Final Revision: Professor Reham Moustafa – HRM

By: Mai Dabour

Topic 1 - Human Resources Planning Process
An effective human resource planning process helps organizations maximize human capital and build a
future-ready workforce.
What is Human Human resource management is the strategic approach to nurturing and supporting employees and
Resources ensuring a positive workplace environment.
Management Its functions vary across different businesses and industries, but typically include recruitment,
(HRM)? compensation and benefits, training and development, and employee relations.
What are the three Administrator: Running payroll, writing job descriptions, creating workplace policies, and procuring
major roles of HRM? benefits packages are typical of HR administration.
Change manager: HR professionals must monitor regulations and communicate policy or procedural
changes with employees to help support compliance.
Personnel manager: Managing people entails resolving conflicts, overseeing training and development,
and fostering employee engagement.
What are the five Recruitment and staffing – identifying talent gaps, acquiring applicants, arbitrating contracts,
main areas of HR? maintaining ethical hiring practices.
Compensation and benefits – determining pay scales, approving raises, negotiating benefits packages.
Training and development – onboarding new hires, making educational opportunities available.
Compliance and safety – monitoring legislative changes, implementing safety measures, processing
workers’ compensation claims.
Employee relations – resolving employee conflicts, addressing harassment or abuse allegations,
working with union leaders.
What are the seven Over the years, HR has evolved from a personnel department engaged largely in administration to a
functions of HR? strategic partner that works closely with management teams on organizational development.
It’s seven key functions today include:
1. Strategic planning
2. Recruitment
3. Training and development
4. Compensation and benefits
5. Policy creation
6. Employee and labour relations
7. Risk management
What is Human Human resource planning (HRP) describes an ongoing, data-driven process in which a company
Resource Planning systematically plans for the future in terms of human resources to ensure that available jobs are suited
(HRP)? with appropriately skilled employees.
It identifies key HR initiatives for the time period ahead that will help the organization achieve its
strategic goals and maintain its competitive advantage without staffing shortages or excesses.
Importance of HRP Organizations must be able to adapt their human capital to sustain the continuous shifts in technology,
local and global economics, product innovation, and culture.
Human resource planning is integral to maximizing a well-equipped workforce, and it offers other
advantages that assist in accomplishing your organization’s mission.
Objectives HRP 1. Foreseeing and being prepared for cultural shifts and evolutions of the business environment.
2. Anticipating and identifying job and skill changes to meet labour demands.
3. Hiring the right talent on a timely basis to support expanded, decreased, or diversified
organizational plans.
4. Adapting hiring techniques and benefits to source and hire the best candidates.
5. Ensuring your workforce has optimal technical and soft skills to increase productivity.
6. Developing career paths for employees to increase their satisfaction and value.
7. Building and maintaining effective key HR processes. (Recruitment and selection, training and
development, compensation and benefits planning, performance management.)
8. Making good use of your HR budget.
9. Maintaining compliance with company policies and government regulations.
 5 steps of HRP
Step 1: Success in HR planning relies on its connection to business goals, so you must start with a final purpose in
Analyze mind.
organizational Determine what the organization wants to achieve in the future, how it intends to accomplish this, and how
objectives and HR efforts will contribute to it. Each department will have unique objectives that HR will need to be involved
plans in. Ideally, HR works very closely with management and has a clear grasp of what every area of the company
is aiming for. Once you know that, you can ascertain how HR will meet those needs.
For example, some departments may need you to focus on recruiting, while others may need to be downsized
and reassign some current employees.
Step 2: Before you go forward with plans for the future, you need to assess where the organization’s workforce
Evaluate the currently stands by assessing its strengths and weaknesses. Do you have the right number of experienced
current state employees? Which skills at what levels do you already have on board with your existing staff?
of your To do this, you should consider the following:
workforce and ✓ What is your total number of employees? - How many employees are in each department?
uncover gaps. ✓ How many employees hold each position? - What is the education, skills, competencies, and
qualifications of your employees?
✓ How do employees rank in the performance evaluation data? - What are the ages of your employees?
(How many are approaching retirement?)
There are several ways HR professionals can investigate these variables, such as:
✓ Meet with managers and department heads for their judgment of their employees’ abilities and
where there is room for improvement - Conduct employee self-evaluations.
✓ Analyse HRIS data - Look at past performance reviews.
✓ There are tools that can help you make a road map for this step of the HR planning process. An
organizational chart is a visual description of a company’s staff structure that designates roles and
reporting relationships.
Below you can see an example of an HR organization chart in a mid-sized organization:
✓ A replacement chart - Skills inventory.
Step 3: Forecasting demand is the critical stage of the HR planning process.
Forecast Bearing in mind the organization’s future goals, gauge the coming demand and supply of qualified employees.
future HR Demand forecasting involves determining the number of people needed and the level of talent required.
requirements. Supply forecasting estimates future internal (promotion, transfers, position expansion) and external sources
and their ability to meet your needs.
You accomplish this forecasting using internal data and market and industry trends. Be sure to include factors
such as these:
- New products or services on the horizon - Prospective mergers or acquisitions
- Labour costs - Projected employee retirements/vacancies and turnover rates
- Technological advances and automation
Scenario planning is a way to brainstorm situations that may affect the direction of your organization and
labour requirements in the future. Consider technological advancements, economic changes, new
government regulations, etc., and consider how you can be flexible and which precautionary measures to
take.
