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Unit Structure
2.0 Overview
2.1 Learning Outcomes
2.2 Introduction
2.3 Definition of Human Resource Planning
2.4 The Process of Human Resource Planning
2.5 Aims of Human Resource Planning
2.6 Forecasting Human Resource Requirement
2.6.1 Demand Forecasting
2.6.2 Supply Forecasting
2.6.3 Analysis
2.6.4 Action Plan
2.7 Cost
2.8 Human Resource Forecasting Techniques
2.8.1 Zero Based Forecasting
2.8.2 Bottom Up approach
2.8.3 Use of Mathematical Models
2.8.4 Simulation
2.9 Adapting Traditional Human Resource Planning
2.9.1 Contingency Planning
2.9.2 Succession Planning
2.9.3 Skills Planning
2.9.4 Soft Human Resource Planning
2.10 Summary
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2.0 OVERVIEW
This Unit will give you an insight of the concepts of Human Resource Planning. The aims,
process and forecasting techniques will be explained.
2.2 INTRODUCTION
Organisations are presently operating in a rapidly changing and turbulent environment and
managers have to optimise the use of the available employees in order to be competitive. Human
Resource Planning (HRP) attempts to reconcile an organisation’s need for human resources with
the available supply of labour. HRP also results in matching people to the job, that is, the right
people doing the right thing. HRP can help management in making decisions in areas as
hereunder:
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• Recruitment.
• Avoidance of redundancies.
• Training of staff.
• Management development.
• Estimates of costs.
HRP needs continuous re-adjustment because the goals and objectives of an organisation are not
stable due to uncertainties in the environment. Also, many independent variables are involved
namely, consumer demand, new legislations, population changes, competition from rival firms
and foreign competition.
Human Resource Planning refers to an attempt to estimate the numbers and kinds of employees
the organisation will need in the future in order to realise its strategic goals and the extent to
which the demand is likely to be met.
According to Snell and Bohlander (2007:48), Human Resource Planning is “the process of
anticipating and providing for the movement of people into, within and out of an organisation”.
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Organisations engage in the process of Human Resource Planning (HRP) to determine the
demand and supply of human resources so as to gain or maintain. In short, HRP is the process of
identifying the HR needs and the ways of meeting those needs.
It is important to note that needs are unlimited and scarce, therefore, the planning process is very
much concerned with prioritising the needs.
EXTERNAL ENVIRONMENT
INTERNAL ENVIRONMENT
Strategic Planning
Recruitment
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As we have seen above, the Human Resource Plan will depend on certain factors namely;
Strategic planning refers to the process of determining the overall organisational purposes and
objectives and how these can be achieved through Human Resource Planning, which is the
process of systematically reviewing human resource requirements to ensure that the required
number of employees, with the required skills are available in the organisation.
This phase of the HR planning process involves matching the forecasted Human Resource (in
terms of future requirements) with the existing HR (the available employees).
Once the assessment has been made, there is a need to determine whether the organisation has a
shortage or surplus of employees or the demand is just equal to the supply.
In case of a surplus in the number of employees, appropriate action should be taken, namely;
restricted hiring/recruitment, reduced hours, early retirement, layoffs.
In case of a shortage of employees, there is need to go for a proper recruitment and selection
process, obtain the right quantity and quality of new employees.
Conditions in the internal and external environment can change quickly and, hence, the human
resource planning process must be continuous. Changing conditions may affect the entire
organisation thereby requiring extensive modification of forecasts. HR planning enables
managers to anticipate and prepare for changing conditions and also allows flexibility in the area
of human resource management.
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Activity 1
(ii) What factors would you like to take into consideration while devising the HR plan in your
organisation?
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Planning of Human Resources is very important as it enables the optimum use of the most
valuable asset of an organisation in the attainment of its objectives and goals. The aims of HR
planning has been summarised below:-
• Attract and retain the right quantity and quality of employees (in term of qualification,
knowledge, skills, expertise and attitude).
• Optimising the use of the available HR (matching people with the job and adopting
flexible systems of work).
• Develop a well trained and flexible workforce, making employees become multi-skilled
and multifunctional. Thus, the organisation has a greater ability to adapt to the fast and
constantly changing environment. It enhances the use of key skills within the
organisation thus reducing the dependence on external recruitment and formulating
retention HR development strategies.
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Before starting a new business, management study the demand side of human resources. It is
equally important to study the supply side of HR as well, specially when very skilled workers are
needed for the job.
Supply forecasting measures the quantity and quality of employees likely to be available inside
and outside the organisation after allowing for labour wastage, retirement, absenteeism,
promotion and internal transfer.
2.6.3 Analysis
The demand and supply forecasts are analysed to identify and surpluses or deficits. This analysis
which provides the basis for recruitment, retention and, if unavoidable, downsizing plans, may
be done by using specialised software.
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Activity 2
(i) Describe how Human Resource Planning is carried out in your organisation.
(ii) You are the HR Manager of your organisation. Explain why you think HRP is important and
describe its applicability.
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2.7 COST
When recruiting people, several costs need to be borne by the organisation, specially in the event
of large group intake (e.g. in the health sector, police and prison department). Such costs have to
be considered when planning for Human Resources and are summarised hereunder:
1 Recruitment Costs
Advertisement cost(press/radio/Tv)
Recruitment Agency
Administrative cost
Selection
2. Remuneration Costs
Pay package(salary)
Allowances
Transportation cost
3. Training Costs
Infrastructure
Administrative cost
4 Learning Costs
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Specialised kits
6 Support Costs
Sports infrastructure
Canteen facilities
Library facilities
Activity 3
(i) Explain the costs which have to be borne by your organisation when recruiting new
employees.
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b. Bottom up Approach
d. Simulation
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- The same procedure is used for human resource planning as for zero-based budgeting
whereby each budget must be justified each year.
- Equal concern is shown for creating new positions when they appear to be needed.
- It is based on the reasoning that head of each unit/level is more aware of HR requirement.
Managers should periodically review their HR needs thus allowing the HR department to
consider all available options.
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Using this approach, managers can approximate the number of employees required at different
sales level.
2.8.4 Simulation
- The simulation is a technique for experimenting with a real world simulation with a
mathematical model that represents the actual situation.
Activity 4
(i) What are the factors you would consider when forecasting the future HR needs of your
organisation.
(ii) Which forecasting techniques is more appropriate for your organisation? Give reasons.
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The first two adaptations (Contingency and Succession planning) aim to focus on specific
organisational developments or groups of employees. In the last two , the nature of the
forecasting operation moves from focusing simply on “the right people in the right jobs, at the
right time’.
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Activity 5
(i) Discuss the applicability of Contingency and Succession planning in your organisation.
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2.10 SUMMARY
This Unit has described how the human resource planning is an important process in determining
the demand and supply of employees of an organisation. The aim, forecasting requirement and
techniques have also been explained.
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