Unit 2-Human Resource Procurement

Job analysis and Design Human Resource Planning Recruitment

Selection process

The Process of Human Resource Planning

Organizations need to do human resource planning so they can meet business objectives and gain a competitive advantage over competitors.

Human resource planning compares the present state of the organization with its goals for the future Then identifies what changes it must make in its human resources to meet those goals

Overview of the Human Resource Planning Process

Human Resource Forecasting

HR Forecasting attempts to determine the supply and demand for various types of human resources, and to predict areas within the organization where there will be labor shortages or surpluses. There are three major steps to forecasting: 1. Forecasting the demand for labor 2. Determining labor supply 3. Determining labor surpluses and shortages

HUMAN RESOURCE INFORMATION SYSTEMS (HRIS) PERSONAL DATA Age, Gender, Dependents, Marital status, etc EDUCATION & SKILLS Degrees earned, Licenses, Certifications Languages spoken, Specialty skills Ability/knowledge to operate specific machines/equipment/software JOB HISTORY Job Titles held, Location in Company, Time in each position, etc. Performance appraisals, Promotions received, Training & Development

MEMBERSHIPS & ACHIEVEMENTS Professional Associations, Recognition and Notable accomplishments PREFERENCES & INTERESTS Career goals, Types of positions sought Geographic preferences CAPACITY FOR GROWTH Potential for advancement, upward mobility and growth in the company

Determining Labor Surplus or Shortage

Based on the forecasts for labor demand and supply, the planner can compare the figures to determine whether there will be a shortage or surplus of labor for each job category.
Determining expected shortages and surpluses allows the organization to plan how to address these challenges.

VACANCY ANALYSIS
Historic departures used to project turnover
LEVEL # EMPL TURN % Expected Vacancies Expected to Remain

TOP MGMT MID MGMT

100 200

20 % 24 % 22 % 16% 12 %

20 48 132 96 240

80 152 468 504 1760

LOW MGMT 600 SKILLED W 600 ASSY WKRS 2000

TOTALS

3500

536

2964

AVERAGE TURNOVER PERCENTAGE = 536 / 3500 =

.1531

Job Description

Succession Planning
Selection

Employment

Mutual Relations among Departments

Performance Planning & Measurement

Job Description

Career Path

Salary Training Needs Job Evaluation & Standards

Dismissal

Incentives

JOB DESCRIPTION : A job description is a written statement of what the job holder does, how it is done, why it is done. It should accurately portray job content, environment, and conditions of employment. A common format of job description includes the job title, the duties to be performed, the distinguishing characteristics of the job, and the authority and responsibility of the job holder. It is a development tool in as much as it gives role clarity, locates responsibility and chart out the ways and means by which the job can be enriched and made more meaningful

 Once a vacancy arises the human resource manager will first identify and record the responsibilities and tasks which are related to the job. After analyzing the responsibilities and tasks they are noted down which becomes the Job description for the job. It includes: A job title Department of the business in which the new employee would work Details of the tasks to be performed Responsibilities involved Place in the hierarchical structure Methods of assessing the performance

Job Specification On the basis of Job description, a job specification is made. It is a document which outlines the requirements, qualifications and qualities, skills and knowledge required for the job. It is also known as person specification.

Recruitment
Once managers know their staffing needs, they can begin to look for capable people to fill those needs. The process to do this is called recruitment. It is a process that locates, identifies, and attracts capable candidates for the work. For many organizations, this has become a critical activity. As the business demands change, so do the skills required. And there are some skill sets that are in high demand which means organizations have to have a good plan to locate the people with the unique skills.

 Process of locating, identifying, and attracting capable candidates Can be for current or future needs Critical activity for some corporations. What sources do we use for recruitment

 It is the discovering of potential of applicants for actual or anticipated organizational vacancies. It actually links together those with jobs and those seeking jobs. Flippo's definition: "It is a process of searching for prospective employees and stimulating and encouraging them to apply for jobs in an organization.

Thus the purpose of recruitment is to locate sources of manpower to meet job requirements and job specifications.

Internal Factors: 1. Recruitment policy of the organization 2. Human resource planning strategy of the company 3. Size of the organization and number of people employed 4. Cost involved in recruiting employees 5. Growth and expansion plans of the organization
External Factors: 1. Supply and demand of specific skills in the labour market. 2. Political and legal factors like reservations of jobs for specific sections of society etc 3. The job seekers image perception of the company.

