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Human resource planning
Prof. Shrinivas
Human Resource is an important corporate asset and the overall performance of companies depends upon the way it is put to use. Globally Major issues in today’s organizations are skill shortages, competency gaps, redundancies, downsizing, rightsizing.
INTRODUCTION:
HUMAN RESOURCE PLANNING
The process of analyzing and identifying the need for and availability of Human Resources so that the
Organization can meet its objectives.
The Process of determining an Organization’s human resources needs.
Or
Contd., “HRP includes estimation of how many
qualified people are necessary to carry out the assigned activities, how many people will be available, and what , if anything, must be done to ensure that personnel supply equals personnel demand at the appropriate time in the future.”
-Terry L.Leap and Michael
OBJECTIVES OF HRP: Forecast future requirements of human resources with
different levels of skills. Assess surplus or shortage, if any, human resources
available over a specified period of time. Anticipate the impact of technology on job and requirements for human resources.
The ultimate objective is to relate future human resources to future enterprise needs so as to maximize the future return on investment in human resources.
Control the human resources already deployed in the organization.
Provide lead time available to select and train the required additional human resource over a specified time period.
Contd..
NEED AND IMPORTANCE OF HRP
Large numbers of employees who retire, die, leave organizations, or become incapacitated because of physical or mental ailments, need to be replaced by new employees. Human Resource Planning ensures smooth supply of workers without interruption
IMPORTANCE OF HRP1. FUTURE PERSONNEL NEEDS• Surplus or deficiency in staff strength• Results in the anomaly of surplus labour with the lack of top
executives2. COPING WITH CHANGE• Enables an enterprise to cope with changes in competitive
forces, markets, technology, products & government regulations
3. CREATING HIGHLY TALENTED PERSONNEL• HR manager must use his/her ingenuity to attract & retain
qualified & skilled personnel• Succession planning
4. PROTECTION OF WEAKER SECTIONS• SC/ST candidates, physically handicapped, children of the
socially disabled & physically oppressed and backward class citizens.
IMPORTANCE OF HRP5. INTERNATIONAL STRATEGIES• Fill key jobs with foreign nationals and re-assignment
of employees from within or across national borders6. FOUNDATION FOR PERSONNEL FUNCTIONS• Provides information for designing & implementing
recruiting, selection, personnel movement(transfers, promotions, layoffs) & training & development
7. INCREASING INVESTMENTS IN HUMAN RESOURCES• Human assets increase in value
8. RESISTANCE TO CHANGE AND MOVE• Proper planning is required to do this
IMPORTANCE OF HRP9. OTHER BENEFITS• Upper management has a better view of the HR
dimensions of business decision• More time is provided to locate talent• Better opportunities exist to include women &
minority groups in future growth plans• Better planning of assignments to develop
managers can be done
HRP Process Interfacing with strategic planning and scanning the
environment
Taking an inventory of the company’s current human
resources
Forecasting demand for human resources
Forecasting the supply of HR from within the
organization and in the external labor market
HRP Process Cont. Comparing forecasts of demand and supply
Planning the actions needed to deal with anticipated
shortage or overages
Feeding back such information into the strategic planning
process.
FACTORS AFFECTING HRPI. TYPE & STRATEGY OF ORGANISATION
Internal growth
Informal
Inflexible
Growth through M & A
Reactive
Flexible
Proactive
Formal
FACTORS AFFECTING HRPI. TYPE & STRATEGY OF ORGANISATIONII. ORGANIZATIONAL GROWTH CYCLES & PLANNING• Embryonic stage – No personnel planning• Growth stage – HR forecasting is essential• Maturity stage – Planning more formalized & less
flexible• Declining stage – Planning for layoff, retrenchment &
retirementIII. ENVIRONMENTAL UNCERTAINITIES• Political, social & economic changes• Balancing programmes are built into the HRM
programme through succession planning, promotion channels, layoffs, flexi time, job sharing, retirement, VRS, etc….
