Definition of Personnel Definition of Personnel ManagementManagementPersonnel Management may

be defined as the function of management concerned with promoting and enhancing the development of work effectiveness and advancement of the human resources in the organization.

These are accomplished through proper;◦Planning◦Organizing◦Directing◦Coordination ◦Controlling of activities related to

procurement Development Motivation Compensation of employees to achieve the

goals of the enterprise.

Components of FunctionsComponents of Functions

Basic FunctionsOperative Functions

Human Resources Human Resources Management Embraces Two Management Embraces Two FunctionsFunctionsThe basic functions in general

management of the enterprise are planning, directing, coordinating and controlling.

The operative functions which cover the daily activities of the business such as procurement, placement and utilization of employees, motivating, and compensating employees.

Basic FunctionsBasic FunctionsPlanning – refers to the job of

determining a proposed mode of action based on a full understanding of the factors involved at a specific objectives. This job takes into consideration the priorities desired by management. It involves the ability to analyze projected programs and policies in the light of conditions related to objectives.

Basic Functions Basic Functions (continue)(continue)

Organizing – refers to the arrangement and relationship of jobs and positions, which are necessary to carry out the personnel program as determined by top management. It establishes lines of responsibility, authority, and communication. The purpose of organizing is to ensure the smooth operation of the various activities, i.e. to get the work done at specified time, to utilize the best means to conserve effort, to create understanding and motivate employees in the tasks at hand.

Basic Functions Basic Functions (continue)(continue)

Directing – is concerned with the guidance of all efforts toward a stated objective. It provides a means of putting plans into action through effective supervision, work rules, and procedures. The technique of good communication is utilized in carrying out the tasks of directing.

Basic Functions Basic Functions (continue)(continue)Coordinating – is a method of getting

people in an organization to work together harmoniously to achieve a common goal with minimum expenditure of effort and materials. It is the fundamental function of management, providing an orderly arrangement and execution of activities, involving personnel policies and programs in the various department and levels of organization to achieve their objective.

Basic Functions Basic Functions (continue)(continue)

Controlling – is concerned with keeping all efforts within the channels prescribed by management as shown in the personnel plan for the entire organization. The purpose is to ensure that the organization is accomplishing its objectives.

Operative FunctionsOperative FunctionsOperative functions covers the

following: Manpower planning Recruitment, induction, and personnel

movements, i.e., promotion, transfer, demotion, separation

Appraisal Training and development Rewards and recognition Employee relations Personnel information statistics

Organizational StructureOrganizational StructureLarge OrganizationSmall Organization

◦In Large Organization, the Vice President for HR Personnel usually heads the department while Small Organizations, the top position in the personnel Department is usually the Personnel or HR Director. Three managers report directly to him

EXHIBIT A EXHIBIT A : Sample Personnel Department Organization : Sample Personnel Department Organization ChartChart (in large company) (in large company)

Vice President for Personnel

Recruitment Manager

Manpower Planning Manager

Compensation and Benefits Manager

Labor Relations Manager

Training and Development Manager

Health and Safety Manager

EXHIBIT B : Sample Personnel Department Organization EXHIBIT B : Sample Personnel Department Organization ChartChart (in small company) (in small company)

Personnel Director

Labor Relations Manager

Training and Development

Manager

Administrative Services Manager

Organizational Structure Organizational Structure (continue)(continue)

Large Organization – the VP have the several managers under him: Recruitment Manager – responsible for

employee recruitment handling all application papers, conducting examinations and interviews, to placement of newly hired employees.

Manpower Planning Manager – focuses on career planning and forecasting.

Compensation/Benefit Manager – responsible for wages, incentives, job evaluation, and benefits such as medical insurance and retirement plans.

Organizational Structure Organizational Structure (continue)(continue)

Labor Relations Manager - handles labor management disputes, collective bargaining agreements, complaints and grievances, and other disciplinary problems.

Training and Development (TD) Manager – takes care of employees, management, and organizational development and through varied training programs. The TD Manager works closely with the Manpower Planning Manager.

Safety and Healthy Manager – initiates safety and health programs for the benefit of the employees. He is also responsible for the recording of cases involving this area.

Organizational StructureOrganizational Structure Small Organization – is headed by HR director

have the following managers under him: Labor Relations Manager – aside from the

functions mentioned, the labor relations manager in small firm also handles compensation and benefits.

Training and Development Manager – The responsibilities of both the TD Manager and the Manpower Planning Manager fall under this position.

Organizational Structure Organizational Structure (continue)(continue)

• Administrative Manager – handles the administrative functions of the personnel department such as payroll, safety compliance, messenger and janitorial services among others.

Varied Roles of Personnel Varied Roles of Personnel ManagerManagerSupervisor

Administrative OfficialAdviserCoordinatorNegotiatorEducatorService ProviderEmployee CounselorPromoter of Community

RelationsPublic Relations Man

SupervisorThe personnel manager oversees the employees in his own department.