Steps of a Recruitment Process: Personnel recruitment process involves five elements: 1. A recruitment policy 2. A recruitment organization 3. A forecast of manpower 4. The development of sources of recruitment 5. Different techniques used for utilizing these sources & a method of assessing the recruitment program

These five elements are further elaborated below:

1. Recruitment Policy:
It defines the objective of the recruitment and also provides a framework for the implementation of the recruitment program. The policy should be based upon corporate goals and needs. The criteria for selection and preferences should include merit and suitability.

2. Recruitment organization:
It is necessary to centralize the recruitment and selection function in a single office. This will bring about maximum efficiency and success in hiring. This centralized office is known as the Employee Office or the Recruitment Section.

3. Forecast of Manpower: This usually specifies: a. Jobs or Operations for which the person should be available. b. Duration of their employment. c. Salary to be offered & terms of the employment d. Necessary qualification and experience

4. Sources of Recruitment: There can be two kinds of sources for recruitment: a. Internal This includes personnel already on the payroll of an organization. Whenever there is a vacancy, somebody within the organization fills in or is upgraded. b. External These sources lie outside the organization

5. Methods of Recruitment: The possible recruiting methods

can be divided into three categories a. Direct In this method, recruiters visit colleges and technical schools, e.g. Infosys, the Tata Group, Accenture, IBM, Siemens and several other companies maintain continuous relationship with institutions to hire students for responsible positions. b. Indirect This involves advertising in newspaper, radio, T.V., journals etc. Advertising can be very effective if its media is properly chosen. c. Third Party methods This include use of commercial or private employment agencies, placement officials of schools, recruitment firms etc. Friends and relatives of present employees are also a good source from which employees may be drawn as part of the "Buddy Referral" programs.

Selection
Prediction exercise
Thus, Not Perfect

Decision-making exercise Purpose is to hire the person(s) best able to meet the needs of the organization

 After the completion of the recruitment process, the manager needs to decide who to hire. Selection is essentially both a prediction exercise and a decisionmaking exercise. In the prediction exercise, the manager is predicting which applicant will be successful on the job is hired. The manager is also undertaking a decision-making exercise--choosing among choices. It is important to always keep in mind that the manager is selecting the person who can best meet the needs of the organization.

Selection Procedure The Main Objective of a selection procedure is to determine whether an applicant meets the qualification for a specific job, and then to choose the applicant who is most likely to perform well in that job. The entire process of selection begins with an initial screening interview and concludes with a final employment decision. When a selection policy is formulated, organizational requirement like technical and professional dimensions are kept in mind.

Steps in selection procedure: 1. Reception of applications or preliminary screening 2. Application bank that gives a detail about the applicant's background and life history 3. A well conducted interview to explore the applicant's background 4. The physical examination 5. Psychological testing that gives an objective look at a candidates suitability for that job 6. A reference check 7. Final Selection approved by the manager 8. Communication of the decision to the candidate.

 Therefore the Selection Process can be pictorially represented in a flowchart as below:

Establishing Selection Process -> Identifying & choosing selection criteria -> Gathering information about potential employees -> Evaluating information for assessing applicant -> Making decision to select or reject -> Communicating decision

Thus the selection process should be planned such that human resource is efficiently used. The right person for the right job and inducting her/him into the organization or department successfully is the basic criteria of the entire process.

Employee Retention Strategies

The basic practices which should be kept in mind in the employee retention strategies are:
1) Hire the right people in the first place. 2) Empower the employees: Give the employees the authority to get things done. 3) Make employees realize that they are the most valuable asset of the organization. 4) Have faith in them, trust them and respect them.

5) Provide them information and knowledge. 6) Keep providing them feedback on their performance. 7) Recognize and appreciate their achievements. 8) Keep their morale high. 9) Create an environment where the employees want to work and have fun.

These practices can be categorized in 3 levels: Low, medium and high level.
Low Level Employee Retention Strategies 1)Appreciating and recognizing a well done job 2)Personalized well done and thank-you cards from supervisors 3)Congratulations e-cards or cards sent to spouses/families 4)Voicemails or messages from top management 5)Periodic days off for good performance

6)Rewards ( gift, certificates, monetary and nonmonetary rewards)

Recognizing professional as well as personal significant events Wedding gifts Anniversary gifts New born baby gifts Scholarships for employees children Get well cards/flowers Birthday cards, celebrations and gifts

7) Providing benefits Home insurance plans Legal insurance Travel insurance Disability programs

8)Providing perks: It includes coupons, discounts, rebates, etc. Discounts in cinema halls, museums, restaurants Retail store discounts Computer peripherals purchase discounts 9)Providing workplace conveniences On-site ATM On-site facilities for which cost is paid by employees

