HR Planning

HR PLANNING
HRP systematically forecasts an

organisations future demand for and
supply of employees.
HRP enables managers and HR

Departments to develop staffing plans that
supports the organisation strategy by
allowing it to fill job openings proactively
Types PLANNING
• HR Planning is undertaken at two levels.
• At the lower level jobs
• Key management level position
• Aggregate Planning
• Essential requirement for aggregate planning is to
find out the manpower demands in advance.
DEMAND FOR HUMAN RESOURCE

 External challenges.
 Organizations decisions.
 Workforce factors.
HR DEMAND
Cause of Demand.
Cause of Demand.
 Workforce
 External  Retirement
 Economic  Resignation
 Social – Political – Legal  Termination
 Technology  Death
 Leaves of absence
 Organizational
 Competitors
 Strategic Plan
 Budgets
Can be forecasted in two ways.
 Sales and Production Forecast
 New Venture
 Organization and Job Design  Bottom up planning:
 Top down planning

SUPPLY OF HUMAN RESOURCES
Once the demand is projected, the next steps following the projected demand
the supply of HR. .
There are two sources of supply:
Internal And External
 Internal supply consist of present employee who can be promoted.
 External supply consist of people who do not work in the same
organisation.
FACTORS THAT DETERMINE THE FUTURE SUPPLY OF HR
Internal
Within the
Audit of Human Succession Organisation
Supply of Human
Resource Planning Resource
Labor
Marketing
External
Forecasting Techniques
HR forecast is an attempt to predict an organization’s
future demand for employees
Techniques
 Expert
 Informal and instant decisions
 Formal expert survey
 Nominal group technique
 Delphi technique
 Trend
 Extrapolation
 Indexation
 Statistical analyses
 Others
 Budget and planning analyses
 New-venture analyses
 Computer model
Succession Planning
Succession planning is the process HR
Planners use to convert information about
current employees into decision about future
internal job placement.
HR Audit.
Summarizes each employees skills,
knowledge and abilities.
These information are used by HR Planners

to make judgment about possible
promotions and transfers.
MAIN ELEMENTS OF HR PLANNING ARE :
1. Defining and re defining organisation

objective.
2. Asses future requirements to meet objectives.
3. Asses current resources and availability of

resources in the future.
4. Producing and implementing the plan.

STRATEGIC PLANNING
 Define corporate philosophy.
 Scan environmental condition.
 Evaluate corporate strengths and
constraints.
 Develop objectives and goals.
 Develop strategies.
Link Between Corporate And Staffing Planning
Strategic Operational Budgeting

Long range Middle Range Annual
(5 years) Over 1,under 5yr (Next Year)
Assessment Of Current Resources
Age profile helps to inform decision about recruitment,
development,succession planning and the potential
consequences for organisation.
A
No
or
%
20 30 40 50 60
Average Age 40
B
No
Or
%
20 30 40 50 60
B1 Modal
No.
Or
%
20 30 40 50 60 Avg. Age 55
SOUND HR PLANNING NEED TO BE BASED
ON THE FOLLOWING
 It has to be fully integrated with the Business
goal.
 Time span to be covered by the plan need to be

defined.
 It should be based on most accurate information.
 It should be based on the assessment of future

requirement.
 It should be based on the assessment of current

resource.
JOB ANALYSIS AND DESIGN
STRATEGY FORMULATION :-
Strategy is a process by which the company decides
how it will compete in the market place.
STRATEGY IMPLEMENTATION :-
Strategy is the way the strategic plan gets carried out in
activities of organizational members.
There are five component in the strategy implementation
process. Three of which are directly related to the Human
Resource management function and one of the which we
will discuss today i.e. “JOB”
KEY TERMS IN THE ANALYSIS AND DESIGN OF WORK
ELEMENT :-
The smallest divisible unit of work, without analysing
distinct motions or mental processes.
TASK :-
A collection of elements performed closely in time

having a meaningful and identifiable outcome.
DUTY :-
A collection of tasks having a common objective.
KEY TERMS IN THE ANALYSIS AND DESIGN OF WORK
POSITION :-
A collection of tasks and duties assigned to be performed by a
single individual.
JOB :-
A collection of positions that are similar enough in tasks and duties

to share a common job title.
OCCUPATION :-
A job or collection of jobs found across a number of different
organizations.
JOB ANALYSIS
“Job analysis refers to the process of

getting detailed information about Jobs”.
IMPORTANCE OF JOB ANALYSIS TO LINE
MANAGER
1. Managers must have detailed information about all the
jobs in their workgroup to understand the work flow
process.
(Identify the tasks performed, knowledge, skill and
ability required to perform them).
2. Managers need to understand the job requirements to

make intelligent hiring decisions.
(Manager will often interview prospective applicants
and recommend who should receive a job offer)
3. Manager is responsible for ensuring that each

individual is performing hi or her job satisfactorily.
(This requires that the manager clearly understand the
task required every job.)
Job Analysis Information
Two types of information are most useful in job analysis
1. Job descriptions.
2. Job specification.
Job Description
A job description is a list of the tasks, duties and
responsibilities that the job entails.
Job Specifications
A job specification is a list of knowledge, skills
and abilities and other characteristics that an
individual must love to perform the job.
Job Analysis
a process for obtaining
All pertinent job facts
Job Description Job Specification

