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HUMAN RESOURCEMANAGEMENT
HUMAN RESOURCEPLANNING
CHAPTER NO. 2
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AFTER STUDYING THIS CHAPTER YOU SHOULD BE ABLE TO:
Understand Human Resource Planning (HRP) and purpose of HRP.
Identify the relationship between strategy and HRP.
Identify the steps of HR planning process.
Describe the approaches to understand the jobs.
Discuss the phases of job analysis, including what it is and how it’s used.
Design model for forecasting HR requirements and employee requisition form.
Develop job descriptions , including summaries and job functions, using the Internet and traditional methods by using Job analysis questionnaire.
Develop job specifications using the Internet as well as your judgment.
Explain job analysis in a “jobless” world, including what it means and how it’s done in practice.
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HUMAN RESOURCE PLANNING
The process of analyzing and identifying the need
for and availability of Human Resources so that the
Organization can meet its objectives.
The Process of determining an Organization’s human
resources needs.
Or
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PURPOSE OF HR PLANNING
To maximize the use of Human Resources and ensure their ongoing development.
To secure the Production Capacity required to support Organizational
objectives.2
To synchronize human resources activities with the organizational objectives.
3
To increase the organization’s productivity.4
1
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HR PLANNING PROCESS
HR Strategies & Plans
Organizational Objectives & Strategies
Scanning the External
Environment
Analyze Internal
inventory of HR Capabilities
Forecasting
Organizational Need for People
Survey of People
Available
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a. LINKING ORGANIZATIONAL STRATEGYTO THE EMPLOYMENT PLANNING
Determining
what business in the
organization will be in.
Mission
Setting goals and Objectives
Objective and Goal
Determining how goals and
objectives will be
attained Strategy
Determining what jobs need to
be done and by whom
Structure
Matching skills, knowledge, and
abilities to required jobs
People
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HUMAN RESOUCEPLANNING PROCESS
Process of studying the environment of the
organization to pinpoint opportunities and threats.
b. ENVIRONMENTAL SCANNING:
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HUMAN RESOUCEPLANNING PROCESS Cont . . .
c. Internal Assessment of the Organizational Workforce :
Analyzing the jobs that will need to be done and the skills of
people currently available to do them is the next part of HR
planning.
C. Internal Assessment of the
Organizational Workforce
i. Auditing Jobs and Skills
ii. Organizational Capabilities Inventory
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HUMAN RESOUCEPLANNING PROCESS Cont . . .
i. Auditing Jobs and Skills : Following questions are addressed during internal assessment
What jobs exist now?
How essential is each job?
How many individuals are performing each job?
What jobs will be needed in future?
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ii. Organizational Capabilities Inventory:
HUMAN RESOUCEPLANNING PROCESS Cont . . .
By Utilizing different databases in an HRIS ,it is possible to
identify the employees SKA’S. planners can use these
inventories to determine long term needs for staffing and HR
development. Human Resource Information Systems (HRIS):Database systems containing the records and qualifications of
each employee that can be accessed to facilitate employment
planning decisions.
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HUMAN RESOUCEPLANNING PROCESS Cont . . .
Uses of an HR Information System
(HRIS)
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HUMAN RESOURCEPLANNING PROCESS Cont . . .
d.
Forecasting :Forecasting is the use of Information from the Past and Present
to identify expected future conditions.
i. Forecasting Demand for
Human Resources
FORECASTING
ii. Forecasting Supply for
Human Resources
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HUMAN RESOURCEPLANNING PROCESS Cont . . .
i. Forecasting Demand for Human Resources:
1. Organization-wide estimate for total demand.
2. Unit breakdown for specific skill needs by number and type of
employee.
Develop decision rules (“fill rates”) for positions to be filled
internally and externally.
Develop additional decision rules for positions impacted by
the
chain effects of internal promotions and transfers.
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HUMAN RESOURCEPLANNING PROCESS Cont . . .
ii. Forecasting Supply for Human Resources:
1. Forecasting External HR
Supply
2. Forecasting Internal HR
Supply
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HUMAN RESOURCEPLANNING PROCESS Cont . . .
1. Forecasting External HR Supply
The Following factors affect the External HR Supply.
