Professional Documents
Culture Documents
Human Resource Planning: Job Analysis & Methods Job Description & Job Specification Demand forecasting & Supply Forecasting Surplus and Deficit of Employees
It is a systematic exploration of the activities within a job. It is the process of studying & collecting information related to the operations & responsibilities of a specific job.
Job Analysis
Job facts are gathered, analyzed, and recorded, as the job exists.
When an organization is founded & a job analysis program is initiated for the first time. It is formed when new jobs are created. Jobs being significantly changed as a result of new technologies, methods, procedures or systems. Job Description & Job Specification are products of job analysis. Job Analysis in a jobless world - flatter organization, work team, boundary less organization
Objectives of HRM
Staffing
The goal is to define the ideal individual for a job from the perspective of the company, its strategy, & the employees with whom the new hire will work. Training & Development (role based competencies)
Employee safety
Job evaluation
Questionnaires*
Observation
Interviews Diary method . Critical incidents Panel of experts
Information input where and how the worker gets the information he or she uses on the job. Eg., use of written material
Mental processes - What reasoning, decision making, planning are involved in the job Eg., coding / decoding Physical activities - What physical activities does the employee perform and what tools or devices does he/she use? Eg., assembling/disassembling Use of keyboard devices
Job context- In what physical and social context is the work performed? Relationships with other people - What relationships with other people are required in performing the job? Eg., instructing contacts with people, customers Other job characteristics what activities, conditions, or characteristics other than those described above are relevant to the job? Eg., specified work place amount of job structure
Put the worker at ease; establish rapport. Make the purpose of the interview clear. Help the worker to think and talk according to the logical sequence of the duties performed. Ask the worker only one question at a time. Phrase questions carefully so that the answers will be more than just yes or no. Avoid asking leading questions Secure specified and complete information pertaining to the work performed and the workers traits Consider the relationship of the present job to other jobs in the department. Control the time and subject matter of the interview. Be patient and considerate to the worker. Summarize the information obtained before closing the interview.
Interviews
Organizational analysis
Selection of representative positions to be analyzed Collection of job analysis data Preparation of job description Preparation of job specification
Job Analysis
Job Title Job Description Written statement of what the job holder is expected to do, how it is done, under what conditions it is done and why it is done. Job Location/Department Job No./Code Grade/Level
Contents
Job Summary Duties to be performed Reporting Relationship Percentage of time to be devoted to each task if possible Machines, Tools & Materials Relation to other jobs Nature of supervision Working environment & possible hazards
Inputs can be taken from observation of the job being performed, discussion with supervisor & employees, questionnaires filled by the supervisors & employees
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Job Analysis
Job Specification Job Specification is a document which states the minimum acceptable human qualities & qualifications necessary to perform a job properly.
Physique & health Appearance Mental Abilities Special Abilities Professional/Technical skills Personality Traits
Job Specification translates the job descriptions into human qualifications & at times levels of performance. It Serves as guide in hiring & is used in job evaluation.
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Both the Coca-Cola Company and PepsiCo manage their employees in unique ways that match their strategies. Coke hires liberal arts graduates (and rarely MBAs) with no corporate experience and trains them extensively. Employees are committed to the company because they can count on lifetime employment, seniority-based salary increases, and promotion from within. In this family culture, decision making is centralized. The companys human resource management practices produce career managers who have been thoroughly socialized into understanding the company trademark, which is the most recognized in the world, and its value.
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Pepsi is not Coke. Pepsi succeeds by targeting market niche where coke is not dominant and finding new markets through diversification. The human resource management practices have to produce employees who are innovative. Its people management practices have to produce employees who are innovative. Its people-management process consists of hiring experienced employees, many with advanced degrees, and fast tracking those employees who demonstrate early successes. In this individualistic culture, there is almost no job security and no guaranteed promotion from within. What Pepsi achieves is a continuous flow of new ideas (from experienced and intelligent employees) These two succinct examples illustrate the concept of aligning HR practices, policies and philosophies with organizational strategy.
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HRP
In the opinion of Coleman, HRP is the process of determining manpower requirements and the means for meeting those requirements in order to carry out the integrated plan of the organization. HRP is a forward looking function as human resource estimates are made well in advance. It is, of course, subject to revision. Aggressive domestic and global competition, have made strategic planning virtually mandatory. 2 phases of HRP a. Projection of future manpower requirements b. Developing manpower plans for the implementation of projections.
