Chapter Name: Human Resource Planning and Job Analysis Chapter No: 5 th Prepared By: Omid Sabah

1. Chapter Name: Human Resource Planning and Job AnalysisChapter No: 5thPrepared By: Omid Sabah

2. Objectives: By the end of the chapter you will be able to: • Describe the importance of Human Resource Planning (HRP) • Define the steps involved in the Human Resource Planning process • Human Resource Information System (HRIS) • Define the term Job Analysis • Identify general techniques for obtaining Job Analysis Information • Describe the Steps involved in conducting Job Analysis • Explain Job Description, Job Specification, and Job Evaluation

3. Human Resource Planning What is Planning? The process of setting goals and deciding how best to achieve them What is Planning Concerned with? Planning is basically concerned with two things: • It is concern with the end( what is to be done) or where you want to reach? • It is concern with the means (how it is to be done) or How to reach?

4. Succession Planning Planning to have the right people on the “Bus” at the right time.

5. Human Resource PlanningObjective 1 • Human Resource Planning: The Process of anticipating an organizations future human resource needs and then developing action plans for fulfilling identified needs OR HRP: • means that organization ensures it has the right number and kinds of people, at the right place, at the right time, capable of performing their functions.

6. HRP The required number of employees With required skills Are available when Needed

7. Objectives of Human Resource Planning • Enable organizations to anticipate their future HR needs • To identify practices that will help them meet those needs. where, when and How

8. Benefits of Human Resource Planning If you done HRP properly what benefits will you get: • It helps organizations planning job assignments Example: Organizations are expanding, new business is creating, and technology is getting modern but if you plan properly that from where and which skill person do we need so, human resource planning will help us in this regard

9. Benefits of Human Resource Planning (Continued) • Identifies recruiting needs Example: yes in next quarter we need 10 skillful person in computer and 5 in managerial skill (with the help of HRP we can do this)

10. Planning includes Forecasting • Demand Forecasting: is a process used in HR planning that entails predicting the number and types of people the organization will need at some future point in time.How? For Example: How you are anticipating that your this semester result will be good? Base1: you start hardworking and studying a lot Base2: your previous result was good this will be the same like that.

11. Planning includes Forecasting (Continued) Now, in organizations we use different techniques to forecast labors: 1: Statistical Approaches, through calculation we have to find the exact number of HR we need in the future Example: In summer season we need 10 employees and we need 5 in winter season in order to fulfill the demand for the organization 2: Judgmental Approaches, some people can identify something through experience

12. Planning includes Forecasting (Continued) We are using different statistical approaches: 1: Trend Analysis, a statistical method which can help us to predict the future of something Example: Last month you use 5kg sugar, before that 4kg, and before that 4.5kg so, logically what you forecast for next month? (as we know in each month kg is increasing we will take that 6kg for the next month).

13. Planning includes Forecasting (Continued) 2: Ratio Analysis, another method for prediction Example: Lets take the example of one the hospitals: Patients= 100 Nurses= 25 Patients/Nurses ratio= 4/1

14. Planning includes Forecasting (Continued) 3: Regression Analysis, another statistical method that each factor is depending on each other It means that the more the number of customers are increasing the more we will need more employees to fulfill the demand of customers 75 50 Employees 25 50 100 150 Customers

15. Steps in Human Resource Planning ProcessObjective 2 Following are the effective HRP process: 1: Determine the impact of organizational objectives on specific organizational unit Example: Marketing department overall organizations objective is that it wants to increase its sale in next year so, you put objectives in front of you and you want to see its implementation jus in one unit 2: Determine the skills required to meet objectives (Demand for HR) Example: yes for the above objective what skill and how many people do we need for this

16. Steps in Human Resource Planning Process (Continued) 3: Determine additional HR require, what is the current number of HR and what will be the future 4: Determine Action plan to meet the future HR needs Example: give advertisement, screening, and selection, and telling people that we need such people (May be you are forecasting for next season)

17. Strategic Planning The process by which top management determines overall organizational purposes and objectives and how they are to be achieved The strategic planning process typically consists of the following activities: • 1. Determine the organizational mission. • 2. Scan the organizational environment. • 3. Set strategic goals. • 4. Formulate a strategic plan

18. Strategic Planning 1: Determine the organizational mission: we must know before planning what is the mission of organization Mission Statement: Is the overall purpose of organization or, why does our organization exist? 2: Scan the organizational environment: Scan both external and internal factors of the organization

19. Strategic Planning (Continued) We should do SWOT analysis behind environmental scanning: S= Strength (internal factor) W= Weakness (internal factor) O= Opportunity (external factor) T= Threat (external factor)

20. Strategic Planning (Continued) 3: Set strategic goal: Now, you should decide some goals in order to achieve the mission of the organization and the goal must be SMART and challenging because the more goal is challenging the more some will work more the interest of people will increase 4: Formulate strategic goals: How to achieve the goal this is formulation

21. Human Resource Information System (HRIS)Objective 3 The system used to acquire, store, manipulate, analyze, and distribute information regarding organizations units

22. Job & Position • Job - Consists of a group of tasks that must be performed for an organization to achieve its goals • Position - Collection of tasks and responsibilities performed by one person; there is a position for every individual in an organization

23. Job AnalysisObjective 4 Systematic process of determining skills, duties, and knowledge required for performing jobs in organization OR It defines and documents the duties, responsibilities and accountabilities of a job and the conditions under which a job is performed OR Knowing who does what?

