Human resource planning by brishty

• Human resource planning is a process that identifies current and future human
resources needs for an organization to achieve its goals. Human resource
planning should serve as a link between human resource management and the
overall strategic plan of an organization.
• It is the HRP process which helps the management of the organization in meeting
the future demand of human resource in the organization with the supply of the
appropriate people in appropriate numbers at the appropriate time and place. Further,
it is only after proper analysis of the HR requirements can the process of recruitment
and selection be initiated by the management. Also, HRP is essential in successfully
achieving the strategies and objectives of organization. In fact, with the element of
strategies and long term objectives of the organization being widely associated with
human resource planning these days, HR Planning has now became Strategic HR
Planning
• Though, HR Planning may sound quite simple a process of managing the numbers
in terms of human resource requirement of the organization, yet, the actual activity
may involve the HR manager to face many roadblocks owing to the effect of the
current workforce in the organization, pressure to meet the business objectives and
prevailing workforce market condition

• Human Resource Planning (HRP) is the process of forecasting the future human
resource requirements of the organization and determining as to how the existing
human resource capacity of the organization can be utilized to fulfil these
requirements. It, thus, focuses on the basic economic concept of demand and supply in
context to the human resource capacity of the organization.
HR Planning, thus, help the organization in many ways as follows:
• HR managers are in a stage of anticipating the workforce requirements rather than getting
surprised by the change of events
• Prevent the business from falling into the trap of shifting workforce market, a common
concern among all industries and sectors
• Work proactively as the expansion in the workforce market is not always in conjunction
with the workforce requirement of the organization in terms of professional experience,
talent needs, skills, etc.
• Organizations in growth phase may face the challenge of meeting the need for critical set
of skills, competencies and talent to meet their strategic objectives so they can stand well-
prepared to meet the HR needs
• Considering the organizational goals, HR Planning allows the identification, selection
and development of required talent or competency within the organization.
It is, therefore, suitable on the part of the organization to opt for HR Planning to prevent any
unnecessary hurdles in its workforce needs. An HR Consulting Firm can provide the
organization with a comprehensive HR assessment and planning to meet its future
requirements in the most cost-effective and timely manner.

Objectives of Human Resource Planning
• To recruit and maintain the HR of requisite quantity and quality.
• To predict the employee turnover and make the arrangements for
minimizing turnover and filing up of consequent vacancies.
• To meet the requirements of the programmes of expansion,
diversification etc.
• To anticipate the impact of technology on work, existing employees and
future human resource requirements.
• To progress the knowledge, skill, standards, ability and discipline etc.
• To appraise the surplus or shortage of human resources and take actions
accordingly.
• To maintain pleasant industrial relations by maintaining optimum level
and structure of human resource.
• To minimize imbalances caused due to non-availability of human
resources of right kind, right number in right time and right place.
• To make the best use of its human resources; and
• To estimate the cost of human resources.

Benefits/Importance of HRP
• To meet up requirements of the organisation: To do work in the organisation, every
organisation needs personnel of desired skill, knowledge and experience. This human
resources requirement of organisation can be effectively fulfilled through proper human
resource planning. It helps in defining the number of personnel as well as kind of personnel
required to satisfy its needs. It ensures the reservoir of desired human resources as and when
required.
• Counterbalance insecurity and change: There must be proper utilisation of human and non-
human resources in the organisation. Sometimes the organisation may have adequate non-
human resources e.g. machines, materials and money but inadequate human resources as a
result, manufacturing process/production cannot be started. Human resource planning helps to
offset uncertainties and changes as far as possible and enables to ensure availability of human
resources of the right kind, at right time and at right place.
• It helps in checking labour imbalance: Human resource planning helps to anticipate
shortages and/or surpluses of manpower in the organisation. The shortage of manpower as
well as surplus of manpower is not good for the organisation. It proves very expensive for the
organisation. In case of shortage of human resources, physical resources of the organisation
cannot be properly utilized. In case of surplus of human resources, this resource may remain
under-utilized It helps in counter balancing the problem of shortage and surplus employees
very comfortably. Human resource planning helps in correcting this imbalance before it
become unmanageable and expensive.
• .

