Chapter - 2

Meeting Human Resource

Requirements
1
Outlines
Human resourcing and HR planning concepts and
importance
HRIS and Human Resource inventory: importance and uses
Succession planning: job analysis, job specification, job
description
Attracting a high performing workforce-recruitment and
selection
Internal and external recruitment
Testing and selecting employees-selection tests and tools
Classification and differential placement

2
Planning
Plans are works, tasks, activities and methods for
achieving a desired goal or result.
Planning is the process of establishing objectives
and courses of action prior to taking action.
Planning provides a sense of purpose and
direction. It is a comprehensive framework for
making decisions in advance.
It may short or long time period of time.
3
Planning
Planning facilitates the organizing, leading, and
controlling functions of management.
It makes your decisions ahead of time.
It helps to anticipate the consequences of various
courses of action.
It provides direction and a sense of purpose.
It provides a unifying framework for measure
decisions.
It also helps identify potential opportunities and
threats, and facilitates control.
4
Human Resource Planning
HRP is the process of determining an
organization's need of human resource.
Robbins

HRP is the process of deciding what position
the firm will have to fill and how to fill them.
- Gray Dessler

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Human Resource Planning
HRP is the process of systematically reviewing
human resource requirements to ensure that
the required number of employees, with the
required skills, is available when they are
needed.
Human resource planning has two
components: requirements and availability.
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Human Resource Planning
Forecasting human resource requirements
involves determining the number and type of
employees needed by skill level and location.

In order to forecast availability, the human
resource manager looks to both internal
sources (presently employed employees) and
external sources (the labor market).
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Characteristic of HRP
Goal focused
Future oriented
Process oriented
System oriented
Time Bound
Support to business plan
Support to HRM function
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Steps in HRP Process
Determine the impact of organizational objectives on
specific organizational goal
Define the skills required to meet objectives
Determine additional human resource requirements
in light of current HR
Develop action plan to meet the anticipated HR
needs

9
Objectives of HR Planning
To achieve organizational goal
To determine manpower requirement
To identify the demand and need manpower
To improve the productivity of manpower
To anticipate problems arising from lean and
fat structure of organization
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Importance Of HR Planning
Organizational objective focus
Future prediction
Career development and staff training
Employment and employee welfare
Control and utilization of HR
Managing personal records
Staff and labor relation
Personnel research and review
Changing skill levels in the Workforce
Legal developments
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Human Resources Information
System (HRIS)
Human Resources Information System (HRIS)
refers to the systems and processes at the
intersection between human resource
management and information technology.

Human Resources Information System is a
database for systematically capture the HR
information.
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Concept of HRIS
HRIS system is used to collect, record, and
store, analyze, and retrieve data concerning
an organization's human resources.

The data are used to predict trends, identify
problem areas and, or aid in the longer-term
staffing process in organization.

13
Development of HRIS
In the early, development of HRM information
systems were mainly used for administrative
and operational purposes, eg. collect leave
requests, workers compensation and accident data, and
salary variation and superannuation entitlements.

During the 1970s and 1980s, several factors
radically changed attitudes towards HRIS.

14
Development of HRIS
The increasing complexity of payroll and
Personal Information System (PIS) systems,
HRIS has been started to develop in different
form.

In large organizations, centralized payroll
processing sections began to be separated as
a human resource functions.
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General Content of HRIS
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Nature and Importance of HRIS
Modern HRISs are comprehensive, accurate and
accessible systems for recording employee and work
data relevant to HRM and organizational planning.

HRIS system used to acquire, store, manipulate,
analyze, retrieve and distribute pertinent information
regarding an organizations human resources.

It purposes to facilitate support, tactical and
operational decision making, to avoid litigation, to
evaluate programs, policies, or practice and daily
operations.
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Specific Importance of HRIS
Improved planning system
Facilitate to R&D using decision support software
Improved faster response
Accuracy of information,
Enhanced Communication at all levels.
Up dated reporting system
Support to HR planning
HR events (recruitment. training and development, performance
appraisals, and terminations)
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Uses of HRIS
Comprehensive and integrated information systems can be
used widely -in administrative, operational and strategic
fields.

On the operational level HRIS data can be used to identify
potential internal strength for job vacancies, saying
external recruitment costs and assuring employees of
career opportunities.

Strategically, such information may be used for
effectiveness of current recruitment or promotional
systems.

It is used for cost benefit analysis of organization activities.

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Succession Planning
Succession planning is the process of
forecasting future demand of managerial
human resource.

Succession planning is a process for
identifying and developing internal
people with the potential to fill key business
leadership positions in the organization.
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Succession Planning
Succession planning increases the availability
of experienced and capable employees that
are prepared to assume these roles as they
become available.