A gap analysis allows you to compare current employee quantity and skill levels with what will be needed to
meet the organization’s goals. This method involves:
- Recognizing the current workforce status.
- Ascertaining what the ideal situation looks like.
- Identifying where the current lapses exist.
You can use a SWOT (strengths, weaknesses, opportunities, threats) analysis to compile your findings and see
which elements need the most focus.
Step 4: Now it’s time to formulate a human resource action plan that aligns with your organization’s overall strategy.
Develop and It should consider all the analyses you’ve completed and include talent strategies to match the supply and
implement a demand to get your organization ready for the future.
plan Your plan can start with the theoretical concept of transforming the company from X to Y and then name the
step-by-step approach that HR will facilitate.
This will include developing methods to enhance specific strategies to take you to the ideal stage.
Typical areas of focus include recruiting, onboarding, training, benefits, performance management,
remote/flexible work options, and company culture.
There is no one-size-fits-all content for a strategic HR plan. Each organization’s strategy will be unique,
depending on its goals and the type of business it is.
A small startup’s plan would include completely different factors than that of a multi-national corporation.
One company may need to start with an enhanced recruitment program to find a certain number of highly
skilled employees with specialized knowledge.
Another company might be able to begin with training its current staff.
Once your plan is set, you must focus on integrating it with strong company-wide communication.
Be prepared for some resistance to change that may occur within frontline employees and management.
Integrating will be easier if you are hiring new employees because they will be more accepting of a new way.
Step 5: • After you put your human resource plan in place, you must determine whether it is yielding results.
Monitor, • Review how well it is helping you execute the organizational strategy and achieve goals in areas such
Review, and as productivity or employee retention and satisfaction, etc.
Reassess your • Monitor the new practices and look for areas where the plan might be hindered.
plan • It’s also essential to learn how changes are affecting employees.
• Managers can ask for feedback during performance reviews, or you can conduct employee surveys to
get a feel for how things are going.
• Once you have input, you can identify any obstacles and work around them to adjust and improve
your planning.
• You can even return to step one and start the planning process again armed with what you learned
from the initial implementation.
• Human resources planning processes need to be an ongoing activity that is constantly evaluating and
developing to stay in sync with all the changes companies must face.
• Planning for the future is always a challenge when there is no way to be certain of what it holds, and
you can’t foresee every possible development. Nevertheless, it is worth the effort. With some
preparation, human resources managers can avoid having to spontaneously improvise in more
situations.
• With an accurate understanding of the dimensions and dynamics of human resources, you have the
essentials for an effective human resource planning process that results in a concrete, actionable plan.
To develop and carry out your human resource plan, make sure to thoroughly analyse your current
situation and future needs.
 Topic 2 – Recruitment
Definition Recruitment refers to the process of identifying, attracting, interviewing, selecting, hiring, and onboarding
employees. In other words, it involves everything from the identification of a staffing need to filling it is the
function of people management within an organization. HR is responsible for facilitating the overall goals of
the organization through effective administration of human capital.
Types of Internal Recruitment: takes place within the concern or organization.
recruitment Transfers – Promotions (through internal job postings) – Re Employment

External Recruitment: have to be selected from outside the organization.

- Employment at Factory Level - Employment Exchanges - Employment Agencies - Labour Contractors
- Advertisement - Educational Institutions - Recommendations

Recruitment Step 1: Identify Hiring needs: The recruiter typically discusses the role with the department head and works
Process to learn more about the position. They discuss the type of person they are looking for, beneficial skills and
the desired experience level.
Step 2: Job Description: A job description that accurately describes the position and the requirements.
They use information gathered from discussions with the department manager, along with information
about similar positions within the company.
Step 3: Searching Process:
The recruiter uses their knowledge of the position to advertise it in a way that is most likely to reach and
attract the best candidates.
They typically try to receive as many applications as possible to look for candidates that are a good fit.
Step 4: Shortlisting the Candidates:
Those candidates who have the minimum qualifications & the required credentials will be selected.
Step 5: Interviewing Candidates:
The recruiter has an introductory interview with these candidates and advances the best candidates to the
next stage of the process.
Once they identify the best candidates, the department manager assumes control over the hiring process
and makes the final decision.
Step 6: Evaluating Candidates:
The recruiter works to narrow this down to a more manageable number.  Contact past employers and ask
them if they’ll give a reference. Choose the most suitable candidate and proposed the offer.
Step 7: Induction of the New Employee:
Once the candidate accepts the job offer, they are hired. An accepted offer letter begins a process of filling
out and filing paperwork related to employment.
Onboarding your new worker in a welcoming and professional way will help integrate them in a manner
that lays the groundwork for a long-term productive relationship between them and your company.
Strategies or Look internally before externally: Internal candidates are already familiar with and contributing to your
Tips for corporate culture and goals. Given their past success within your organization.
effective Treat candidates like customers: A candidate’s first impression of your company is critical.
recruitment One of the best recruiting techniques is to treat interviewees the same way you treat your customers.
process  Be respectful of their time.  Be hospitable.  Make yourself available.
Use professional social media: A fantastic tool not only for recruitment but also for spreading out the
company’s environment by sharing photos and videos from company events, your workplace and/or day-to-
day office life you give potential applicants a glimpse into your company culture.
Implement an employee referral program: a well-developed employee referral program can encourage even
more of your employees to refer the best talent they know.