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Objectives of HRM
HRP Forecast personnel requirements The basic purpose of HRP is to decide what positions the organization will have to fill and how to fill them. Cope with changes such as changes in technology, marketing, management Use existing manpower productively
HRP Helps to
Promote employees in a systematic way Organizations use HRP to meet future challenges, cut costs, and achieve greater effectiveness
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How many employees leave the organization every year? In which areas of business do we tend to lose the maximum number of employees?
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HRP
Demand Forecasting .
Supply Forecasting
Demand = Supply
Surplus of workers
Shortage of Workers
No Action
R&S, Overtime, Outsource activities, BPR, Rehire retired employees, temporary employees, Retraining
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Economic factors, including general, regional & global conditions. Industry & competitive trends , including new processes, services Technological changes, including IT, innovations & automation Government & legislative issues. . Social concerns, including child care, elder care, the environment & educational priorities Demographic & labor market trends including age, composition, and literacy
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Strategic Planning
Involves a set of procedures for making decisions about the organizations long term goals and strategies.
Process of anticipating & making provision for the movement of people into, within, and out of an organization
Combines strategic planning & HR planning. It can be considered as the pattern of human resource deployments and activities that enable an organization to achieve its strategic goals
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Mission, Vision & Values External Analysis Strategy Formulation Internal Analysis
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Evaluation
Lal Bahadur Shastri Institute of Management, Dwarka
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Growth & diversification ; IBM & GE Mergers & acquisitions; HP & Compaq
Strategic alliances & joint ventures; Sony Ericsson, Renault SA and Mahindra & Mahindra Ltd. Sony Ericsson is a joint venture established in 2001 by the Japanese consumer electronics company Sony Corporation and the Swedish telecommunications company Ericsson to make mobile phones. Reason was to combine Sonys consumer electronics expertise with Ericssons technological leadership. Renault is Frances largest car maker and Mahindra & Mahindra Ltd. Is Indias largest maker of SUVs. The two companies have come together to make Logan Sedan in India.
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HR Issues
Key HR Activities
Identifying reasons for the M&A Forming M&A team/leader Searching for potential partners Selecting a partner Planning for & learning from managing the process Selecting the integration manager (s) Designing/implementing transition teams Creating the new structure/strategies/leadership Retaining key employees Managing the change process Communicating to and involving stakeholders Developing new policies & practices Solidifying leadership & staffing Assessing the new strategies & structures Assessing the new culture Assessing the concerns of stakeholders Revising & learning
Participate in preselection assessment of target firm Assist in conducting thorough due diligence assessment Participate in planning for combination Assist in developing HR practices that support rapid learning & knowledge transfer Assist in recruiting & selecting Assist with transition team design & staffing Develop retention strategies & communicate to top talent Assist in deciding who goes Facilitate establishment of a new culture Provide assistance to ensure implementation of HR policies & practices Participate in establishing criteria & procedures for assessing staff effectiveness Monitor the new culture & recommend approaches to strenghten it Participate in stakeholder satisfaction
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Staffing tables Markov Analysis Inventory Report HRIS / HRMS Replacement Charts Succession Planning
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Markov Analysis
It shows the percentage (and actual number ) of employees who remain in each job from one year to the next, as well as the proportions of those who are promoted, demoted, or transferred, or exit the organization It can be used to track the pattern of employee movements through various jobs and to develop a transition matrix for forecasting labor supply.
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Section Heads
Dept. Heds
Sales Executives
Exit
20% 3
10% 29
72% 207 6% 86
2% 6 74% 1066
301
1072
353
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Date printed : 1-4-2004 Department : Work experience From 1998 2000 2002 To 2000 2002 2003 T ax clerk Accountant Officer Special Qualifications Year 1998 1995 Course DBF Risk Management Position preference Accounting Auditing Date 1996 1999 Location choice Kolkata Delhi Bangalore M em be rsh ips 1. AIMA 2. ISTD 3. ICA Hobbies ABC Company XYZ Co. 41
Languages
French
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Succession Planning The process of identifying, developing, & tracking key individuals so that they may eventually assume top-level positions. Research suggests that in organizations where S.P efforts occur, employee morale is increased by 25%.
In 1994, years before he retired from GE, Jack Welch had started the succession planning process. SP is an ongoing, rigorous and challenging process at GE. GE adopted SP right from the mid 1900s. At GE, succession planning was not confined to only the top management, but was applies across all tiers of management. The managers of GEs various businesses were encouraged to identify potential candidates and fulfil their development needs, and transform them into efficient leaders ready to take up top jobs at the company.
