human resource planning (hrp) and job analysis

8/8/2019 Human Resource Planning (Hrp) and Job Analysis

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HUMAN RESOURCE PLANNING (HRP) & JOB ANALYSIS

Faculty: Dr. Seeta Gupta

5th Session: 25 January 2008

HRP is the process by which an Organisation ensures that it has the -

right numberand kinds of people

at the right places

at the right time and that

these people are capable of performing their tasks effectively and efficiently.

This helps the Organisation to achieve its overall objectives.

Maintaining a flexible workforce is the major challenge of the HR department and HRP helps it handlethis challenge.

A Human Resource professional would be better equipped for HRP if he has a good

understanding of:

Market dynamics

Changes in the economy

Organisational processes

Technological developments

HRP involves three key steps:

Assessing and making an inventory of the current Human Resources

Forecasting the Organisations Human Resource needs

Matching the demand and supply of Human Resources

Matching of supply and demand can help the HR department to identify areas in whichshortages and surpluses exist. When there is a need for downsizing, Organisations opt forretrenchment using techniques like lay-offs, leave of absence without pay, work-sharing,reduced work hours, early retirement, etc. to reduce the number of employees.

Effective HRP reduces the pressures on the management and employees, as both employmentand retrenchment would be well planned and phased out over a comfortable time span,AVOIDING UNPLEASANT CONSEQUENCES.

HRP in short, estimates the quantity and quality of people that will be required in the future.How many people will be required depends on the jobs to be staffed. Job related information is

available thru JOB ANALYSIS, hence JOB ANALYSIS is necessary for HRP.

JOB ANALYSIS is the process of determining and recording all the pertinent informationabout a specific job, including:

the tasks involved

the responsibilities attached to the job

the knowledge and skill set required to perform the job


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the abilities required to perform the job successfully

JOB ANALYSIS is about:

What an employee does

How he gets it done

Why he does it

Skill, education and training required

Relationship to other jobs

Physical demands, environmental conditions

Immediate products of this analysis are JOB DESCRIPTION & JOB SPECIFICATION

JOB DESCRIPTION & JOB SPECIFICATION

Duties, responsibilities, working conditions Employee qualifications, experience, knowledge, skills, abilities,

and activities of a particular job. Title of the Personality traits, manual dexterity, etc.

job is descriptive of what the job entails

Complete JD is essential, it is a defence

tool against cases of Discrimination

USES of JOB DESCRIPTION & JOB SPECIFICATION:

JOB ANALYSIS differentiates one job from the other, in an Organisation, and is based onOBSERVATION and STUDY.

JOB ANALYSIS provides the basic foundation (directly / indirectly) for most of HR activities, viz;

Recruitment

Selection

Job Design

Estimating job worth / Compensation

Training and Appraisal (KRAs)

STEPS in conducting a JOB ANALYSIS :

Step 1: Determine the purpose for conducting a Job Analysis

Step 2: Identify the jobs to be analysed

Step 3: Explain the process to employees and determine their level of involvement

Step 4: Determine the Data collection method and collect job analysis information

Observation

Interviewing jobholders / supervisors

Questionnaires and Checklists (Many pre-fabricated Questionnaires and Checklists are available); viz:

Comprehensive Occupational Data Analysis Program CODAP, Position Analysis Questionnaire (PAQ), MPDQ, Fynctional JobAnalysis (FJA) & CMQ

Step 5: Process the Job Analysis information

Step 6: Review and update frequently


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JOB DESIGN is a logical sequence to job analysis and specifies the contents of the job, the workmethods used and how the job relates to other jobs in the Organisation. It is an attempt to structureboth technical and social aspects of the job to attain a fit between an individual and the job. Thisenables employees to have better control over the aspects of their work, enhances QWL, harnessespotential of the worker and improves his performance.

METHODS of JOB DESIGN :

Work Simplification Breaking down into small sub-parts

Job Rotation gives relief from boredom

Job Enlargement Horizontal expansion of a job enhances responsibility, personal achievement, recognition

Job Enrichment Vertical expansion, wider range of duties added enhances responsibility, personal achievement, recognition

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human resource planning (hrp) and job analysis

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