Claim your Company Page: Job seekers often take time to research employee reviews, salary data, benefits
and more before applying to jobs. By claiming your Company Page, you can respond to reviews, customize
your page, and add your employer branding.
Attend industry-related meetups: While job fairs can be helpful for finding qualified candidates, non-
recruiting-specific events are also an excellent opportunity to meet motivated industry professionals who
are eager to network and advance in their field.
 Topic 3 Selection Process (HRM)

Selection Selection is the process of putting right men on the right job. It is a procedure of matching organisational
requirements with the skills and qualifications of people. Effective selection can be done only when there is
effective matching. By selecting best candidate for the required job, the organisation will get quality
performance of employees.
Factors 1. Profile Matching Factor:
affecting the The most important factor that effects on selection is profile of the candidate and job specification. The
process of profile of the candidate should match with job specification. For this purpose, scores secured by the
selection candidates in various tests are taken as a standard and success or failure of the candidate is decided at each
stage of selection. Scores secured in the test, performance in the interview are taken to match the
candidate biodata with the job specification.
2. Organizational and Social Environmental Factor:
Organizational and Social factors also influence the selection process. Candidates who are able and efficient
may fail to work in a type of organization located in a place which is not conducive to work.
For some candidate’s hot environment may be problem for others cool environment may be hardship.
Therefore, while selecting the candidates, the prevailing environment, the capacity, and suitability of the
candidate to work in that environment should also be considered.
3. Successive Hurdles:
There are number of hurdles in the process of selection which a candidate has to pass through successfully
to get an appointment. These hurdles may be interview, test, group discussion, reference enquiry etc. All
these hurdles influence on the selection process and need to be considered at the time of selection.
4. Multiple Co-Relations:
Multiple co-relations are yet another factor that influences on the process of selection. Multiple co-relation
means relation between two or more factors. It assumes that deficiency in one aspect can be counter
balanced by an excess amount of another. A candidate who is poor in communication may be extra-ordinary
good in bookkeeping and accounting. Now multiple co-relation factors may be applied, and candidate may
be selected.
Selection Tests (a) Intelligence Tests:
They test the mental ability of candidates. These tests measure the learning ability of candidates in
understanding questions and their power to take quick decision on crucial points. People who can quickly
answer to these questions are found to be skilful and can be offered training to improve skills for the job in
organization.
(b) Aptitude Tests:
They test an individual’s capacity to learn a par-ticular skill. There are mainly two types of aptitude tests.
Cogni-tive tests which measure intellectual, mental aptitudes. The second one is called motor tests which
check the hand – eye coor-dination of employees.
c) Proficiency Tests:
These tests are also called performance or occupational tests. They determine the skills and knowledge
acquired by an individual through experience and on the job train-ing.
(d) Job knowledge tests
These tests are used to judge profi-ciency in operating mechanical equipment, dictating, typ-ing, computer
applications etc. These tests can be written and practical both. These tests are good in selecting typists,
stenographers with supervisor etc.
(e) Work sample tests
In this test the applicant is given a piece of work to perform in a stipulated time.
His performance will judge whether he can be picked up for the job.
(f) Personality tests
These tests judge the psychological make-up of any person.
These tests check a person’s motivational level, emotions, integrity, sympathy, sensitivity etc. These traits in
an individual provide the manager with an overall picture of his personality.
Selection Employment Interview:
Process Employment interview is a process in which one-on-one session in conducted with the applicant to know a
candidate better. It helps the interviewer to discover the inner qualities of the applicant and helps in taking
the right decision. Includes: Phone interview, Business interview, HR interview.
Employment Tests:
Employment tests are device to check a real knowledge of candidates for the respective jobs. Such as:
English test, IQ test and self-assessment.
Checking References:
Reference checking is a process of verifying the applicant’s qualifications and experiences with the
references provided by him. These reference checks help the interviewer understand the conduct, the
attitude, and the behaviour of the candidate as an individual and also as a professional.
Medical Examination: Medical examination is a process, in which the physical and the mental fitness of the
applicants are checked to ensure that the candidates can perform a job or not. This examination helps the
organization in choosing the right candidates who are physically and mentally fit.
Final Selection: The final selection is the final process which proves that the applicant has qualified in all the
rounds of the selection process and will be issued an appointment letter.

Benefits of The quality of personnel working in the organization determines its success. Selection is an important
selection function of the management.
process Procurement of Skilled Employees
In the process of selection, only desirable candidates are hired, and others are denied the opportunity.
Therefore, in selection, the suitable candidates who are fit for the job are selected from the prospective
employees.
Reduction in the Cost of Training
When, through selection, proper candidates are selected, the cost of training is reduced. This is because the
selected qualified personnel have better grasping power, and they can understand the techniques of work
better and more quickly.
Solution to Personnel Problems
Personnel problems are reduced in the organization when proper selection of personnel is made.
Labor relations improve and workers become more satisfied with their work.
Many problems like labor turnover, absenteeism and monotony are not experienced in the organization.
In summary, Selection helps in appointing competent employees who perform better at work leading to
reduction of rate of industrial accidents and building up the contented workforce for the organization.
 Topic 4 Compensation
Compensations Compensation and benefits are two important aspects of human resources. Compensation includes wages
and benefits and salaries, while benefits include things like health. Compensation and Benefits in HRM refer to the salary,
monetary, and as well as non-monetary privileges provided to the employees at the workplace by the
Objectives of
organization.
