Human Resource Management: Policy & Planning

UNIT 2

INDEX
HRM Policy, Human Resource Planning, Job Analysis, Job Description & Job Specification.

What is a Policy
A policy is a predetermined course of action established as a guide toward accepted objectives and strategies of the organization.
A vision is formulated, business processes are analyzed, and policy and procedure systems to support the vision are born

 HR Policies are developed to help staff and management teams run the organization. In best use situations, policies play a strategic role in an organization. Carefully drafted and standardized policies and procedures save the company countless hours of management time

Objectives
To provide fair, acceptable & efficient leadership To provide an opportunity for expansion To strengthen & appreciate the human assets by providing training & developmental programs To provide facilities & conditions of work & creation of favourable atmosphere for maintaining stability of employment To attain an effective utilization of human resources in the achievement of organizational goals, etc

Various Types of Policies

Employment Policies: These are the policies that guide hiring practices, orientation of new employees, compliance with employment laws, and confidentiality.

Employment Status & Records: These are the policies that define such issues as employment classifications, access to personnel files and guidance on how background checks and performance reviews are to be performed.

 Employee Benefits: These are policies that explain employee benefits such as insurance, vacations, holidays, leave, and employee reimbursements. Payroll: These are policies that are related to salary and wage administration including deductions, pay advances, and time keeping.

 Employee Conduct: These policies are guidelines that control employer behaviour and conduct on the job. The mainstay of this section is a code of conduct but also important are policies regarding substance abuse, smoking, harassment, and workplace violence. E-Policies: These policies guide staff in the use of the organizations information technology. Policies defining acceptable and prohibited activities and use of e-mail and the Internet make up a majority of these policies

Human Resource Planning

Meaning Assessment of Human Resource requirements and time and stages of requirement. Right person ---At Right place ---At Right time.

Definition HRP is defined as the process by which management determines how an organization should move from its current manpower position to its desired manpower position.
HRP is also called manpower planning, personnel planning or employment planning

Objectives of HRP
To ensure optimum use of existing HR. To forecast future requirement for HR. To provide control measures to ensure that necessary HR are available as and when required. To asses the surplus and shortage of HR. To anticipate the impact of technology on jobs and HR. To estimate the cost of HR and needs of employees. To meet the needs of expansion and diversification programmes.

Importance of HRP
Future Personnel needs Creating highly talented personnel Foundation of personnel function Resistance to change and move Increasing investment in human resources

Factors Affecting HRP

1. 2. 3. 4. 5. 6. Size & type of organization Organizational growth cycle and planning start up, growth, maturity, decline Environmental uncertainty political, social and economical change affect all organizations. Nature of job job vacancies, promotions and expansion strategies. Organizational structure, budgets, production. Time horizons long term plans and short term plans,

HRP PROCESS
Assessing Human Resources Demand Forecasting Supply Forecasting

Action Plan

Matching Demand And Supply

Job Analysis, Description, Specification and Evaluation

Sound personnel management requires that each individual job be defined, recorded and communicated to the appropriate persons. The methods and procedures utilized to determine the duties, responsibilities, working conditions, and working relationships of - and between - jobs and human qualifications of personnel are: 1) Job Analysis 2) Job Description 3) Job Specification 4) Job Evaluation

JOB ANALYSIS
It is the process of objectively determining the specific duties, responsibilities and working conditions associated with a specific job, as well as the personal skills and qualifications required to perform that job satisfactorily. It investigates exactly what the worker does in a particular job, how he does it, why he does it, how much skills is required to do it and physical demands, environmental conditions associated with this specific job.

 Job analysis assesses what employees are doing. So it is the process of getting information about job. Uses of job analysis: Job analysis serves as the basis from which job description, job specification and job evaluation are prepared.

Job specification: Date Job title Department Division Code number Job position required Job summary Organizational relationship Job duties & responsibilities Job specification: Human traits Experience Qualifications Qualities of person

JOB DESCRIPTION:
Is a written statement of the duties, responsibilities and organizational relationships that are required of the employee in a given job. The components of job description are: 1. Date 2. Job title 3. Department 4. Division 5. Code number 6. Job summary 7. Job duties and responsibilities

Uses Of Job Description:

Serves as basis for selecting and recruiting an individual to fill the position. Essential for the placement and orientation of new employees. Essential for employee's performance evaluation, transfer and promotion. Useful in identifying the needs for employee's training. Helps to prevent both gaps and overlaps at work. Helps to prevent arguments among employees about who should do what.

JOB SPECIFICATION:
Job specification is derived from job analysis and job description. It is the personal qualifications, skills, physical and mental demands required for effective job performance. It answers the following questions: What human traits and experience are necessary to do this job? What kind of person to recruit for and qualifications needed? What qualities that person should be tested for? Uses of job specification: Helps for the purpose of recruiting and selecting the candidates to fulfil the job.

JOB EVALUATION
It is a systematic method of appraising the worth of each job in relation to all other jobs in the same organization. The purpose of job evaluation: 1) Determine the relative value of each job as a basis for equitable pay differentials. 2) Identify job factors that place one job higher than another in a value hierarchy. 3) Measure the number and amount of these factors in each job.