A statement of Human
A statement containing items qualification necessary to do
such as the job.
Job title Usually contains items, like
Location Education
Experience
Job Summary Training
Judgment
Duties
Initiative
Machines,tools,equipment Physical Effort
Supervision given/Receives Physical Skills
working condition hazard Responsibilities
Communication Skills
Emotional Characteristic
Job Analysis Method
 Identify the Job to be Analysed
 Develop a job Analysis questionnaire.
 Collect job Analysis Information

General Familiarity with
Preparation Of organisation and type
Job Analysis of work.
Job Identification
Collection of
Job Analysis
Questionnaire
Information
Development
Data Collection
Application - Job description

Application of Job Spec
Job Analysis Job Std
Information
Addition to HRIS
JOB DESIGN
Job design is the process of designing the
way work will be performed and the tasks
that will be required in a given Job.
It refers to changing the tasks or the way

work is performed in an existing job.
What is a Good Job
ELEMENTS OF JOB DESIGN
Organisational Element :-
Organisational element concerned with efficiency.
Scientist like Fredrick Taylor devoted much of their
research in finding the best way to design efficient
Job.
Environmental Element :-
This element concerns ability and availability of
potential employees and their social
expectations.
ELEMENTS OF JOB DESIGN
Behavioral Element :-
Job designers draw heavily on behavioral
research to provide a work environment that
help satisfy individuals needs.
People perform there best when placed on
jobs that were high on certain dimensions, like
Autonomy - responsibility
Variety - use of different skills and abilities
Task identify - doing the whole peace of work
Feedback - Information on performance
JOB DESCRIPTION
Use of Job descriptions
 A ell -written job description serves as a number of
important uses, including
 Recruitment -- the job description is a useful tools for
developing recruitment ads
 Selection --Job description is often used to develop
selection tests and interview questions.
 Orientation -- Once hired the new employee needs to
become familiar with the job, the job description may
serve as an excellent vehicle for accomplishing this
purpose.
JOB DESCRIPTION
Use of Job descriptions - cont...
 Training -- Training needs of employees may be
assessed by comparing an employees skills to the skills
and abilities indicated in the job description.
 Employee evaluation -- The Job description is often
used as an aid in evaluating the performance of an
employee. Performance appraisal system are often
developed by analyzing job description to determine the
competencies the job holder should demonstrate.
 Promotion and Transfer -- Looking at the job description
the decision maker can make a better judgments.
JOB DESCRIPTION
Element of Job Description
 Job Identification Data -- These data usually include the
job title, work unit, title of immediate supervisor and
often pay grade.
 Job Summary -- This is generally a brief general
statement highlighting the common function and
responsibilities of the job.
 Job Duties -- This section is usually a listing of the
jobs, duties, and responsibilities. Each statement is
begin with an action verb, be brief and state specifically
what is to be produced or accomplished.
JOB SPECIFICATION
Job Specification include the qualifications, the employee
needs to perform the job effectively. These
qualifications are usually grouped according to skills,
knowledge and abilities (SKA) and often include the
following items:-
 Education, including diploma, degree or certificates
 Skills requirements
 Experience
 Personal requirements
 Mental and physical requirements
 Working Conditions
 Job Hazards.
HR PLANNING
Human Resource Planning is required to translate corporate strategy

initiatives into a workable plan for identifying persons needed to
achieve the corporate objectives
• HRP systematically forecasts an organizations future

demand for and supply of employees.
• HRP enables managers and HR Departments to develop

staffing plans that supports the organization strategy by
allowing it to fill job openings proactively
SOUND HR PLANNING NEED TO BE BASED
ON THE FOLLOWING
 It has to be fully integrated with the Business
goal.
 Time span to be covered by the plan need to be

defined.
 It should be based on most accurate information.
 It should be based on the assessment of future

requirement.
 It should be based on the assessment of current

resource.
CASE STUDY – Class Work
Suppose you manage a restaurant in a hill

station, where people go for vacation during
summer ( peak season is from June to
August). During winter also it is profitable to
keep the business open as people go to see
snow fall, but you need only half the
strength of worker like cooks, table server
and cleaners. How will you workout the man
power planning for this business? What
action will you take in April for the beginning
of the peak tourist season?

HR Planning

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HR PLANNING

HRP systematically forecasts an

HRP enables managers and HR

DEMAND FOR HUMAN RESOURCE

 Top down planning

These information are used by HR Planners

1. Defining and re defining organisation

2. Asses future requirements to meet objectives.

3. Asses current resources and availability of

4. Producing and implementing the plan.

Strategic Operational Budgeting

 Time span to be covered by the plan need to be

 It should be based on most accurate information.

 It should be based on the assessment of future

 It should be based on the assessment of current

A collection of elements performed closely in time

A collection of positions that are similar enough in tasks and duties

“Job analysis refers to the process of

2. Managers need to understand the job requirements to

3. Manager is responsible for ensuring that each

Job Description Job Specification

 Identify the Job to be Analysed

 Develop a job Analysis questionnaire.

 Collect job Analysis Information

Application - Job description

It refers to changing the tasks or the way

Human Resource Planning is required to translate corporate strategy

• HRP systematically forecasts an organizations future

• HRP enables managers and HR Departments to develop

 Time span to be covered by the plan need to be

 It should be based on most accurate information.

 It should be based on the assessment of future

 It should be based on the assessment of current

Suppose you manage a restaurant in a hill

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