Compensation
Acquire qualified personnel. - Retain current employees - Comply with legal regulations - To be adequate
and Benefits
Consistency in compensations - Motivating personnel - Ensure equity - Control costs - Facilitates
understanding.

The key Fixed pay: is the minimum amount of money an employer pays to their employee, excluding any bonuses or
components of overtime. An employee is paid a fixed pay monthly rather than on an hourly basis.
compensation Variable pay: is a payout from an employer that is based on the individual performance of an employee, as
and benefits well as the overall performance of the company.
Equity pays: Sometimes companies include stocks and options as part of employee compensation. These
are non-cash in nature and represent an ownership of the company. This allows employees to gain a share
of the overall profits of the company,
Health benefits In the US, healthcare is a common and well-received benefit to employees. Given the often-
high costs of benefits and healthcare plans, offering your employees healthcare coverage is a major benefit.
Insurance As discussed in the previous point. Medical insurance is part of the package these days. Many
companies also offer insurance for parents and siblings as well or at subsidized rates. Other insurance can
even be included.
Accommodation Many companies even offer accommodation to employees. This can be either be in the
form of a company provided place or the employee can claim the rent and the lease amount as per the
company rules and policies. Many companies even provide car or taxi facilities to employees to reach office.

Importance of Attracting top talent: People are continuously attempting to put themselves in the best financial position
compensation possible. Examine the pay and benefits packages provided by your competitors. To attract excellent
and benefits candidates, make sure you offer a comparable compensation package to potential employees.
Employee Motivation: Employees who are adequately compensated reflect that you value them as
employees and persons. When employees feel valued, they are more likely to come to work. Furthermore,
higher corporate morale motivates workers to go to work and do a good job.
Increase productivity: Employees that feel valued are more driven and loyal, resulting in higher
productivity. Employees are more motivated to do a good job.
Job Satisfaction: When the right payment system is in place, job satisfaction rises. Employees may brag
about their holiday bonuses or keep a close check on the company stock because they have stock options.
The right compensation program engages employees in their work.
Types of Direct compensation: is paid directly to the employee and has monetary value.
Compensation: It includes Base pay (salary and wages) - Variable pay - Commission payment - Bonus payment - House rent
allowances. - Overtime payment
Indirect compensation: monetary in nature, meaning it has a financial value that can be calculated — but is
not a direct payment in the form of cash.
non-financial compensation: Non-monetary compensation includes time off, flexible work hours, coaching
and training opportunities, recognition and awards, some fringe benefits, and other perks such as learning
and development opportunities, company cars, meals, phones or laptops, parental leave, and childcare.
Factors Productivity of workers - Ability to pay - Government Policies
affecting Industry Standards - Labour Unions -
compensation Cost of Living
management: Demand and Supply of Labour.

How to There are various ways to do that:

calculate Salary surveys
compensation Regression analysis: HR professionals often use an algorithmic approach to fixing a salary based on different
and benefits variables. These variables can include factors such as the current salary of an employee, their highest
educational qualification, tenure at company, and job performance ratings.
 Topic 5 Training
Training Training is an essential activity that is undertaken by the organization to enhance the skills of the employees by
helping them in acquiring new knowledge and skills which are required to perform their present jobs more
efficiently.
Training On-The-Job Training Methods
Methods In this method, the employees learn how to do the job by actually doing it. The basic idea behind this method
of training is to transfer the skills and knowledge from experienced employees to new employees when they
are working in order to sustain the productivity of both the employees.
The various types of on-the-job training methods are as under:
Apprenticeship Training
It is adopted by many organizations wherein the new employee is appointed under a supervisor who is a highly
skilled person. The super-visor acts as an instructor and imparts knowledge to the trainee. Such training
programs can last for a few years or several years depending upon the nature and complexity of the job.
Job Rotation
Which helps them to undertake different jobs in a comfortable manner. It also enables Off-The-Job Training
Methods organisations to effect transfers in the organization and achieve desired productivity which helps in
attaining organizational goals. This type of training is generally practiced for entry-level jobs to impart skills to
the new employees and helps them to perform their various jobs.
Internship
The trainee is appointed in a temporary job and the organization has no obligation to hire them. Further, the
trainee is also under no obligation to accept a job offer.
An internship is beneficial to both parties as to the interns or the trainees get hands-on practical knowledge.
The organization also gets a trained employee if the intern accepts a job offer. One of the best features of this
method is that the organization gets to test the employee before the job offer can be given to them.
Job Instruction Training
Under this method, a step-by-step process is followed. For this a brief write up for each step is prepared and
then they are compiled sequentially. Each step would have a self-explanatory note which would have
instructions as to how a said job has to be done and it would highlight the importance of each step. This
method will help the trainee to learn a job with minimum guidance of the trainee.
Off-The-Job Training Methods
Under their methods, the training is imparted at a place away from their usual workplace. It could be a
classroom or a training centre. The main aim is to minimize the distractions to the trainees. These methods are
ideal to teach theoretical aspects of the jobs.
The following types of training methods are included in off-the-job training methods:
Lecture Method
It is a traditional method of delivering verbal information in a classroom environment. This method is used
when a large amount of information is to be provided in a limited span of time. This method is very useful in
cases where the trainer has the ability to make the whole process of learning exciting and has the competence
to capture the imagination of the class.
Case Study Method
In this method, trainees are provided with necessary information about a situation, and they have to come up
with a decision based on their understanding of a given case. Each such situation given would have a specific
set of real or imaginary incidents.
