HRM_Module2

7/30/2019 HRM_Module2

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HUMAN RESOURCE PLANNINGAND JOB ANALYSIS


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Strategic PlanningThe process by which top

management determines overallorganizational purposes and

objectives and how they are to be

achieved


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Human Resource Planning

The process of systematically

reviewing HR requirements to

ensure that the required numberof employees, with the required

skills, are available when they

are needed


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Human Resource Planning ProcessExternal Environment

Internal EnvironmentStrategic Planning

Human Resource Planning

ForecastingHuman

ResourceRequirements

ComparingRequirementsand Availability

ForecastingHuman Resource

AvailabilitySurplus ofWorkersDemand =Supply

No Action Restricted Hiring,Reduced Hours,Early Retirement,Layoff, Downsizing

Shortage ofWorkers

RecruitmentSelection


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Forecasting Employment Needs

1. Budgeting

2. Work-load Analysis

3. Unit Demand4. Expert Opinion

5. Trend Predictions


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HR Forecasting Techniques

Zero-based forecastinguses current level as startingpoint for determining futurestaffing needs

Bottom-up approach eachlevel of organization, startingwith lowest, forecasts its

requirements to provideaggregate of employmentneeds


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Surplus of Employees

Restricted hiring

employees who leave are

not replaced

Reduced hours/ Job

sharing

Early retirement

Layoff

Unpaid Vacations

Early Retirements


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Shortage of Workers Forecasted

Creative recruiting

Compensation incentives

premium pay is one method Training programs prepare

previously unemployable

people for positions Different selection standards

alter current criteria


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JOB ANALYSIS


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Job Analysis - Definition Job Analysis is a systematic process of determining the

skills, duties, and knowledge required for performing jobs

in an organization.

Job Analysis is a detailed study of the work performed,

the facilities required, the working conditions, and the

skills required to complete a specific job. Also known as

job study.

Job - Consists of a group of tasks that must be performedfor an organization to achieve its goals, jobs have title.

Task - is a typically defined as a unit of work, that is, a setof activities needed to produce some result, e.g.,

vacuuming a carpet, writing a memo, sorting the mail, etc.


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The Nature of Job Analysis

Job analysisThe procedure for determining the duties and skill

requirements of a job and the kind of person who

should be hired for it.

Job descriptionA list of a jobs duties, responsibilities, reporting

relationships, working conditions, and supervisory

responsibilitiesone product of a job analysis.

Job specificationsA list of a jobs human requirements, that is, the

requisite education, skills, personality, and so on

another product of a job analysis.


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Types of Information Collected

Work activities: such as cleaning, selling,teaching

Human behaviors: writing, deciding,communicating

Machines, tools, equipment, and work aids

Performance standards: quantity and qualitylevels for each job

Job context: Physical working condition, schedule

Human requirements: Education, training,Personality


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Job Analysis: A Basic Human Resource Management Tool

Tasks Responsibilities Duties

Job

Analysis

JobDescriptions

Job

Specifications

Knowledge Skills Abilities

Human Resource

Planning

Recruitment

Selection

Training and

Development

Performance Appraisal

Compensation and

Benefits

Safety and HealthEmployee and Labor

Relations

Legal Considerations

Job Analysis for Teams


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Uses of Job Analysis Information Recruitment and Selection

Compensation

Performance Appraisal

Training needs

Discovering Unassigned Duties

Legal Compliance


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Methods of Collecting Job Analysis

Information: The Interview

Information sources

Individual employees

Groups of employees

Supervisors with

knowledge of the job

Advantages

Quick, direct way to

find overlooked

information. Disadvantages

Distorted information

Interview formats

Structured (Checklist)

Unstructured


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Interview Guidelines

The job analyst and supervisor should work together to

identify the workers who know the job best.

Quickly establish rapport with the interviewee.

Follow a structured guide or checklist, one that listsopen-ended questions and provides space for answers.

Ask the worker to list his or her duties in order of

importance and frequency of occurrence.

After completing the interview, review and verify the

data.


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Information: Questionnaires

Information source

Have employees fill

out questionnaires to

describe their job-

related duties andresponsibilities.

Questionnaire formats

Structured checklists

Opened-endedquestions

Advantages

Quick and efficient way

to gather information

from large numbers of

employees

Disadvantages

Expense and time

consumed in preparing

and testing thequestionnaire


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Information: Observation

Information source

Observing and noting

the physical activities

of employees as they

go about their jobs.

Advantages

Provides first-hand

information

Reduces distortion of

information

Disadvantages

Time consuming

Difficulty in capturing

entire job cycle

Of little use if job

involves a high level of

mental activity.


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Information: Participant Diary/Logs

Information source

Workers keep a

chronological diary/ log

of what they do and

the time spent in eachactivity.

Advantages

Produces a more

complete picture of the

job

Employee participation

Disadvantages

Distortion of

information

Depends uponemployees to

accurately recall their

activities


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Quantitative Job Analysis Techniques

The position analysis questionnaire (PAQ)

A questionnaire used to collect quantifiable data

concerning the duties and responsibilities of various

jobs.

The Department of Labor (DOL) procedure

A standardized method by which different jobs can be

quantitatively rated, classified, and compared.

Functional job analysis

Takes into account the extent to which instructions,reasoning, judgment, and mathematical and verbal

ability are necessary for performing job tasks.


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Sample Report

Based on

Department of

Labor JobAnalysis

Technique


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Stages in

the Job

AnalysisProcess


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Job Description Components Identification

Job title

Reporting relationships

Department

Location

Date of analysis

General Summary

Describes the jobs

distinguishing

responsibilities and

components

Essential Functions and

Duties Lists major tasks,

duties and

responsibilities

Job Specifications Knowledge, skills, and

abilities

Education and

experience Physical requirements

Disclaimer

Of implied contract

Signature of approvals


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Job

Analysis inPerspective

J b D i


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Job DesignProcess of determining the specific tasks to be performed,

the methods used in performing these tasks, and how the

job relates to other work in the organization

Job enrichment- Basic changes in the content and level

of responsibility of a job, so as to provide greater

challenge to the worker

Job enlargement - Changes in the scope of a job to

provide greater variety to the worker

Reengineering/ Rejobbing Fundamental rethinking and

radical redesign of business processes to achieve

dramatic improvements in critical, contemporary measures

of performance, such as cost, quality, service and speed

J b E l ti


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Job EvaluationEvaluation or rating of job to determine ones position in the

job hierarchy

Job evaluation is a method for comparing different jobs toprovide a basis for a grading and pay structure. Its aim is

to evaluate the job, not the jobholder, and to provide a

relatively objective means of assessing the demands of a

job


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Staffing Model

Strategic PlanningEnvironmental

Scanning

Operational Planning Forecasting

Projected Staffing

RequirementsGoals and Objectives

Recruitment Planning

Applicant Search

Preliminary Screening

Selection Decision

Pl t

Strategic

Business

Planning

Human

Resource

Planning

Long-range

planning

Selection

Recruitment

Middle-range

planning

Short-range

planning

Human

Resource

Planning

The recruitment and selection process isa series of hurdles aimed at selecting the

best candidate for the job.

Recruitment and Selection

HRM_Module2

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