Individuals Demographics
Technological Developments and Shifts
Actions of Competing Employers
Government Regulations and Pressures
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HUMAN RESOURCEPLANNING PROCESS Cont . . .
1. Forecasting Internal HR Supply:
a. Through Promotions, Lateral Moves, and
Terminations.
b. Succession Analysis:
A method used to forecast the supply of people for certain
positions
Replacement Charts (Succession Plans)
Transition Matrix (Markov Matrix)
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HUMAN RESOURCEPLANNING PROCESS Cont . . .
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HUMAN RESOURCEPLANNING PROCESS Cont . . .
Job Title Exit Manager Supervisor Line
Worker
Manager 0.15 0.85 0.00 0.00
Supervisor 0.10 0.15 0.70 0.05
Line
Worker0.20 0.00 0.15 0.65
Transition Matrix (Markov Matrix)
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HUMAN RESOURCEPLANNING PROCESS Cont . . .
e. Managing Human Resource Surplus or Shortage:
i. WORKFORCE REALIGNMENT:“Downsizing”, “Rightsizing”, and “Reduction in Force” (RIF) all mean reducing the number of employees in an organization.
Weak Product demand, loss of Market
Share to
Competitors.
Technological Change, Mergers and
Acquisitions.
Economic
Structural
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HUMAN RESOURCEPLANNING PROCESS Cont . . .
f. HR Strategies and Plan:
i. The means used to anticipate and manage the supply of
and demand for human resources.
Provide overall direction for the way in which HR
activities will be developed and managed.
Overall Strategic
Plan
Human Resources Strategic
Plan
HR Activities
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f. Employee Requisition Form:
Marie Stopes Society
Wateen Telecom
Fauz
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EMPLOYEE REQUISITION
FORM
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EMPLOYEE REQUISITION
FORM
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EMPLOYEE REQUISITION
FORM
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HR MANAGEMENT AND JOBS
1. Job Analysis
4. JD & JS
2. Job Design
3. Work Analysis
Approaches to
Understand the Jobs
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1. Job Analysis:
A Systematic way of gathering and analyzing information
about the
Content, Context, and the Human Requirements of jobs.
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HR MANAGEMENT AND JOBS Cont . . .
The Phases of Job Analysis:
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Methods & Uses
of Job Analysis:
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HR MANAGEMENT AND JOBS Cont . . .
Components of Job Analysis Questionnaire:
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HR MANAGEMENT AND JOBS Cont . . .
2. Job Design:
Organizing tasks, duties, and responsibilities into a
productive unit of
work.
JOBDESIGN
Job Satisfactio
n
Job Performan
ce
Physical and
Mental Health
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HR MANAGEMENT AND JOBS Cont . . .
3. Workflow Analysis:
A study of the way work (inputs, activities, and outputs) moves
through
an organization.
PeopleMaterials
Equipment
INPUTS
Tasks and Jobs
ACTIVITIES
Goods and Services
OUTPUTS
EVALUATION
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HR MANAGEMENT AND JOBS Cont . . .
Identification of the tasks, duties, and
responsibilities of a job
Job Description
The knowledge, skills, and abilities (KSAs) an
individual needs to perform a job satisfactorily.
Job Specification
4. Job Descriptions and Job Specifications:
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HR MANAGEMENT AND JOBS Cont . . .
Job Description Components:
Identification
Job Title Reporting
Relationship Department Location Date of Analysis
General Summary
Describes the job’s distinguishing
responsibilities and components
Essential Functions and
Duties
TaskDutiesResponsibilities
Job Specifications
Knowledge, Skills, and Abilities
Education and Experience
Physical Requirements
Disclaimer Of Implied Contract
Signature of Approvals
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HR MANAGEMENT AND JOBS Cont . . .
Sample of job Description and Specification:
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HR MANAGEMENT AND JOBS Cont . . .
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HR MANAGEMENT AND JOBS Cont . . .
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HR MANAGEMENT AND JOBS Cont . . .
Job Analysis in a“Jobless” World
JOB:
Generally defined as “A set of closely related Activities
carried out for
Pay.”
