UNIT – 2 RECRUITMENT AND SECTION

Job Analysis:

• Job analysis is the rigorous process of acquiring information about a jobs needed duties and the
human traits required to perform those duties correctly. The work products of job analysis are job
descriptions, which explain the job, and position specifications, which specify the type of person
to hire for the job.
• Job analysis is the process of gathering data about many aspects of a job. It collects and analyses
data about job descriptions and specifications. Job analysis could be considered the foundation of
human resource management because it serves as the foundation for many HR programming
duties.
• Job analysis is used for
1. Recruitment
2. Selection
3. Training
4. Performance evaluation
5. Compensation
6. EEO Compliance

The Job Analysis Steps (Process):

1. Determine the purpose of conducting job analysis

2. Identify the jobs to be analysed
3. Review relevant background data
4. Plan and execute the job analysis project
5. Write the job description and job specifications
6. Periodic review

What to Collect during Job Analysis?

1. Job Content
• It offers details about the numerous job tasks that are part of a specific job. It is a
detailed list of tasks that an employee must complete during their employment.
2. Job Context
• The situation or condition in which an employee performs a specific job is referred
to as job context.
3. Job Requirements
 • These are the basic yet specific qualifications that an applicant must meet to be
considered for a certain position.

Job Analysis Methods – Methods Used for Collection of Data:

1. Interview Method
2. Study and Observation Method
3. Self-Performance Method
4. Employee’s Job Diary
5. Questionnaire Method
6. Conference Method

Job Description:

Job description is an informative documentation of the scope, duties, tasks, responsibilities and working
conditions related to the job listing in the organization through the process of job analysis.

Components of Job Description:

1. Roles and Duties

2. Organization Goals
3. Educational Qualifications
4. Skills Needed
5. Salary Range

Steps to Write a Job Description:

1. Job title
2. Role summary
3. Duties
4. Qualifications
5. Role expectations
6. Reporting
7. Verification

Advantages of Job Description:

• There are many advantages of having a comprehensive job description given by a

company. Some of the advantages are mentioned below:
1. Helps companies understand the type of candidate they should search for based on title,
position and location.
 2. Employees are well aware about their job roles & duties.
3. Job description helps in understanding the workplace environment, benefits etc for a
prospective employee.
4. Helps in better recruitment & selection.
5. Job description clearly highlights all the requirements, objectives & goals that it wants an
employee to perform.

Disadvantages of Job Description:

• Despite being a thorough documentation related to the job, there are certain
limitation of job description:
1. They are time bound and can change with organization structure, industry policies,
company requirements etc.
2. It can only highlight the macro criteria of a job but cannot fully explain the obstacles,
emotional requirements etc related to the job.
3. Incomplete job description lacking quality information can misguide both the HR
manager as well as the employee.

Job Specification:

A job specification defines the knowledge, skills and abilities that are required to perform a job in an
organization. Job specification covers aspects like education, work-experience, managerial experience
etc. which can help accomplish the goals related to the job.

Components of Job Specification:

1. Educational Qualification
2. Experience
3. Skills and Knowledge
4. Personality Traits and Characteristics

Advantages of Job Specification:

• There are several benefits of having a comprehensive job specification. Some

advantages are listed below:
1. Job specification highlights all the specific details required to perform the job at its best.
2. It gives the HR managers a threshold and a framework on the basis on which they can
identify the best prospects.
3. Helps in screening of resumes and saves time when there are multiple applications by
choosing those who are closest to the job specification.
 4. HR managers can used job specification as a benchmark to evaluate employees and give
them required trainings.
5. It also helps companies during performance appraisal and promotions.

Disadvantages of Job Specification:

• There are certain limitations of job specification. Some of the disadvantages are
mentioned below:
1. It is a time-consuming process as it has to be very thorough and complete.
2. Job description is time bound and changes with changing technology and changing
knowledge & skill requirements.
3. It can only give a framework of emotional characteristics and personality traits but cannot
specify the experience or forecast complex issues is any.

Human resource planning:

• Human resource planning identifies the present and foreseeable demands of human
resources that an organization will require to reach its objectives. It aims to act as
a link between human resource management and an organization’s overarching
strategic plan.
1. Analyze labor supply
2. Forecasting labor demand
3. Balancing labor demand with supply
4. Implementing plan
5. Continue to train

Steps / Process:

1. Choosing the Goals

2. Examine the present personnel supply
3. Estimating Demand and Supply
4. Action plan
5. Training and Development

The advantages of such planning are:

1. Building abilities
2. Enhancing retention
3. Predictability
Disadvantages:

1. Expensive
2. Unpredictability
3. Illusionary

Difference between HRM & HRP:

• Method
• Nature of function
• Focus

Recruitment:

• Recruitment means announcing job opportunities to the public and stimulating them so that
several suitable people will apply for them. Recruitment is the process of discovering the
potential for actual or anticipated organizational vacancies.
• Recruitment refers to attracting, screening, and selecting qualified people for a job at an
organization or firm.

Definition of Recruitment:

Keith Davis states, “recruitment is finding and attracting capable applicants for employment. The
process begins when recruits are sought and ends when their applications are submitted.”

According to Edwin B. Flippo, “recruitment is the process of searching for prospective employees and
stimulating them to apply for jobs in the organization.”

Methods of Recruitment:

1. Direct Method
2. Indirect Method
3. Third Party Method

Selection:

• Selection is the process of recognizing and choosing the best candidate out of several potential
candidates for a job. The candidates who are not suitable for the job are eliminated.