Jack Welch
The company mainly used annual performance reviews for identifying potential candidates, until early 1980s. However, after Welch took over as the CEO, the SP process at GE became a more systematic process, with the use of various analytical tools and the involvement of the top management in leadership development and SP. Since early 1980s, the annual Human Resource Reviews had been at the heart of SP at GE. This process was reportedly given as much importance as financial monitoring in GE.
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Succession Planning
CEO Succession Planning During Welchs tenure of two decades as CEO, GE transformed itself from a manufacturer of light bulbs and appliances into an industrial conglomerate, with annual revenues increasing from $27.9 billion to $130 billion. He developed a list of qualities, skills and characteristics a CEO should essentially have. So, GE was ready for its nest CEO, years before it finally had to make the decision in 1999. The SP by Welch for his post had started way back in 1994, when Welch with help of Bill Conaty and Chuck Okosky, both VPs, HR & ED, created a list of essential qualities, skills and characteristics an ``ideal CEO should possess. The list mainly included elements such as integrity and values, vision, leadership, experience, edge stature, fairness, energy, balance, insatiable appetite for enhancing knowledge, courageous advocacy, and most importantly, stomach to play for high stakes and being comfortable operating under a microscope. As part of CEO succession planning, GE shifted its key candidates from one business to another to enable them to gain experience across all its businesses.
Jack Welch
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Succession Planning
The three candidates for the top spot at GE were Jeff Immelt the President and CEO of GE Medical Systems, W.James McNerney CEO of GE Aircraft System, and Robert L. Nardelli President and CEO of GE Power Systems. Jeff Immelt gets Selected In Nov2000, GE announced that Jeff Immelt would be the successor to Jack Welch, the Chairman and CEO of the Company. Welch was to retire in Sep, 2001, after a successful stint at GE. The announcement ended the battle that was viewed on Wall Street as the hottest corporate succession race of the decade.
Jeff Immelt
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Succession Planning
Welch wrote in his autobiography, that choosing between the final trio ``was the most difficult and agonizing decision I ever had to make...all the three exceeded every expectation we set for them. Their performance was off the charts. Any one of the three could have run GE. Acc. To Welch it was his nose and his gut which prompted him to select Immelt. Analysts believed that the fact that Immelt was younger than the other two aspirants at 44 years of age, contributed to his selection. GE is known to favour steady leadership over a long period. Since Immelt was six years younger than his rivals, he would have an opportunity to plan for a further 20 years at GE, like Welch who became the CEO at about the same age, and stayed with the company to implement his plans. Welch too characterised Immelt as ``a natural leader, and ideally suited to lead GE for many years adding weight to this view. The fact that McNerney and Nardelli were taken on as the CEOs of 3M and Home Depot resp., within weeks of their losing out to Immelt, was itself taken by observers as testimony of Corporate Americas confidence in leaders groomed by GE.
Jack Welch
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Division: Accounting & T axation Manager A.T . Roy C/2 Central Region Manager S.P . Kumar A/1 R. Pandey B/3
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New hires Contingent workers Transfer-in Promotions-in Demotion-in Individuals returning from leaves
Retirements Dismissals Transfer-out Promotion out Layoffs Voluntary quits Sabbaticals Prolonged illness
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Expert Forecasts Delphi Technique Nominal Group Technique RatioTrend Analysis Workload Analysis
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The HRP experts act as intermediaries, summarize the various responses & report the findings back to the experts.
The distinguishing feature of Delphi technique is the absence of interaction between the experts.
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If span of control in the unit is 10 per officer, then 3 officers are also required.
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HRP
Manpower Gap Analysis
This is used to reconcile the forecasts of labor demand and supply. This process identifies potential skill shortages or surpluses of employees, skills and jobs Estimating Manpower Requirements
1 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Number required at the beginning of the year Changes to requirements forecast during the year T otal requirements at the end of the year (1+2) Number available at the beginning of the year Additions (transfers, promotions) Separations (retirement, wastage, promotions out and other losses) Total available at the end of year (4+5+6) Deficit or surplus (3-7) Losses of those recruited during the year Additional numbers needed during the year (8+9)
Year 2
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HRP
Surplus & Deficit of Workforce
Surplus of Workforce Organizational downsizing & restructuring Making layoff decisions Retrenchment Voluntary Retirement Scheme Restrict Hiring Reduce work hours Use slack time for employees training or equipment maintenance Transfer out, promotion out, demotion out
Deficit of Workforce Hire new full time employees Overtime Outsource activities to other companies/consultants Attempts to reduce labor turnover Business Process Reengineering to reduce the needs Rehire retired employees on a part time basis Hire temporary employees Training & Development Transfer in, promotion in, demotion in Retraining & Redeployment(to assign people to new positions or tasks).
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