HR Processes An Employee Life Cycle

Recruitment Introduction

Applies to the process of attracting potential employees to the organization or company Continues with the selection and cases with placement of the candidates Manpower planning to make it possible to acquire the number & type of people necessary to ensure the continued operation of the organization

Recruitment - Definition

William F Glueck Recruitment acts set of activities and organization uses to attract job candidates possessing appropriate characteristics to help the organization reach its objectives. Byars & Rue Rec Involves seeking & attracting a pool of people from which qualified candidates for job vacancies can be chosen

Factors Governing Recruitment

External Forces Supply & demand Unemployment Rate Labour Market Political Social Sons of soil Image Internal Forces Recruitment policy Recruitment HRP Size of the firm Cost Business Plans

Pre-requisites of a sound Recruitment Policy

Conformity with its general policies Should be

flexible enough to meet the changing needs of an organization. be designed so as to ensure employment opportunities on long term basis to achieve organizational match the qualities of employees Highlight the meeting of established job analysis

Principle elements governing Recruitment Policy

Identification of recruitment needs Preferred sources of recruitment Cost of recruitment and selection Criteria of selection techniques Role , if any , assigned to the Union in the formulation and implementation of Rec and selection policies

Sources of recruitment
Internal

External

Present , Permanent employees Present Temp/ Casual Retrenched / Retired Dependents of diseased , disabled , retired and present employees

Educational & Training Institutes Pvt employment agencies / consultants Public employment exchanges , Professional Associations Data banks Trade Unions

Recruitment practices in India

Internal sources Badli lists Central pool of candidates from which vacancies are filled Casual laborers Private / Public employment Exchange Labour Contractors Candidates introduced by friends & relatives of employees employee referrals Sons of the soil Retd and present employees Specified communities and categories

Factors involved in recruitment

Sourcing from prestigious Management Institute & thru reputed placement agencies All India Advertisement / Campus interview Traditional & orthodox organization meticulously going by rules Recruitment rules framed with an attitude of rigidity Time factor playing a vital role tapping the right persons at the right time Fixing the Interview and test in short notice causing failure in recruitment Fixing conducive venue for the interview to create best first impression Giving correct idea about compensation and benefits

Recruitment & Selection Process Flow chart

Manpower Planning

Job Description and person specification

Sourcing Strategy

Internal

External

Receive Applications

Essentials of selection Procedures

Some one should have the authority to select There must be some standard of personnel with which a prospective employee may be compared There must be sufficient number of applicants from whom the number of employees may be selected

Steps in selection procedure

Job Analysis selecting the right candidate after finalizing the job analysis, job description, job specification , etc Process of searching for prospective employees and stimulating them to apply for jobs in the organization. Application bank details of age, sex, Height and Weight, educational qualifications, experience etc written examination for screening purpose as a matter of elimination process to know and measure the candidates position on knowledge , aptitude , reasoning and English language Preliminary interview observational / personal appraisal method probing details Group discussion A method to bring applicants around a conference table to discuss either a case study or a subject matter Test Psychological tests and performance tests

Intelligence tests , Aptitude tests , Interest tests, Personality tests , Achievement tests / Trade tests

Interviews
Followed by

Informal interview Formal interview Planned Interview Patterned interview Non-directive interview Depth interview Stress interview Group interview Panel interview

1. Pre employment Medical examination 2. Final decision by the Line managers 3. Issue of Offer Letters 4. Placement 5. Orientation / Induction / Socialization of new employee 6. Integrating the personal skills / goals with the organizational requirement / goals

Manpower planning / Staffing

Concept of Manpower planning

Process by which Management determines how the management should move from its current manpower to its desired manpower utilization Described as formal planning in emphasizing the following .. Establishment and recognition of future job requirements Scanning the organization thru systematic manpower audit Assured supplies of qualified participants Development of available manpower Effective utilization of current and prospective workforce members

Need and importance of Manpower planning Helps to avoid sudden disruption of the production run of an enterprise enabling management to adopt suitable strategies To prepare for fresh demands in terms of numbers , skills and occupation to meet increasing demand due to updated technology and expansion / growth To cope with changing job requirement due to technological change & growing complexity in business Helps to give an overall corporate picture at the corporate level for identification of surplus / shortage of personnel

HR planning process

Manpower forecasts

On the basis of corporate goals and manpower analysis forecasting of manpower (ie) Kind of people needed for conduct of business in the given period

Manpower Inventory
Making an Inventory of present manpower resources and finding out the extent to which these manpower's are employed optimally.