FACTORS AFFECTING HRPIV. TIME HORIZONS• Short-term & Long-term plans
V. TYPE & QUALITY OF FORECASTING INFORMATION• Type of information which should be used in
making forecastsVI. NATURE OF JOBS BEING FILLED• Difference in employing a shop-floor worker &
a managerial personnelVII. OFF-LOADING THE WORK
THE HRP PROCESS
HRP PROCESS..Organizational objectives and
policiesHR Needs forecast
HR Supply forecast
HR Programming
HRP Implementation
Control and evaluation of programme
Surplus Restricted Hiring,Reduced
Hours,VRS,Lay off etc
Shortage Recruitment and
Selection
HR Demand Forecast Demand forecasting is the process of
estimating the future quantity and quality of people required.
The basis of the forecast must be the annual budget and long-term corporate plan, translated into activity levels for each function and department
Demand forecasting must consider several factors both internal and external. Among external factors are
competition(foreign and domestic), economic climate, laws and regulatory bodies, changes in technology and
social factors. Internal factors include budget constraints,
production levels, new products and services, organizational structure and employee
separation.
Demand forecasting helps to :◦ Quantify the jobs necessary for producing a given
number of goods◦ Prevent shortage of people where and when they
are needed most◦ Determine what staff-mix is desirable in the future◦ Monitor compliance with legal requirements with regard to reservation of jobs ◦ Asses appropriate staffing levels in different parts of the organization so as to avoid unnecessary costs
Forecasting Techniques
Managerial judgment Ratio-trend analysis Work study techniques Delphi technique Other techniques
Managerial Judgment In this all managers sit together, discuss
and arrive at a figure which would be the future demand for labour.
This technique may involve a ‘bottom-up’ or ‘top-down’ approach. A combination of both could yield positive results.
Ratio-trend analysis This is the quickest forecasting technique. This technique involves studying past ratios,
say, between the number of workers and sales in an organization and forecasting future ratios, making some allowance for changes in the organization or its method.
Work-study techniques Work study techniques can be used when it
is possible to apply work measurement to calculate the length of operations and the amount of labour required.
Delphi technique• This technique is the method of forecasting
personnel needs.• It solicits estimates of personnel needs from
a group of experts, usually managers.• The HRP experts act as intermediaries,
summarize the various responses and report the findings back to the experts.
• Summaries and surveys are repeated until the experts opinion begin to agree.
HR SUPPLY FORECAST Supply forecasting measures the no of
people likely to be available from within and outside an organisation, after making allowance for absenteeism, internal movements and promotions, wastage and changes in hours and other conditions of work.
Need for supply forecast Quantify no of people and positions
expected in near future. Clarify the staff mixes. Prevent shortage of people Asses present staffing levels in different
parts of organization.
Supply Analysis Existing human resources
Internal sources of supply
External sources of supply
Existing human resources• Skill inventories – info about non-
managers. 1. Personal data 2. Skills 3. Special qualifications 4. Salary and job history 5. Company data 6. Capacity of individual 7. Special preference of individual
Contd..• Management inventories 1. Work history 2. Strengths 3. Weakness 4. Promotion potential 5. Career goals 6. Personal data 7. Number and types of employees supervised 8. Total budget managed 9. Previous management duties.
Uses of HR Information system
HR planning and analysis Equal employment Staffing HR development Compensation and benefits Health,saftey and security Employee and labor relations
Internal supply and techniques Inflows and outflows
IS= current supply – outflow + inflow
Turnover rate No of seperations during one year ×
100 Avg no of employees during the year Productivity level
Movement among jobs
External supply New blood and new experience
To replenish old personnel
Organizational growth and diversification
HR programming After personal demand and supply are
forecast the vacancies should be filled at right time with right employees.
HR Plan implementation Converting HR plan into action. Action programmes are..
Recruitment Selection & placement Training and development Retraining & redeployment The retention plan The redundance plan The succession plan
If Shortage of employees- Do-
Hire new full-time employees Offer incentives for postponing retirement Re-hire retired employees on part-time basis Attempt to reduce turnover Bring in over-time for present employees Subcontract work to another company Hire temporary employees Re-engineer to reduce needs
If surplus of employees is expected-Do-
Do not replace employees who leave Offer incentives for early retirement Transfer or reassign excess employees Use slack time for employees training or
equipment maintenance Reduce work hours Pay off employee
Barriers to HRPConflicts may exist between short term and
long term HR needs.Conflicts between quantitative and
qualitative approaches to HRP.Non-involvement of operating managers
renders HRP ineffective.