Role-Playing
Role-playing refers to acting out a particular role. It is a form of learning by doing. In this method, a trainee
assumes the role of a particular personality in a given situation and responds in a manner which is expected in
a real-life situation. It might be possible that the role assigned to the trainer is that of a superior or that of a
subordinate.
Laboratory Training
This method is very useful for increasing understanding among the members. It also helps in resolving the
conflicts among the trainees as due to interactions among themselves, the employees are able to understand
each other in a better manner. But it may be possible that whatever has been achieved in the training phase
might not continue in the actual workplace.
Simulation Method
It is used when on-the-job training methods cannot be adopted for providing training. It might be possible that
the situations for which training has to be provided are impossible to create or are risky to be undertaken.
Types of Orientation Training
Training Induction training or orientation training is generally undertaken when a new employee joins the organization.
in HRM It is a way in which the new employee is introduced to his job and his co-workers. During the in- duction
training, the employee is informed about the rules, working conditions, privileges, and activities of the
company.
Job Training
Job training is undertaken to increase the knowledge of the workers about the job with which they are
connected for improving their efficiency and skills. Through it, the workers are able to learn the correct
methods of handling machines and equipment avoiding accidents, minimizing waste etc.
Promotional Training
Many concerns follow a policy of filling some of the vacancies at higher levels by promoting existing
employees. This policy increases the morale of workers. When the existing employees are promoted to
superior positions in the organization, they are required to shoulder new responsibilities. For this, training
appropriate training is given to them.
Refresher Training
With the passage of time, employees may forget some of the methods, which were taught to them, or they
may have become outdated because of technological development and improved techniques
of management and production. Hence, refresher training is arranged for existing employees in order to
provide them with an opportunity to revive and improve their knowledge.
Apprenticeship Training
The apprenticeship training system is widely in vogue today in many industries. It is a good source of providing
the required personnel for the industry. Under this method, both knowledge and skills in doing a job or a series
of related jobs are involved.
T- Group Training
A T-Group or training group is an experience-based learning technique wherein the participants work in a small
group of 8-14 people over an extended period of time. The learning from this training comes from an analysis
of the interactions that the participants have with each other as well as their own experiences, feelings,
reactions, perceptions, and behaviours.
Fishbowl Technique
When large to medium discussions have to be undertaken, the Fishbowl technique of discussion can be used.
The participants are separated into an inner and outer circle. The ones in the inner circle would be undertaking
the discussion while the ones in the outer circle listen to the discussion and take notes.
Due to this multiple viewpoints can be collected from the inner circle and the insights from the outer group can
provide an effective contribution to the discussion which makes this method effective when large numbers of
participants are involved.
Online Training
Online training is also known as Computer Based Training (CBT), distance learning, e-learning or online training.
It takes place completely on the internet and involves multimedia elements such as graphics, audio, video, and
web links which are accessed through the internet browser. Employers in present times are increasingly opting
to train their employees using the online method as the training provided can be in an interactive manner.
Internship Training
Internship training is usually meant for such vocations where advanced theoretical knowledge is to be backed
up by practical experience on the job. Under this method, the professional institutes enter into arrangements
with a big business enterprise for providing practical knowledge to its students.
For Example, Engineering, students are sent to industrial enterprises and medical students are sent to hospitals
for practical knowledge.
Purpose of Increase company productivity:
training You might want to consider upskilling your employees. Training them to use advanced tools and technology
and might improve their efficiency. Moreover, being more confident in their abilities will make them more
development motivated to work. Also, they’ll be able to face challenges and adapt to changes quickly. Aside from that, you’ll
also be promoting a culture of learning in your workplace. The act of learning together can help your
employees bond with each other better.
Reduced micromanagement:
If workers feel empowered to perform a task, they typically require less oversight and work more
independently.
Train future leaders:
Organizations must have a solid pipeline of well-trained and innovative potential leaders to grow and adapt
over time.
Improve product or service quality:
Training and development programs are an opportunity for experts within your organization to share their
techniques. Within a short span of time, employees will get to learn tips and best practices for their work, this
will allow them to create better products or provide more satisfying services.
Increased job satisfaction and decreased employee turnover:
Training and development have a positive impact on employee turnover. Workers will surely appreciate your
company’s investment in their development. This will strengthen their sense of job satisfaction, and
commitment.
Training and development programs might also lead them to have a better relationship with the organization.
As a result, it’ll decrease their intentions to leave and increase your company’s workforce retention. It’s a win-
win situation for everyone.
Attract highly skilled employees:
Top recruits are attracted to firms with an identifiable career path based on consistent training and
development.
Added innovation:
Consistently trained employees can help develop new strategies and products, contributing to the company’s
bottom line and continued success.
Enhanced company image:
Facilitating a strong training strategy can make an employer brand hugely influential, and it will drive more
skills into the organization. New graduates and recruits will see the company as a reputable one and make it a
prime consideration.
Stages of Assess:
the Training Assessing training needs and the resources available to meet those needs forms the first step in developing
Process and delivering effective training. Strategies and methods in this section address factors related to learners
and their organizations, trainers and facilitators, and the environment that may impact training efforts.
Motivate:
Motivation to participate in training is key to the success of training efforts. Motivation is not limited to the
learners who attend training. Trainers must also be motivated to deliver high-quality training, and learners’
supervisors must be motivated to support the learners in their training activities. Strategies and methods in
this section address motivating these three groups to engage in training.