Steps in Selection Process:

1. Preliminary screening
 2. Selection test
a. Intelligence test
b. Aptitude test
c. Personality test
d. Trade test
e. Interest test
3. Employment interview
4. Reference & Background checks
5. Selection decision
6. Medical examination
7. Job offer
8. Contract of employment

Induction and Placement:

• Placement is a process of assigning a specific job to each of the selected candidates. It involves
assigning a specific rank and responsibility to an individual. It implies matching the
requirements of a job with the qualifications of the candidate.
• Placement is understood assigning jobs to the selected candidates. Assigning jobs to employees
may involves a new job or different jobs.

Right placement of workers can have the following advantages:

1. Reduced labour turnover rate.

2. Reduced absenteeism rate.
3. Increased safety of workers and lower accidents.
4. Increased morale of workers.
5. Better human relations in the organizations.

While taking the placement decision, the following consideration or principles must be kept in
mind:

1. Job Requirements
2. Suitable Qualifications
3. Adequate Information to the Job Incumbent
4. Commitment and Loyalty
5. Flexibility
Induction of Employees:

According to Edwin B. Flippo, “Induction is concerned with introducing or orienting a new employee
to the organization. It is the welcoming process to make the new employee feel at home and generate
in him a feeling of belongingness to the organization”.

It is the first step in a proper communication policy which seeks to build a two-way channel of
information between the management and employees.

Contents of Induction Programme:

1. Company’s history, mission, vision and philosophy.

2. Products and services of the company.
3. Company’s organization structure.
4. Location of departments and employee services.
5. Employee’s activities like clubs, credit society.
6. Personnel policies and procedures.
7. Standing orders.
8. Rules and Regulations.
9. Terms and conditions of services.
10. Grievance procedures.
11. Safety measures.
12. Benefits and services for employees.
13. Training, promotions and transfer facility.
14. Career advancement schemes.
15. Counselling facility.

Induction Process:

1. Welcoming the New Employees

2. Induction with Immediate Superior
3. To Impart Detail Instructions

Induction Methods:

The following gives us an idea as to how new employees are inducted into the organization:

1. New employees are shown where they have to work and left to themselves for getting
acquainted with fellow workers, company rules, etc.
2. New employees are taken to the place of work and introduced to the supervisor/departmental
heads, who in turn introduce them to their task and fellow workers.
 3. The supervisor informs the new employees about the plant, company rules, nature of
product/products, process of production, etc. and
4. An old experienced employee (sponsor) introduces the new employees to their work and fellow
workers.

The information given to various categories of employees at the time of induction is noted to be
as follows:

1. Information about the organization,

2. Information about the company product/products,
3. Information about the working rules and regulations,
4. Information about the company’s benefit plans in operation,
5. Information about the company’s recreational and educational activities,
6. Information about the union (if the company is unionized).

HRIS:

• A Human Resource Information System is a system that assists to keep data of all the employees
and details about them, which is done through a series of inter-related databases.
• HRIS frames a connection between human resource management and information technology
and provides software actions, operations and procedure to administer employees.
• It combines the activities related to human resource management and information technology
into a database by using ERP software.\
• Sage ABRA HRMS, PeopleSoft, Oracle E-Business Suite HRM, and UltiPro HR are some of
the most used software; these uphold and provide long-term growth strategies.
• Walker (1982) described HRIS as a systematic procedure for collecting, storing, maintaining,
retrieving, and validating data needed by an organization about its human resources, personnel
activities, and organization unit characteristics.
• HRIS is a system of collecting, allocating, transforming, reporting and disassembling the
information and record needed for productive and potent management of human resources in an
organization system.
• It is a system which collects, stocks, shapes, evaluates and distributes essential information about
an organization's human capital.

HRIS has three components:

1. Input
2. Storage
3. Output
Importance Of HRIS:

• Organizations where there is a huge number of human capital, it is necessary and mandatory to
maintain employee databases for recording human resource issues.
• The diverse organizations in the geographical spread area require well-timed and detailed
information for human capital management, to save cost and inaccuracy.
• HRIS is a centrally stored database that helps in making timely decisions, as compensation
packages in the modern world are complex.
• Organizations have to comply with various laws of the land. HRIS is a computerized information
system through which accumulation and recovery of data are quick and accurate. The
organisation, with the help of it, can comply with statutory requirements and laws easily.
• As it enables computerization of human resource information systems, employees’ information
records can be combined and recaptured for cross-referencing and forecasting.
• Progressive companies have initiated computerized information systems to provide support in
collective bargaining, orientation, training and development, performance appraisal
• HRIS can also be used in almost all the operations of human resource management.
• Along with facilitating the functioning of the HR department, it aids in developing
communication of the HR department with other departments of the organization.

Objectives of HRIS:

• To provide recruitment information, including advertisement, applicants information, job

specification and placement data.
• To supply personal administration information, including employee concerning leaves, transfer,
promotion, increment in pay etc.
• To offer employees planning information, including manpower mobilization, career and
succession planning and skill development plans.
• Offer training information, which includes designing course material for upcoming training and
appraising the training programme etc.
• Provide health information, consisting of information about health, safety and welfare of human
resources.
• Provide appraisal information that is required for promotion, career development and succession
planning.
• Payroll information which includes data related to compensation plans such as wages, basic
salaries, incentives, rent allowances, fringe benefits, provident funds etc.