10) laundry facility for bachelors

11) Shipping services Assistance with tax calculations and submission of forms Financial planning assistance Casual dress policies Facilities for expectant mothers

12) 13) 14) 15)

Parking Parenting guide Lactation rooms Flexi timings

16) Fun at work Celebrate birthdays, anniversaries, retirements, promotions, etc Holiday parties and holiday gift certificates Occasional parties like diwali, holi, dushera, etc Organize get together for watching football, hockey, cricket matches Organize picnics and trips for movies etc Sports outings like cricket match etc Indoor games

17) Occasional stress relievers Casual dress day Green is the color day Handwriting analysis Tatoo, mehandi, hair braiding stalls on weekends Mini cricket in office Ice cream Fridays Holi-Day breakfast

18) Employee support in tough time or personal crisis Personal loans for emergencies Childcare and eldercare services Employee Assistance Programs ( Counseling sessions etc) Emergency childcare services

Medium Level Strategies for Employee Retention

1)Appreciating and recognizing a well done job 2)Special bonus for successfully completing firm-sponsored certifications 3)Benefit programs for family support Child adoption benefits

4) Flexible benefits 5) Dependents care assistance 6) Medical care reimbursement 7) Providing conveniences at workplace 8) Gymnasiums 9) Athletic membership program

10) Providing training and development and personal growth opportunities Sabbatical programs Professional skills development Individualized career guidance

High Level Strategies

1) Promoting Work/Life Effectiveness 2) Develop flexible schedules 3) Part-time schedules 4) Extended leaves of absence 5) Develop Support Services 6) On-site day care facility etc.

11) Encouraging professional training and development and/or personal growth opportunities: It can be done through: Mentoring programs Performance feedback programs Provide necessary tools to the employees to achieve their professional and personal goals Getting the most out of employee interests and talents Higher study opportunities for employees Vocational counseling Offer personalized career guidance to employees

12) Provide an environment of trust: Communication is the most important and effective way to develop trust. 13) Suggestion committees can be created 14) Open door communication policy can be followed

15) Regular feedbacks on organizations goals and activities should be taken from the employees by: Management communications Intranet and internet can be used as they provide 24X7 access to the information Newsletters, notice boards, etc.

16) Hire the right people from the beginning: employee retention is not a process that begins at the end. The process of retention begins right from the start of the recruitment process. 17) The new joinees should fit with the organizations culture. The personality, leadership characteristics of the candidate should be in sync with the culture of the hiring organization.

18) Referral bonus should be given to the employees for successful hires. They are the best source of networking.
19) Proper training should be given to the managers on interview and management techniques.

20) An internship program can be followed to recruit the fresh graduates.

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.

significance of placement
* It

improves employee morale.

* It helps in reducing employee turnover. * It helps in reducing absenteeism. * It helps in reducing accident rates.

* It avoids misfit between the candidate and the job.

* It helps the candidate to work as per the predetermined objectives of the organization.

What is induction
Once an employee is selected and placed on an appropriate job, the process of familiarizing him with the job and the organization is known as induction.
Induction is the process of receiving and welcoming an employee when he first joins the company and giving him basic information he needs to settle down quickly and happily and stars work.

objectives of Induction
Induction is designed to achieve following objectives: * To help the new comer to overcome his shyness and overcome his shyness nervousness in meeting new people in a new environment. * To give new comer necessary information such as location of a caf, rest period et * To build new employee confidence in the organization.

* It helps in reducing labor turnover and absenteeism. * It reduces confusion and develops healthy relations in the organization. * To ensure that the new comer do not form false impression and negative attitude towards the organization.

* To develop among the new comer a sense of belonging and loyalty to the organization.

Advantages of Formal Induction

* Induction helps to build up a two-way channel of communication between management and workers. * Proper induction facilitates informal relation and team work among employee. * Effective induction helps to integrate the new employee into the organization and to develop a sense of belonging.

* Induction helps to develop good relation.

* A formal induction programme proves that the

company is taking interest in getting him off to good start. * Proper induction reduces employee grievances, absenteeism and labor turnover. * Induction is helpful in supplying information concerning the organization, the job and employee welfare facilities.

contents of induction programme

A formal induction programme should provide following information: -

* Brief history and operations of the company. * The companys organization structure. * Policies and procedure of the company. * Products and services of the company. * Location of department and employee facilities. * Safety measures. * Grievances procedures. * Benefits and services of employee. * Standing orders and disciplinary procedures. * Opportunities for training, promotions, transfer etc. * Suggestion schemes. * Rules and regulations.