Manpower Management
Planning scientific requirement , selection , training , development , utilization , motivation , compensation , etc to ensure that future manpower needs and development manpower plans for implementation

Quality of personnel

Knowledgeable workers need meaningful and challenging jobs Job itself can be the best motivators for productivity Job itself can satisfy higher level wants of workers Well designed jobs can attract talents, reduced turnover / Attrition rates , absenteeism , discharge , resignations etc Vacancies may be filled by promoting from within and partly recruiting from outside

System approach to Human Resource Management (4 inter related factors)

Human resource approach people constitute a form of capital and act as one of essential assets Personnel climate personnel environment conducive for development of Human Capital as long term investment capable of yielding rich dividends Human resource program to achieve the twin aims of productivity and satisfaction Human Resource System with relevant inputs , processing and outputs Five separate sub-systems are

Employment Development Utilization Compensation Maintenance

Process of Manpower process

Anticipating manpower needs Planning for job requirements & description Analyzing of skills to determine the nature of manpower Selecting adequate source of records

Steps involved in Manpower planning process

Step1 : job Analysis / job design - Mgt must define what work to be performed , how tasks to be carried out and allocated into manageable work units (jobs) Step 2 : job description & job specification refers to incumbent where a job specification with regard to qualification and experience needed to perform a job

Step 3 : forecasting procedures: Corporate planner has to forecast the number of people needed for a particular job can be done by forecasting the internal supply and external supply of the people who can perform the job Step 4 : Internal Supply of Manpower Six methods can be used to forecast the future human resource needs viz :

Planning for the statusquo Thumb rules Unit forecasting The Delphi Method Scenarios Computer Simulation

Planning for the status quo

Planning involves steps to replace any employees who are either promoted or who leave the firm. An example is Management succession planning which seeks to ensure that there is at least one qualified manager to replace any higher level manager in the organization

Thumb rules

This is on the basis of firms beliefs with regard to forecasting Human resource needs for ex, one firm believes that a ratio of one production supervisor for every 12 producers (Workmen) in optimal . This firm maintains this 1:12 ratio because it has proved successful in the past. Another thumb rule is based on past experience that one person can produce 2000 units of output per day and accordingly 5 employees needed for 10,000 units as a matter of forecast

Unit forecasting

This refers to the estimate of supervisors and managers with regard to forecasting Human resource needs for the next year unit wise this approach called as Bottom up approach to forecasting as the judgment are made by lower level management and added together at a higher level of the organization.

The Delphi Method

This method relies on Expert opinion in making long range forecasts this involves obtaining independent judgments from a panel of experts usually thru a questionnaire or interview schedule on certain issue affecting the nature and magnitude of demand for an organizations products and services

Scenario

These are all descriptive scenes allowing planners to consider several factors in combination to forecast human resource needs for each set of circumstances - for eg, one scenario might assume environmental conditions in the next three years to include a recession, the entrance of a new competitor in to a companys major market, and technological advances requiring some modifications in the production. Using this method, forecasts could be made for meeting human resource needs of each set of circumstances as portrayed in the separate scenarios this is useful in making mid - to long range forecasts of Human resource needs

Computer Simulation

This is one of the most sophisticated methods of forecasting human resource needs A computer is a mathematical representation of major organizational processes, policies and human resource movement thru organization computer simulations are useful in forecasting for human resources by pinpointing any combination of organizational and environmental variables.

Process flowchart depicting forecast on manpower planning

Corporate objectives

Demand for Manpower

Market Demand

Assess Manpower Supply

Labour Market

Existing

Potential

Manpower Estimate

Recruitment Plans

Training Plans

Promotion Success Plan Periodic reviews

Pay productivity Plans

Retirement Redundant plans

Recruitment as an important stage thru for reaching the destination of Human Excellence in an Organization