into non-traditional talent
pools such as freelancers, gig workers, and remote employees. HRP is adapting to incorporate these diverse sources of
talent into the overall workforce strategy.
5. Borderless Workforce: Globalization and remote work have given rise to a borderless workforce. HRP now considers the
implications of managing employees across different geographical locations, time zones, and cultural backgrounds,
requiring strategies for effective virtual collaboration and management.

Q10What isTraining & Development?
TRAINING AND DEVELOPMENT (T&D)
• It is a systematic process aimed at enhancing employees' skills, knowledge, and competencies to improve their
performance and contribute to organizational growth.
• It encompasses various learning initiatives designed to address skill gaps, promote personal and professional growth,
and align individual capabilities with organizational goals.
• In the training phase, employees are provided with specific skills and knowledge related to their roles.This includes
job-specific skills, technical proficiency, and compliance training. Development, on the other hand, focuses on broader
competencies, nurturing leadership qualities, communication skills, and strategic thinking.
• T&D initiatives can range from formal classroom training to on-the-job learning, e-learning modules, workshops, and
mentoring.
• Training and Development benefits both employees and organizations. For employees, it leads to improved job
satisfaction, increased engagement, and enhanced career prospects. For organizations, it results in a skilled and
adaptable workforce, improved performance, and a competitive edge in the marketplace.
• A well-structuredT&D program aligns individual growth with organizational success, fostering a culture of continuous
learning and improvement.

Q11.Write about Retention Plan.
RETENTION PLAN
A Retention Plan is a strategic framework developed by organizations to ensure the long-term retention of valuable
employees. It focuses on creating an environment where employees are motivated, engaged, and satisfied with their
work, ultimately reducing turnover rates.To address various challenges and promote retention, several components can
be integrated into the plan:
• Compensation Plans: Designing competitive and fair compensation packages that align with industry standards and
reward employee contributions.This ensures employees feel valued and fairly compensated for their efforts.
• Performance Appraisal: Implementing regular performance appraisals that provide constructive feedback, recognize
achievements, and identify areas for growth.Transparent career development pathways can be discussed during these
evaluations.
• Addressing Conflict: Resolving conflicts promptly and effectively to prevent employees from leaving due to
unresolved disputes.Creating an open communication channel and offering conflict resolution resources can help
foster a harmonious work environment.
• Mitigating Unstable Recruits: Identifying and addressing issues related to employee instability.Tailored onboarding,
clear role expectations, and support during challenging periods can help stabilize new hires and reduce turnover.
• Induction Crisis: Improving the onboarding process to ensure a smooth transition for new employees. Effective
orientation, comprehensive training, and providing clear job expectations during the induction period can enhance
employee retention.

Q12.Write short note on Downsizing plan
DOWNSIZING PLAN
A Downsizing Plan is a strategic approach taken by organizations to reduce their workforce or restructure operations with
the goal of improving efficiency, cutting costs, or adapting to changing market conditions.While downsizing can lead to
improved financial stability, it's a challenging process that requires careful planning and consideration of the impact on
both employees and the organization as a whole.
Key components of a downsizing plan include:
• Needs Assessment: Identifying the areas or departments that require downsizing based on financial, operational, or
strategic considerations.
• Communication:Transparent and empathetic communication with employees about the reasons for downsizing, the
process, and the support that will be provided.
• Support for Affected Employees: Offering outplacement services, including job search assistance, resume building, and
interview coaching, to help affected employees transition to new opportunities.
• Legal and Ethical Considerations: Ensuring compliance with labor laws, regulations, and ethical guidelines throughout
the downsizing process.
• Transition Management: Managing the transition by reallocating tasks, facilitating knowledge transfer, and providing
emotional support to remaining employees.
• Leadership Communication: Ensuring that top leadership is involved in the communication process, demonstrating
commitment to transparency and accountability.

Copyright © 2023 Jayanti Rajdevendra Pande.
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