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HR MANAGEMENT AND JOBS Cont . . .
From Specialized to Enlarged Jobs:
Assigning workers additional same level activities, thus increasing the number of activities they perform.
Redesigning jobs in a way that increases the opportunities for the worker to experience feelings of
responsibility, achievement, growth, and recognition.
JOB ENLARGEMENT
JOB ENRICHMENT
Systematically moving workers from one job to another to enhance
work team performance.
JOBROTATION
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HR MANAGEMENT AND JOBS Cont . . .
Why Managers are De Jobbing their Companies:
DE JOBBING:
Broadening the responsibilities of the company’s jobs.
Encouraging Employee Initiative.
DE JOBBING
Internal factors
leading to De Jobbing
External factors
leading to De Jobbing
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HR MANAGEMENT AND JOBS Cont . . .
INTERNAL FACTORS LEADING
TO DE JOBBING
Flatter Organizations
Work Teams Boundary Less
Organizations Reengineering
EXTERNAL FACTORS LEADING
TO DE JOBBING
Rapid Product and Technological Change
Global Competition Deregulation, Political Instability, Demographic
Changes Rise of a Service
Economy
Why Managers are De Jobbing their Companies:
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HR MANAGEMENT AND JOBS Cont . . .
Competency-Based Job Analysis:
COMPETENCY
• Demonstrable characteristics of a person that enable performance of a job.
COMPETENCY- BASED JOB ANALYSIS
• Describing a job in terms of the measurable, observable, behavioral competencies (knowledge, skills, and/or behaviors) an employee must exhibit to do a job well.
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HR MANAGEMENT AND JOBS Cont . . .
Why Use Competency Analysis?
Traditional job descriptions (with their lists of specific duties)
may actually backfire if a high-
performance work system is the goal.
To Support HPWS
Describing the job in terms of the skills, knowledge, and
competencies the worker needs is
more strategic.
Maintain a Strategic
Focus
Measurable skills, knowledge, and
competencies are the heart of any
company’s performance management
process.
Measuring performance
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HR MANAGEMENT AND JOBS Cont . . .
Examples of Competencies:
Reading, Writing, and Mathematical reasoning.
General competenc
ies
Leadership, Strategic Thinking, and Teaching others.
Leadership competenc
ies
Specific Technical Competencies required for specific types of jobs
and/or Occupations.
Technical competenc
ies
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HR MANAGEMENT AND JOBS Cont . . .
The Skills Matrix for One Job at BP
Note: The light blue boxes indicate the minimum level of skill required for the job.
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Human resource planning
HR PlanningProcess
Environment Scanning
Purpose of HRPlanning
• To Maximize the use of Human Resources & ensure their ongoing development
• To secure the production capacity required to support organizational objectives
• To synchronize human resources activities with the organizational objectives.
• To increase the organizational productivity. Scanning the External
Environment
Internal Assessment of Organizational
Workforce
Organizational Capabilities inventory
Auditing Jobs & Skills
Human Resource
Information System
Uses of an HRIS System
Forecasting HR Demand &
Supply
Forecasting
Forecasting Demand for
HR
Forecasting Supply for HR
External Supply
Internal Supply
• Replacement Charts• Transition Matrix
Managing Human
Resource Surplus or Shortage
Workforce Realignmen
t
HR Strategies & Plan
Overall Strategic
PlanHR
Strategies Plan
HR Activities
HR Management &
Jobs
Workflow AnalysisInputs
Activities
Outputs
Job Design
Job Analysis
JD & JS
• Getting Organized• Choosing Jobs• Reviewing Knowledge• Selecting Job Agents• Collecting Job Information• Creating a JD• Creating a JS
CHAPTER : 2
Management Quality Circle
Job Analysis in a“Jobless” World
From Specialized to Enlarged Jobs
Job Enlargemen
tJob
Enrichment
Job Rotation
Job Satisfaction
Job Performanc
e
Job Rotation
Why Managers are De Jobbing their
Companies
Competency-Based Job Analysis
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THOUGHT FOR THE DAY
The Journey to Happiness involves finding the courage to go down into
ourselves and take responsibility for what's there: all of it.
(Richard Rohr)