• Right-sizing the human resource requirements of the
organisation: In an existing organisation, there is a constant need for
right-sizing the organisation. In the organisation, some posts may fall
vacant as a result of retirement, accidents, resignations, promotions or
death of employees. Consequently, there is constant need of replacing
people. Human resource planning estimates future requirements of the
organisation and helps to ensure that human resources of right kind,
right number, in right time and right place.
• To meet expansion and diversification needs of the
organisation: It helps to execute future plans of the organisation
regarding expansion, diversification and modernization. Through
human resource planning it is ensured that employees in right number
and of right kind are available when required to meet these needs of
the organisation. It ensures that people of desired skills and
knowledge are available to handle the challenging job requirements

• Training and Development of Employees: There is constant
need of training and development of employees as a result of
changing requirements of the organisation. It provides scope for
advancement and development of employees through training
and development etc. Thus, it helps in meeting the future needs
of the organisation of highly skilled employees.
• Fulfil Individual Needs of the Employees: It helps to satisfy
the individual needs of the employees for promotions, transfer,
salary encashment, better benefits etc.
• Helps Formulation of Budgets: It helps in anticipating the
cost of human resources e.g. salary and other benefits etc. It
facilitates the formulation of human resource budget for various
departments/divisions of the organisation. So, it may also help
in, the formulation of suitable budgets in an organisation.
• To Check Joblessness: In the exercise of right-sizing of
employees by the organisation, some of the employees may
become surplus. It means their services are no more required in
the organisation. It tries to foresee the need for redundancy. It
plans to check job loss or to provide for alternative employment
in consultation with various concerned parties and authorities.

HR Planning process simply involves the
following four broad steps
Current HR
Supply
Future HR
Demand
Demand
Forecast
HR Sourcing
Strategy and
Implementation

PROCESS OF HRP
ENVIRONMENT
ORGANISATIONAL OBJECTIVES & POLICIES
HR Needs Forecast HR Supply
Forecast
HR PROGRAMING
HRP IMPLEMENTATION
CONTROL AND EVALUATION
SURPLUS SHORTAGE
(RESTRICTED HIRING, (RECRUITMENT
REDUCED HOURS, & SELECTION)
VRS,LAY OFF, etc)

PROCESS OF HRP
1.Analyzing the Corporate Level Strategies
2.Demand Forecasting
 Managerial Judgment
 Statistical Techniques
Ratio Trend Analysis
 Work Study method
 Delphi Technique
3. Analyzing Human Resource Supply
4. Estimating Manpower Gaps
5. Action Planning
6. Modify the Organizational Plans
7.Controlling and Review
TOP
MIDDLE
LOWER

• Human resource planning is a process through which the right candidate for the right
job is ensured. For conducting any process, the foremost essential task is to develop
the organizational objective to be achieved through conducting the said process.
• 1.Analyzing the Corporate Level Strategies : The objective to be achieved in
future in various fields such as production, marketing, finance, expansion and sales
gives the idea about the work to be done in the organization.
• 2. Inventory of Present Human Resources: From the updated human resource
information storage system, the current number of employees, their capacity, perfor-
mance and potential can be analysed. To fill the various job requirements, the
internal sources (i.e., employees from within the organization) and external sources
(i.e., candidates from various placement agencies) can be estimated.
• 3. Forecasting Demand and Supply of Human Resource: The human resources
required at different positions according to their job profile are to be estimated. The
available internal and external sources to fulfil those requirements are also
measured. There should be proper matching of job description and job specification
of one particular work, and the profile of the person should be suitable to it.

•
4. Estimating Manpower Gaps: Comparison of human resource demand and
human resource supply will provide with the surplus or deficit of human
resource. Deficit represents the number of people to be employed, whereas
surplus represents termination. Extensive use of proper training and
development programme can be done to upgrade the skills of employees.
• 5. Formulating the Human Resource Action Plan: The human resource plan
depends on whether there is deficit or surplus in the organization. Accordingly,
the plan may be finalized either for new recruitment, training, interdepartmental
transfer in case of deficit of termination, or voluntary retirement schemes and
redeployment in case of surplus.
• 6. Monitoring, Control and Feedback: It mainly involves implementation of
the human resource action plan. Human resources are allocated according to the
requirements, and inventories are updated over a period. The plan is monitored
strictly to identify the deficiencies and remove it. Comparison between the
human resource plan and its actual implementation is done to ensure the
appropriate action and the availability of the required number of employees for
various jobs.

• Current HR Supply: Assessment of the current human resource
availability in the organization is the foremost step in HR Planning. It
includes a comprehensive study of the human resource strength of the
organization in terms of numbers, skills, talents, competencies,
qualifications, experience, age, tenures, performance ratings, designations,
grades, compensations, benefits, etc. At this stage, the consultants may
conduct extensive interviews with the managers to understand the critical
HR issues they face and workforce capabilities they consider basic or
crucial for various business processes.
• Future HR Demand: Analysis of the future workforce requirements of the
business is the second step in HR Planning. All the known HR variables
like attrition, lay-offs, foreseeable vacancies, retirements, promotions, pre-
set transfers, etc. are taken into consideration while determining future HR
demand. Further, certain unknown workforce variables like competitive
factors, resignations, abrupt transfers or dismissals are also included in the
scope of analysis.
• Demand Forecast: Next step is to match the current supply with the future
demand of HR, and create a demand forecast. Here, it is also essential to
understand the business strategy and objectives in the long run so that the
workforce demand forecast is such that it is aligned to the organizational
goals.

