Human Resource Planning

Relationship between Job requirements

& HRM functions Job analysis Job Design

Meaning & Definition

HRP

is the process of forecasting an organizations future demand for, and supply of, the right type of people in the right number. HRP is the process by which an organization ensures that it has the right number and kind of people, at the right place, at the right time, capable of effectively and efficiently completing those tasks that will help the organization achieve its overall objectives.

Strategic Direction The HR Linkage

Vision & Mission Creation

Objectives & Goals: 5- 20 yr broad objectives

Strategy Gap analysis, SWOT

HR linkage Job Analysis

Employment Planning

Assessing Current Human Resources Developing profile of organizations current employees Internal analysis includes information about workers and skills they possess, education, training, prior employment, current position, performance ratings, salary level, languages spoken, capabilities, specialized skills etc. Need to retain & retrain if required Human Resource Information System / HRMS HRIS is developed to assist in HR inventory management. Database system that keeps important information about employees in central & accessible location. Data used for facilitating employment planning decisions. Succession Planning Consists of a Replacement Chart covers middle to upper level management positions. Objective Ensuring that another individual is ready to move into a position of higher responsibility It highlights positions that may become vacant due to retirements, promotions, transfers, resignations, or death of incumbent etc. Employee morale increases by 25% where succession planning occurs.

Employment Planning

Determining demand for labour Projection of future human resource needs by performing a year-byyear analysis for every significant job level & type. Focus on skills, knowledge & abilities required rather than only number of employees required. Predicting Supply Sources New hires, transfers, individuals returning from long leaves Decrease in internal supply Retirements, dismissals, transfers-out of unit, layoffs, voluntary quits, prolonged illness or death. Finding manpower Colleges, websites, technical training institutes, placement agencies etc Matching demand & supply Pinpoint shortages in number & skills Highlight areas where overstaffing may exist Keep abreast of opportunities existing in the labour market to hire qualified employees in order to satisfy current needs or stock pile potential candidates for future

HR Planning Process
Environment

Organizational Obj & Policies

HR Demand Forecast HR Programming HR Implementation Control & Eval of Prgm HR Supply Forecast

Surplus Restricted hiring, Reduced hours VRS, lay off etc

Shortage Recruitment & Selection

HR Demand Forecast
Demand Forecasting is the process of

estimating future quantity & quality of people required. Basis Annual budget & long term corporate plan translated into activity levels for each function & department.
Sales Budget Production Plan Number of hours by skilled workmen
No. & type of products to be produced in each period

Quality & Quantity of personnel

HR Supply Forecast
This process determines whether the organization will be

able to procure the required number of personnel and sources for demand given. Supply forecasting measures the number of people likely to be available from within & outside of an organization, after making allowance for absenteeism, internal movements & promotions, wastage & change in hours, and other conditions of work. The supply analysis covers:

Existing human Resources Internal sources of supply External sources of supply

Supply Analysis Existing human resources

Facilitated by HR Audits Audit of non-managers called skills inventory & those of management is called Management inventory Skills inventory:

Personal data age, gender, marital status Skills education, job experience, training Special qualifications professional body membership, special achievements Salary & job history Capacity of individual scores on psychological tests, health info etc Special preference of individual geographic location, type of job etc. Work history Strengths & Weaknesses Promotion potential Career goals Personal data Number of teams managed Total budget managed Previous management duties

Management inventory

Supply Analysis Internal Supply

Techniques used for Internal supply analysis: Inflows & Outflows:

Current personnel level outflows + inflows = internal supply of personnel in fiscal yr / given time period Outflows = Resignations, discharges, demotions, retirements, promotions. Inflows = Transfers, promotions Turnover rate : Number of separations during one year 100 Avg number of employees during one year Conditions of work & Absenteeism

Supply Analysis External Supply

New blood & personnel available Need to replenish lost personnel

Organizational growth & diversification creates need

Sources vary recruitment agencies, competitors, labour

market, references etc.

HR Programming & HR Plan Implementation

HR Programme : Reconciliation of organizations personnel

demand & supply forecast. HR Plan implementation Converting programme into action. For Shortage of employees following actions

Recruitment, Selection & Placement Identify source, search for suitable candidate. Training & Development internal staff / new hires to be trained appropriately Retraining & Redeployment Retention Plan Compensation plan, performance appraisal, provide better career opportunities, encourage good work environment, induction procedures, unsuitable recruits. Downsizing plan Redeployment, VRS, lay off, reduce work hours & reduce pay for all.

For Surplus employees following actions

Control & Evaluation Phase

Establishment of reporting procedures which will enable

achievements to be monitored against plan. Numbers employed against plan, employment costs against budget, trends in employment & wastage ratios etc.