Succession planning "replacement
planning" concerns itself with building a series
of feeder groups up and down the entire
leadership pipeline or progression.
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Succession Planning
It focuses on .
Making a inventory of individual manager
Need of managerial staff in future
Potential manager within the organization
Development plan for potential successor
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Importance of Succession Planning
Enhance the career path
Easy to fulfill the managerial post
Support to organization system
Organizational development
Experience manager
Cost saving in organization
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Components Succession Planning

Job Analysis
Job Specification
Job Description
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Job Analysis
Job analysis is the important process of
identifying the content of a job in terms of
activities involved and attributes needed to
perform the work and identifies major job
requirements.

Job analyses provide information to
organizations which helps to determine which
employees are best fit for specific jobs.
Related Term of Job Analysis
Job : A kind of post.
Task: Function of job holder.
Position: Power or authority of job holder.
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Purpose of Job Analysis
The general purpose of job analysis is to
prepare the requirement of a job and the
work performed.

The main purposes of job analysis is to
prepare
job descriptions
job specifications
Approaches of Job Analysis
There are two different approaches to job
analysis

Task oriented
Worker oriented
Job Analysis Methods
Observation method
Individual interview method
Group interview method
Structured questionnaire method
Technical conference method
Diary method
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Both job description and job specification are
essential parts of job analysis information.

Writing them clearly and accurately helps
organization and workers cope with many
challenges while onboard.

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Job Description

Job description includes basic job-related data that is
useful to advertise a specific job and attract a pool of
talent.

It includes; job title, job location, reporting to others,
job summary, nature and objectives of a job, tasks
and duties, working conditions, machines, tools &
equipments and hazards involved in it.
Purpose of Job Description
The main purpose of job description is to collect job-
related data in order to advertise for a particular job.

It helps in attracting, targeting, recruiting and
selecting the right candidate for the right job.

It clarifies what employees are supposed to select for
the particular job.

It gives recruiting staff a clear view what kind of
candidate is required by a particular department or
division to perform a specific task or job.

It also clarifies who will report to whom.

Job Specification

A job specification is a written statement in which;

Educational qualifications,
Specific qualities,
Level of experience,
Physical, emotional, technical and communication skills
Required to perform a job
Responsibilities involved in a job and
General health, mental health, intelligence, aptitude,
memory, judgment, leadership skills, emotional ability,
flexibility, values and ethics, manners and creativity,
etc.
Purpose of Job Specification

It helps candidates analyze whether are eligible to apply for a
particular job vacancy or not.

It helps recruiting team of an organization understand what
level of qualifications, qualities and set of characteristics
should be present in a candidate to make him or her eligible
for the job opening.

Job Specification gives detailed information about any job
including job responsibilities, desired technical and physical
skills, conversational ability and much more.

It helps in selecting the most appropriate candidate for a
particular job.

Recruitment
Recruitment is a process of searching,
stimulating and procure human resource in an
organization.
It is the chain of all events from recruitment to
placement.
Recruitment is the discovery of potential
applicants for actual or anticipated
organizational vacancies. Stephen P. Robbins
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Constraint of Recruiting
Organizational image
Job attractiveness
International organizational policy
Government influence
Recruiting cost
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Challenges of high performing
workforce-recruitment and selection

Attracting the right people at all levels
Retaining (and motivating) them
Focusing on top performers needs
Engaging employees
38
Recruiting Sources
Internal sources: Within the organization
External sources: Outside the organization
39
Internal Sources
The existing manpower of an organization
simply refers to the internal sources. Working
people in an organization can be;
Promoted
Transferred
Upgraded
Job rotation
40
Benefit of Internal Recruiting
Motivation to personnel
Organizational development
Career development
Cost effective
Experienced staffs
Committed and loyal staffs
Easy to adapt in organization


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Disadvantage of Internal Source
Limited choices
New creation
Favoritism
Limited competition
Seniority focused


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External Recruitment
Organization involve recruiting from outside
the organization.

Potential candidates are searched through
external source.
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Source of External Recruitment

Exchange of employee
Private organization
Export group
Educational institution
Others

44

Benefit of External Source
Competent personnel
Increased organizational status
Organizational change
Mixed human resources
Fair deal


45
Disadvantage of External Source
Dissatisfaction of existing employee
High cost
Adaption problem of organizational culture
Risk for selecting human resource

46
Selection
Selection is a process of choosing the most
suitable people for a particular position
among the potential applicants.

Selection process is a series of steps used to
decide which recruits should be haired. Davis

Selection activities predict which job applicant
will be successful if hired. - Robbins


47
Selection Process
Develop application form
Preliminary interview
Selection test
Selection interview
Previous history
Physical examination
Selection decision
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Types of Selection Tests
Ability test
Personality test
Situation test
Honesty test
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Selection Tools
Written
Writing
Practical
Observation
Interview
50
Classification Job
Working condition
Work load
Allowance and benefit
Specific challenges
Safety and securities

51
Placement of Job
Rotation
Transfer
Promotion
Demotion
Exchange
Mutual exchage

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Home Assignment - 2
Define human resource planning? How can
human resource information system help in
developing human resource planning?

What is job analysis? Discuss the components
of job description and job specification with
suitable example.
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