Administrative OfficialTranslates into action those parts of the personnel policies and programs assigned to him.

Adviser He serves as counselor, guide, and

confidant to management, supervisors and employees.

CoordinatorHe brings into action all activities; regulates and combines diverse efforts into a harmonious whole. He gets together and harmonizes the work of various personnel in the department.

Negotiator He is usually asked either to represent management in negotiating labor contracts or to attend negotiations with unions in an advisory capacity.

EducatorHe conducts or administers the company’s training program.

Service Provider He initiate action for instance to help

employees obtain facilities with government agencies like SSS, Philhealth, Pag-ibig etc.

Employee Counselor His knowledge and training in human

relations and behavioral sciences plus his familiarity with company operations, puts him in the best position to counsel employees.

Promoter of Community RelationsThe personnel manager must be well informed of the activities and developments in the environment where the enterprise operates.

Public Relations Man The personnel manager may not be

the public relations officer of the firm but his functions require him to deal with the various publics of the company, such as the employees, the unions, the general public, and the community.

HR Planning, Recruitment, HR Planning, Recruitment, Selection and PlacementSelection and Placement

Systematic forecasting of manpower needs

Performance managementCareer managementManagement development

Five Steps in Human Five Steps in Human Resource PlanningResource Planning

Determining the workloadStudy of jobs in the companyForecasting human resource

needsInventory of manpowerImprovement plan

Installing Program For Installing Program For Recruitment, Selection and Recruitment, Selection and

HiringHiring1. Recognition of the need by management

2. Selling the program3. communication the program4. Responsibility for recruitment,

selection and hiring5. Forms and records6. Labor code of the Philippines7. Selection of employees from

within or outside of the company

Installing Program For Installing Program For Recruitment, Selection and Recruitment, Selection and

Hiring Hiring (continue)(continue)8. Job analysis, job description, and specification

9. Employment tests and interviews10.Checking of references, police

records, clearance11.Prior registration with the Social

Security System for SSS Number, Medicare and BIR for assignment of Taxpayer Identification Number (TIN)

Installing Program For Installing Program For Recruitment, Selection and Recruitment, Selection and Hiring Hiring (continue)(continue)12.Physical examinations13.Introducing, inducting, and

orienting the new employee to his job and the company.

14.Probationary period of new employees

15.Compensation and Fringe benefits if the new employees.

16.Performance follow-up

Installing Program For Installing Program For Recruitment, Selection and Recruitment, Selection and Hiring Hiring (continue(continue

17.Periodic check-up of the program

18.Validation studies.

Procedures in Recruitment, Procedures in Recruitment, Selection and Hiring Selection and Hiring

1. Study the different jobs in the company; write job descriptions and specifications.

the exact nature of the job Primary duties and responsibilities Steps taken to perform those duties and

responsibilities Tools and equipment used Working conditions under which the specific job

is performed Amount of authority delegated to job incumbent Supervision involved in the job Requirement of the job such as education, skill

and physical demands Environment of the job.

Procedures in Recruitment, Procedures in Recruitment, Selection and Hiring Selection and Hiring (continue)(continue)

2. Requisition for a new employee3. Recruit qualified applicants4. Sight-screen applicants5. Have application form filled out6. Select those who will undergo testing7. Check the applicant’s experience, school

records and personal references8. Interview9. Match the applicant with the job10. Do the final selection of the best qualified11. Have applicants undertake physical

examinations and secure security clearances.12. Hire the chosen candidate

The Psychological Tests Are The Psychological Tests Are Classified into Six CategoriesClassified into Six Categories1. Intelligence, mental ability or

alertness tests2. Aptitude tests3. Achievement tests4. Interest tests5. Tests on personality or

temperament6. Dexterity tests

Types of InterviewTypes of InterviewDirective Interview – asks for specific

information.Non-directive Interview-are broad,

open-ended, and require a narrative answer.

Group Interview- conducted by a panel or committee of three or five interviewer.

Team Method- a team of three interviewers may interview applicants separately and then compare notes afterwards.

The Interviewer Takes Note The Interviewer Takes Note of Followingof Following

Emotional maturityDependability Self-confidenceAttitude toward jobsCreativenessAttitude toward other personsValue systemCritical Attitude

References:References:Personnel Management

in the 21st Century7th Edition

by: Perfecto S. SisonPersonnel Management

Source Search Site : Google.com

Ed 720 Personnel ManagementEd 720 Personnel Management

Personnel or Human Resource Personnel or Human Resource ManagementManagement

First Semester First Semester SY 2008-2009SY 2008-2009

Mrs. Lucia L. ZapantaMrs. Lucia L. Zapanta(Ed.D.D.)(Ed.D.D.)