Design:
Well-designed training is planned, appropriate to the target audience, and able to be delivered within the
resources available. Strategies and methods in this section address planning for training, developing the
materials used in providing training, and crafting a strategy for evaluating training.
Deliver:
The preparation for training described in the sections on assessment, motivation, and design culminates in the
delivery of training. Strategies and methods in this section address interacting with learners effectively to
increase the likelihood that the knowledge and skills gained through training will be retained and applied.
Evaluate
Evaluation considers the success of training and is necessary for identifying elements of training processes and
training programs that were beneficial and areas for improvement. The most effective evaluation is not
initiated following the end of a training session, but rather occurs throughout the training process.
Strategies and methods in this section address planning for evaluation, conducting evaluation, and reporting
the results of evaluation.
Factors Technology
influencing The changing trends in technology will hugely impact the ways of corporate training in the future. Digital
training in Learning Makes Information Accessible, before the dawn of the internet, companies were struggling to make
an information and high-quality training programs accessible to all their employees. Business leaders can easily
organization make information accessible to their employees, which is especially important in the new normal when remote
work has become a standard operating procedure for many companies around the world. Similarly, you can use
the latest technologies and software to promote greater interaction and participation in your training
programs.
Organization resources
The quality of your training program will depend largely on the resources available. If your company is working
on a tight budget, you may have to design a simple course with a straightforward learning routine. The
availability of resources will determine the future of training programs. Although, if budget is not a problem,
you can design an extensive training program. Depending on the work profile, you may have to hire some
professionals to train the new joiners. Some large corporations send their employees to niche university
programs to develop their understanding of the work. However, you can reach out to experienced college
professors and schedule a few classes every week in case of limited resources.
Employees & their Learning style
When it comes to learning styles in the workplace, it’s not one size fits all. It already in the way your employees
interact with your training program: different people learn differently. Some will lose interest during long
lectures, while others will shine with their interesting remarks and questions. Some will always score poorly at
written tests but do great in practical simulations & vice versa. The common thing between all these different
types of learners? They all want to learn — and they deserve to learn in such a way that leverages their
strengths and helps them make progress.
The training staff.
An employee may need training in different disciplines to be able to perform his task better. Hence, you may
need a dedicated force of training staff, and each of them must be an expert in their fields and the training staff
must be enthusiastic and passionate about their work. They should form a nexus with your employees and
create a close bond with them. Therefore, be diligent when hiring experts to impart training to young joiners.
Workforce Resistance
When introducing a new tool or software to your organization, it can pan out in two ways.
Scenario #1 – where employees welcome the change and start adapting to the software.
Scenario #2 – where employees feel burdened by it and resist change.
Scenario #2, of course, needs to be tackled effectively and quickly in order to reap the benefits of the newly
invested software. Else, no amount of training is going to remedy the situation. For a change to happen, you
must have a proper change management plan that can make them understand why the change is needed and
what value it brings.
 Topic 7: Human Resources Information system
Assignment
What is the HRIS stands for Human Resources Information System. The HRIS is a system that is used to collect and store
HRIS? data on an organization’s employees.
In most cases, an HRIS encompasses the basic functionalities needed for end-to-end Human Resources
Management (HRM). It is a system for recruitment, performance management, learning & development, and
more.
An HRIS is also known as HRIS software. This is a bit confusing as it implies that different systems can have
different software running on them. However, this is not the case. The HRIS is, in essence, an HR software
package.
The HRIS can either run on the company’s own technical infrastructure, or, more common nowadays, be
cloud-based. This means that the HR software is running outside of the company’s premises, making it much
easier to update.
Other commonly used names are HRIS system and HRMS, or Human Resources Management system. These
are all different words for the same thing. Collectively, these systems are also called Human Capital
Management systems, or HCM. In this article, we will use the terms HRIS and HRIS systems interchangeably.

Benefits of the Record-keeping.: An HRIS is a record-keeping system that keeps track of changes to anything related to
HRIS employees. The HRIS can be seen as the single source of truth when it comes to personnel data.
Compliance: Some data is collected and stored for compliance reasons. This includes material for the
identification of employees in case of theft, fraud, or other misbehaviors, first contact information in case of
accidents, citizens identification information for the tax office, and expiration dates for mandatory
certification. All this information can be stored in the HRIS. It is essential that data is stored safely and
securely, in line with GDPR regulations.
Efficiency: Having all this information stored in one place not only benefits accuracy but also saves time.
Some companies keep a lot of data about employees as physical paperwork. Finding the right folder, and
locating the right sheet, can take up a lot of staff time.
HR strategy: The HRIS permits the tracking of data required to advance the HR and business strategy.
Depending on the priorities of the organization, different data will be essential to track. This is where the
HRIS shines.
Self-Service HR: A final benefit is the ability to offer self-service HR to employees and managers. This enables
employees to manage their own affairs. When done right, the HRIS can offer a good employee experience.
Keep in mind that not all HRIS systems offer this in a user-friendly manner!

Disadvantage of Security Breach: As with any computer technology and database, there is the risk that hackers will access
HRIS information and use it for nefarious purposes. Employees provide employers with financial, tax and personal
information such as emergency contacts. A security breach could be catastrophic. HRIS Cost As with any new
technology, there is a cost to license and implement a new system.