24. Purposes of Job Analysis • We can find the major duties and activities which is required for the organization • You can also figure out the condition under which the job is performed Example: working hours, special holiday

25. Job Analysis (Continued) The job analysis should include: 1: identifying tasks/ duties performed or to identify what a particular task he or she should perform when you are deciding a job? 2: Identifying knowledge, skills, and abilities (KSAs) require to perform these tasks

26. Reasons for Conducting Job Analysis Following are effective ways: 1: Staffing, because we have to go and hire people, the right person for the right job 2: Training and Development, the one which i choose for this job I should give him or her training in the same field 3: Compensation and Benefit, How to compensate or give benefit to a job? Based on qualification, knowledge, experience etc. 4: Safety and Health, giving job to someone you must prove that the job is providing safety and healthy requirements

27. When Job Analysis is Performed? • When the organization is founded • When new jobs are created • When jobs are changed significantly as a result of new technologies, procedures or system

28. Steps in Job AnalysisObjective 6 Following are the effective steps for the job analysis: 1: Planning the job analysis, Anything we have to do we individual must start planning for that at first stage • Identifies objectives for job analysis • Obtain top management support 2: Prepare for the job analysis, • Identify job & methodology • Review existing job documentations

29. Steps in Job Analysis (Continued) 3: Conducting the job analysis, • Gather job analysis data • Review and compile data 4: Developing Job description and Job specification • Draft job description and specification • Review draft with managers/employees • Identify recommendation • Finalize job description and recommendations

30. Steps in Job Analysis (Continued) 5: Maintaining and updating job description and specification but when and How? • Update job description and specification as organization changes • Periodically review all jobs

31. Job Analysis Method (Techniques)Objective 5 • Questionnaires • Observation • Interviews • Employee recording • Combination of methods

32. Job Analysis Method (Continued) Questionnaires Method: workers complete a specifically designed questionnaire • Employees answer questions about the job’s tasks and responsibilities • Each question is answered using rating system that shows which task is important more Characteristics of Questionnaires Method: • Typically quick and economical to use • Employees may lack verbal skills We have 2 types of questions: 1: Open Question, what you eat? 2: Close Question, Have you eat lunch?

33. Job Analysis Method (Continued) Observation Method: job analyst watches employees directly or reviews film of workers on the job. Interviews Method: Interview employee first, helping him or her describe duties performed • Several workers are interviewed individually • Number of job incumbents are interviewed

34. Job Analysis Method (Continued) Diary Method (Employee Recording): Describe daily work activities in diary or log Characteristic of Diary Method: • Employees exaggerating job importance

35. Job Analysis Method (Continued) Combination of Methods: The best results are usually achieved with some combination of methods. Characteristics of Combination Method: • Usually use more than one method

36. Typical Questions 1: What is the job being performed? 2: What are the major duties of your position? 3: What exactly do you do? 4: What physical location do you work in? 5: What are the education, experience, skill requirement? 6: What activities do you participate in? 7: What are the jobs responsibilities and duties? 8: What are the basic performance standards? 9: What are the jobs physical demand? 10: What are the health and safety conditions?

37. Understanding Job Description, Specification, and EvaluationOutcomes of Job AnalysisObjective 7 Job Description: Document that states tasks, duties, and responsibilities of job Common Format: title; duties; distinguishing characteristics; environmental conditions; authority and responsibilities. Job Specification: Minimum qualifications person should possess to perform particular job OR A document that outlines the minimum acceptable qualifications (knowledge, skills, and abilities) a person needs to do the job satisfactorily. Knowledge, skills, and abilities (KSAs) can be judge here • Job specifications are often included as major section of job descriptions

38. Understanding Job Description, Specification, and Evaluation (Continued) • Used to select employees who have the essential qualifications (Job Specification) Job Evaluation (Worth of Job): Specify relative value of each job in the organization Example: There are various key posts for invidividuals or non key

39. Understanding Job Description, Specification, and Evaluation (Continued) Tasks Responsibilities Duties Job Descriptions Job Analysis Job Specifications Knowledge Skills Abilities = KSAs

40. Understanding Job Description, Specification, and Evaluation (Continued) • Position Title:Human Resource Assistant Job Number:________ • Department: Human Resources Grade: 6 • Reports to: Human Resources Manager Status: • General Summary: • Provide support for the HR Dept. by maintaining highly confidential personnel records in physical files, updating HR database, and preparing reports. Assists in various projects and ,managers some projects in the absence of the HR manager. • Essential Job Functions: • 1. Maintains personnel records in files and updates computer records to ensure compliance with regulations. (55%) • 2. Retrieves, complies, and prepares various external and internal reports such as regular and enhanced retiree reports for accounting. (15%) • 3. Answers employee questions regarding HR matters such as benefit inquires and problems. (10%)

41. Understanding Job Description, Specification, and Evaluation (Continued) • Education and Experience: • College graduate or equivalent, plus one to two years specialized secretarial training with emphasis in computer. One year experience in HR or related field. Additional training or education helpful. • Physical Requirements: Seeing: x • Must be able to read reports and use computer • ---------------------------------------------------------------------------------------------------- • Hearing: x • Must be able to hear well enough to • communicate with co-workers.

42. THE END OF CHAPTER NO: 5TH HUMAN RESOURCE PLANNING & JOB ANALYSIS THANKS