• HR Sourcing Strategy and Implementation: After reviewing the
gaps in the HR supply and demand, the HR Consulting Firm develops
plans to meet these gaps as per the demand forecast created by them.
This may include conducting communication programs with
employees, relocation, talent acquisition, recruitment and outsourcing,
talent management, training and coaching, and revision of policies.
The plans are, then, implemented taking into confidence the mangers
so as to make the process of execution smooth and efficient. Here, it is
important to note that all the regulatory and legal compliances are
being followed by the consultants to prevent any untoward situation
coming from the employees.
Hence, a properly conducted process of HR Planning by an HR
Consulting Firm helps the organization in meeting its goals and
objectives in timely manner with the right HR strength in action.

HRP TECHNIQUES
DEMAND
FORECASTING
SUPPLY
FORECASTING

OBJECTIVES OF JOB ANALYSIS
 To communicate duties and responsibilities attached to a job
to the employees for their clear understanding
 Job information is organisational analysis and helps in work
flow analysis with respect to a job and also helps in
identification of redundant work elements in a job and thus
facilitates in job restructuring.
 It analysing the scope for internal hiring and the requirements
of external hiring for staffing various positions in the
organisation
 In setting performance standards and establishing job
objectives, job information is essential both in qualitative and
quantitative terms.

What should be
analysed?
Fundamental purpose of the job
 Work simplification
Approximate time spent on each task or specific area of
responsibilities.
Scope of the job and the inherent authorities related with job.
Support to personnel activities
Job climate including objectives and work environment.
Job conditions
Setting up of standards

• Job design (also referred to as work design or task design) is a
core function of human resource management and it is related to
the specification of contents, methods and relationship of jobs in
order to satisfy technological and organizational requirements as
well as the social and personal requirements of the job.
Job design is a continuous and ever evolving process that is aimed at
helping employees make adjustments with the changes in the
workplace. The end goal is reducing dissatisfaction, enhancing
motivation and employee engagement at the workplace.

Benefits of Job Design
The following are the benefits of a good job design:
• Employee Input: A good job design enables a good job feedback.
Employees have the option to vary tasks as per their personal and
social needs, habits and circumstances in the workplace.
• Employee Training: Training is an integral part of job design.
Contrary to the philosophy of “leave them alone’ job design lays
due emphasis on training people so that are well aware of what
their job demands and how it is to be done.
• Work / Rest Schedules: Job design offers good work and rest
schedule by clearly defining the number of hours an individual has
to spend in his/her job.
• Adjustments: A good job designs allows for adjustments for
physically demanding jobs by minimising the energy spent doing
the job and by aligning the manpower requirements for the same.

TECHNIQUES OF JOB DESIGN
Job design is a systematic organization of job-related tasks,
responsibilities, functions and duties. It is a continuous process of
integration of content related to job in order to achieve certain
objectives. The process plays a vital role as it affects the
productivity of employees and organizations.
• Telecommuting / Work from Home: Telecommuting or work
from home is considered as the best alternative of working from
the actual office. The concept of virtual office is gaining more and
more popularity because of ease and convenience associated with
it. By using computer networks, fax machines, telephones and
internet connection, employees can communicate and perform the
job from home. It eliminates the need of coming to office everyday
and offers employees the convenience to work at the comfort of
their home.

• Job Sharing: It is the second most preferable alternative of
traditional working styles where two or more individuals share the
responsibilities of a full time job. They divide the tasks,
responsibilities and compensation according to their mutual
consent. This option is generally used by women who are on
maternity leave or have family and kids to look after but want to
continue their job. These days, organizations are open to this kind
of working style where two or more individuals can share a job.
• Flexi-Working Hours: These days, organizations allow their
employees to work according to the timings that suit them best.
There are 3-4 working schedules and individuals can choose any
one of them depending upon their availability. Employees can
work in early hours as well as night hours. This is good for those
individuals who have colleges or some other engagements during
the day or specific hours of the day. The best part is that unlike
telecommuting, flexi-timings give them chance to communicate
with other employees too.

• Alternative Work-Patterns: Companies these days allow their
employees to work on alternate months or seasons. Though the
concept is not that common in India but can be seen in European
and American world of work. They also have the option of
working two to three full days and can relax after that.
According to the latest concept, employees can work for fixed
number of hours and then can attend to their personal needs during
the left days.
• Techno stress: Techno stress is the latest technology to keep a
check on employees’ performance even when they choose to work
from home. Because of the introduction of new machines, there
performance can be electronically monitored even when they are
not aware of it.
• Task Revision: Task revision is nothing but modification of
existing work design by reducing or adding the new job duties and
responsibilities to a specific job.

Human resource planning by brishty

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