Cost range: It depends on the capabilities of the HRIS system, but they may be as high as $300 per employee
for large companies with many benefits and capabilities. Smaller companies should expect to pay anywhere
from $40 to $100, and that doesn't include payroll processor costs.
Overestimating statistics: When you have the recruitment process automated, it definitely makes things
easier. But your managers still need to look for a personal approach when it comes to candidates and
workers. Though some numbers can show you the real performance, there are metrics that you can observe
only through direct communication, e.g., proactivity, toxicity, positive mindset, etc.
HRIS functions Applicant Tracking System (ATS):This software handles all the company’s recruiting needs. It tracks
candidate information and resumes, enables recruiters to match job openings to suitable candidates from
the company’s application pool, and helps in guiding the hiring process.
Payroll: Payroll automates the pay process of employees. Contractual data and information on new hires is
often entered into this system – sometimes combined with time & attendance data – and at the end of the
month, payments orders are created.
Benefits administration: Another functionality of the HRIS is benefits management. Employee benefits are
an important aspect of compensation and are also managed in this system. More advanced systems offer an
employee self-service model for employee benefits. In this case, employees can select the benefits they are
looking for themselves. One may want more paternity leave, the other one a more expensive company car.
This self-service approach to benefits is also called a cafeteria model.
Time & Attendance: This module gathers time and attendance data from employees. These are especially
relevant for shift workers where employees’ clock in and out. Back in the day, employees often wrote down
their working hours on a piece of paper. Then, the manager would manually enter the data into a time
tracking system. Based on this data, payment orders were generated and paid to all employees. Nowadays,
workers often check work by fingerprint or a card that is synced with an HRIS. This gives an exact time for
arrival and departure. Any issues with lateness are easily detected.
Training: Learning and development is a key element when it comes to employee management. This module
allows HR to track qualification, certification, and skills of the employees, as well as an outline of available
courses for company employees. This module is often referred to as an LMS, or Learning Management
System, when it’s stand-alone. An LMS usually includes available e-learning and other courses to be followed
by employees.
Performance management: Performance management is a key part of managing people. Performance
ratings are generated once or multiple times a year by the direct manager or peers of the employee.
Succession planning: Creating a talent pipeline and having replacements available for key roles in the
organization is another key component of an HRIS.
Employee self-service: Employee self-service has already been mentioned. Organizations are focusing
increasingly on having employees and their direct supervisors manage their own data. Requests like holidays
can be asked for by the employee him/herself. After approval, these are then immediately saved into the
system (and registered to track for payroll and benefits purposes).
Reporting & Analytics: A much rarer module in HRIS systems is reporting and analytics. Modern systems
enable the creation of automated HR reports on various topics like employee turnover, absence,
performance, and more. Analytics involves the analysis of these insights for better-informed decision
making. We’ll explain more about this in the section below.
HRIS suppliers Cornerstone: Cornerstone On Demand, as one of the largest providers for Small and Medium businesses,
offers different suites including recruiting, learning, performance management, and an e-learning LMS.
Workday: Workday is arguably one of the best-known HRIS out there. Founded in 2005, it has rapidly grown
to a global HRIS giant with over 10,000 employees. Workday specifically tailors to mid- and large-sized
businesses.
SAP: SAP is better known as an ERP, or Enterprise Resource System. These are systems that keep track of a
company’s resources, which include among other things financial assets, orders, and people. In 2011, SAP
acquired Success Factors, making SAP Success Factors one of the major players in the HCM market, especially
for large companies.
Oracle: Oracle HCM Cloud was released in 2011. It includes modules on talent management, workforce
rewards, workforce management, and work-life solutions.
Ultimate Software: Ultimate Software was ranked by Forbes as the 7th Most Innovative Growth Company.
The company provides one system of records for HR, payroll, and talent management. Systems include time
and attendance, onboarding, performance management, compensation, succession management, and more.
HRIS specialist & HRIS analyst: there are two job roles that involve the HRIS. The first one is the Human
Resource Information Specialist. The HRIS specialist is responsible for implementing and maintaining the
HRIS for the organization. This also involves on-the-job training for HR professionals in the use of the system.
This function is usually in the IT arm of the HR department.
The HRIS analyst provides support for the HRIS. This includes researching and resolving HRIS problems and
being a liaison with other parts of the business, like finance/payroll.
HRIS Search.
implementation Start your implementation by finding out what your different stakeholders need from an HRIS. Based on
in 6 steps these requirements, you can create a list of potential providers. You can then invite these providers to make
proposals. Ideally, at the end of this phase, you’ve chosen a suitable HRIS provider.
Plan and align.
In this phase, you choose an implementation partner, create a steering committee and an implementation
team. The steering committee usually consists of senior delegates from your chosen HRIS provider, the HR
director from your organization, the internal project manager, and preferably a senior user from your
business (optional). The implementation team’s main responsibility is working on the day-to-day tasks that
come out of the implementation.
Define and design.
At this point, you need to specify your user groups and map out your processes and workflows. Define the
functional and technical requirements for your HRIS infrastructure, system, and security. Also, note that you
might need to build integration between your HRIS with other existing systems during this phase.
Configure and test.
In this phase, you need to create a core test team to test your new HRIS and provide feedback for potential
improvements. After this, you should also create a user acceptance test, where you can bring in a number of
users to provide final feedback.
Train and communicate.
Before the Go-live moment, you will need to prepare a training program for your technical staff, a
communication plan, a Frequently Asked Questions page, as well as other support documents.
