Human Resource Planing and Staffing ppt and notes.

1. 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

2. 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

3. 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.)

4. Forecasting man power
requirements
 Business forecasts
 Expansion and growth
 Design and structural changes
 Management philosophy
 Government policy
 Competition

5. Auditing human resources
 Skills inventory-contains data about
each employee’s skills, abilities, work
preferences and all such relevant
information
 Organisation Charts

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

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

8. 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.

9. 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

10. 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

11. 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

12. Methods of collecting
information for Job Analysis
 Interviews(Structured and Unstructured)
 Questionnaires
 Employee’s 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

13. 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

14. 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”

15. Contents of Job Descriptions
 Job identification-title of the job
 Job Summary-essence of the job
 Responsibilities
 Authority
 Standards of performance
 Working conditions

16. 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.

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

18. 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

19. 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.)

20. 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.)

21. Differentiation between job
description and job specification
Job Description Job Specifications
 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.

22. Job Evaluation
 Job evaluation uses the information given
by job analysis to evaluate each job, value
the components and ascertain the job’s
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.

23. 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