Deploy and sustain.
Once all your support processes are in place, you can officially launch your HRIS. Remember to constantly
collect feedback and to update your training material in line with the evolving systems. Constant, accurate
communication is key here.
By following these six steps, you can select and implement the best HRIS for your company. Again, if you
want to go into more detail, check out the Digital HR Certification program. This program has courses on
Design Thinking in HR and on building and implementing a Digital HR Strategy. These elements are essential
when it comes to defining user requirements and implementing a software solution.
 Human resources Metrics
What is a A human resources metrics is beneficial for organizations with employees reporting through more than one
human channel or to more than one leader. It’s called a matrix because it is laid out in a grid or matrix pattern.
resources For example, an ad agency that employs writers, designers, and developers likely has team members working
Metrics ? on a handful of different projects at the same time. In this instance, an organizational matrix shows at first
glance who has ownership over what projects and which stakeholders are involved.
Notice how team members are organized under their functional leaders but may be assigned additional work
by the manager of a specific project. Under the fluid and flexible style of a matrix, resources are allocated
where needed and changes can be made when priorities shift.
14 HR Metrics Time to hire.
The average length of time that it takes for you to hire a new employee, from the time of the job posting to
their acceptance of an employment offer. You can calculate this by adding up the time for each individual hire
and dividing it by the number of new hires in a given period.
Cost per hire.
How much does it cost for you to hire a new employee? This includes things like the recruiter's time, the
possible cost of listing a job on a third-party site, time spent interviewing, etc.
Employee turnover.
Every business wants to have low employee turnover rates. If you are frequently losing employees and having
to hire new ones, there might be an issue with your hiring or staffing process. Pay close attention to this
number.
Revenue per employee.
It is very easy to determine your revenue per employee. Just divide that company's total revenue for the year
by the number of employees that you have. You can also use this metric for individual departments.
Billable hours per employee.
This metric may not be applicable to every business, but it is usually relevant for businesses that offer a
professional service like marketing agencies or legal firms. Not every employee will log hours that are directly
billable to a client, so employees should track their time to allow you to gauge this on an individual basis.
Essentially, the more billable hours per employee you have, the more revenue the company is making.
Absenteeism.
Absenteeism is the amount of time that your employees are absent from work for any reason (vacation, sick
days, other). Metrics for absenteeism are given as a percentage of the total amount of available working
days.
Cost of hr per employee.
Hiring, training, and managing your workforce costs money. If you look at your hr expenditures for the
previous month or year and then factor in the number of employees on your payroll, you can determine how
much each employee costs on average for hr. This will allow you to adjust and lower costs.
Employee engagement.
Employee engagement is one of the most difficult metrics to obtain because it cannot be found using your
financial records. You can issue company-wide surveys to your employees and ask questions rated one to five
about their experience working in the company. The results can be averaged to rate your level of employee
engagement.
Cost of training per employee.
In most situations, the success of a new employee has to do with the quality of their training. Still, that
training has a cost. You need to pay people to spend time training new employees, you may need to supply
them with equipment and materials, and they may need some time before they are ready to work without
assistance. Look at your training expenditures and the number of employees you've trained to find out how
much each new trainee is costing you.
Diversity/Eeco numbers.
The diversity of your workforce is more than an arbitrary number - it could be the key to your success.
Diversity includes race, ethnicity, job type and salary. If your business is required to file an eeo-1 report with
the equal employment opportunities commission, then you should already have access to these metrics.
CHALLENGES Lack of data management/governance
OF HR Challenges that can occur as a result of the lack of data management or governance include inaccurate data
METRICS and a lack of data ownership. To counteract those challenges, it’s important to define and prioritize metrics
that you want to implement and then identify data elements in your system that will be needed to
implement those metrics. Creating a data dictionary can also be helpful because it will define the meaning,
intended use, and format for each field, which will provide a common understanding among the people that
are providing and consuming metrics. It’s also important to educate the hr population about the metrics—
when they’d be available, how to find them, what to use them for, etc.
Implementing too many metrics
Challenges that might occur as a result of implementing too many metrics include data consumption
challenges and poor perception of hr’s understanding of the business. To counteract these challenges, you’ll
need to start with an analysis of your current reports and metrics to understand what each one is tracking
and being sent to. From there, you can narrow down the audience that is receiving the metrics and decide
what should be automated and what should be self-service. It’s important to rationalize and decide which
reports and metrics are actually needed to support business functions and which are being done simply
because the data is easily accessible.
Lack of a clear or consistent definition
Challenges that can occur as a result of the lack of a clear or consistent definition include manual data
manipulation and lack of trust in data. To counteract these challenges, start with an analysis of current
reports. Gather information from your stakeholders about what data is being run, what manipulation is
taking place and why, and what challenges are coming up. From there, it’s important to establish a consistent
data definition and address any data gaps. Once you’ve established a clear, consistent definition, it’s easier to
move forward with designing dashboards, automating metrics, and creating filters.
Targets with no context
Challenges that might occur as a result of targets that have no context to current performance or process
capability include unclear expectations and recruiter burnout. To counteract these challenges, you’ll want to
start by documenting your current processes and establishing a performance baseline. From there, you’ll
want to evaluate your existing metrics and compare your baseline to your target. If necessary, you can realign
your performance measures and establish a realistic target from there. You’ll need to discuss an action plan
for how to achieve your target.