1. Unit 2 HRM - Elaki Page 1
Unit 2 – Human Resource planning
HRP
HRP is the process by which an organization ensures that it has the right number & kind of
people at the right place and at the right time, capable of effectively and efficiently completing those tasks
that help the organization achieve its overall objectives.
Recruitment process passes through the following stages:
1. Recruitment process begins when the personnel department receives requisitions for recruitment
from any department of the company, The personnel requisitions contain details about the
position to be filled, number of persons to be recruited, the duties to be performed, qualifications
expected from the candidates, terms and conditions of employment and the time by which the
persons should be available for appointment etc.
2. Locating and developing the sources of required number and type of employees.
3. Identifying the prospective employees with required characteristics.
4. Developing the techniques to attract the desired candidates. The goodwill of an organization in
the market may be one technique. The publicity about the company being a good employer may
also help in stimulating candidates to apply. There may be others of attractive salaries, proper
facilities for development etc.
5. Evaluating the effectiveness of recruitment process.
HRP is a Four-Phased Process
o The first phase involves the gathering and analysis of data through manpower inventories and
forecasts,
o The second phase consists of establishing manpower objectives and policies and gaining top
management approval of these.
o The third phase involves designing and implementing plans and promotions to enable the
organization to achieve its manpower objectives.
o The fourth phase is concerned with control and evaluation of manpower plans to facilitate
progress in order to benefit both the organization and the individual. The long run view means
that gains may be sacrificed in the short run for the future grounds. The planning process enables
the organization to identify what its manpower needs is and what potential manpower.
Recruitment
Recruitment process starts with selection and ceases with the placement of the candidate. It is the
first step in the manpower planning. It is done based on the company objective and policy.
Steps of recruitment
o Human Resource Planning
o Job Analysis
o Recruitment
o Selection
o Placement
Sources of recruitment
Internal sources
o Transfer
o Promotion
o Retrenched employee
o Retired employee etc
External sources
o Walk-ins
o Employee referrals
o Advertising

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o Educational associations
o Job fair
o Professional agency etc
Selection
Selection is the process of choosing people by obtaining and assessing information about the
applicants with a view to matching these with the job requirements. It involves a careful screening and
testing of candidates. It is the process of choosing the most suitable persons out of all the applicants. The
purpose of selection is to pick up the right person for every job.
Steps of Selection
o Completion of a formal application form.
o Interviewing.
o Testing.
o Reference checks.
o Physical examination.
o Final analysis and decision to hire or reject.
Sources of manpower supply
Internal Supply
o Promotion
o Movement among job
External Supply
o College and universities
o Consultants
o Competitors/unsolicited applications
New blood and new experience
Organizational needs to replenish lost personnel
Organizational growth and demands
Managing Short Supply
o Over time
o Use fo part time workers
o Transfers
o Outsourcing
o Contract workers
o Internal recruitment
Managing over supply
o Hiring freeze
o Early retirement offers
o Job sharing
o Use of part time workers
o Internal transfers
o Lay offs
o Leave without pay
o Termination
o Outplacement
Outsourcing
A practice used by different companies to reduce costs by transferring portions of work to outside
suppliers rather than completing it internally. Outsourcing is an effective cost-saving strategy when

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used properly. It is sometimes more affordable to purchase a good from companies with comparative
advantages than it is to produce the good internally.
Benefits of Outsourcing TO OWNERS & EXECUTIVES
o Reduce Liability
o Increase Employee Productivity
o Decrease Total Cost of Labor
o Increase profit
o Strategic Decision Making
o Reduce Turnover
o Focus On Business
BENEFITS TO HR MANAGERS
o Focus on People
o Reduce Workload
o Data Driven Management
o Eliminate Administrative Burden
o Keep Within Budget
Application blanks:
 Biographical Information
 Educational Information
 Work Experience
 Salary
 Extra Curricular
 References
Interview techniques:
INTERVIEW
A conversation designed to gather information for a specific purpose. –Generate data –Examine a
problem
PREPARE FOR THE INTERVIEW
Establish purpose, goals
Determine time and data
Avoid interruptions
OPEN THE INTERVIEW
Greet the individual
Establish rapport
Determine reason for interview
Role as EOR
Anonymity/privileged information
False Allegations
Time constraints/note taking

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CONDUCT THE INTERVIEW
Establish eye contact
Maintain interpersonal distance
Be aware of non-verbal behavior
Be Relaxed
Maintain rapport
Be aware of time
Maintain control and focus
Remain objective
Be honest
Ask appropriate questions
Allow interviewee’s story
Don’t be interviewed
CLOSE THE INTERVIEW
Acknowledge time limit
Summarize
Ask for additional comments
Explain next step
End the session
Establish follow-up
Extend appreciation, give phone number
RECORDING THE INTERVIEW
Arrange
Gather information
Document
Actions and Recommendations
Label
INTERVIEW FOLLOW-UP
Recommendations/commitments

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Close the case
Coordinate inquiry/investigation
TYPES OF QUESTIONS
Direct question
Open-ended question
Narrow question
Paraphrase question
Leading question
Yes/No questions
Loaded question
Placement:
Placement is the process of assigning specific job to each one of the selected candidates. It
involves assigning specific rank and responsibility to an individual. It implies matching the requirements
of a job with the qualifications of a candidate.
According to pigors and myers, “Placement is the determination of the job to which an accepted
candidate is to be assigned, and his assignment to that job”.
Induction:
According to Michael Armstrong, “Induction is the process of receiving and welcoming an
employee when he first joins a company and giving him basic information he needs to settle down quickly
and happily and start work”
Offer letter:
• Need a free, sample job offer letter that is suitable for most employee job offers? The job offer
letter is provided to the candidate you have selected for the position. Most frequently, the
candidate and the organization have verbally negotiated the conditions of hire and the job offer
letter confirms the verbal agreements`
Job Design
It is an attempt to create a match between job requirements and human attributes.
DEFINITION
“Job design is deliberate and systematic attempt to structure the technical and social aspect of
work so as to improve technical efficiency and job satisfaction”.
OBJECTIVES
 To meet the requirements of the organization, such as high productivity, technical efficiency and
quality of work.

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 To satisfy the needs of the individual employees such as job satisfaction in terms of interest,
challenge and achievement.
 To integrate the needs of the individual with the requirements of the organization.
Job analysis:
It is a detailed and systematic study of jobs to know the nature and characteristics of the people to
be employed on various jobs.
DEFINITION
According to Edwin B. Flippo
“Job analysis is the process of studying and collecting information Relating to the operations
and responsibilities of a specific job”.
The main purpose of job analysis is thus to collect the data and then to analyze the data relating
to a job. The data relating to the job may be classified as under.
 Job identification
 Nature of the job
 Operations involved in doing the job
 Materials and equipments required to do the job
 Personnel qualities required to do the job
 Relation of the job with other jobs in the organization
Job Description:
Job description discloses what, how and why the job is to be done
DEFINITION
According to Pigors and Myres
“Job description is a pertinent picture of the Organizational relationships, responsibilities
and specific duties that constitute a given job or position. It defines a scope of responsibility and
continuing work assignment that are sufficiently different from that of other jobs to warrant a specific
title”.
The preparation of job description is necessary before a vacancy is advertised. It tells in brief
the nature and type of a job.
Job Classification
Job classification is the last step of job evaluation which is concerned with the categorization of
jobs according to their pay scale. For example, high paying jobs are represented at the top of the
hierarchy.
Job Evaluation:

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It is a systematic technique which aims at determining the worth of a job
DEFINITION
ACCORDING TO EDWIN B. FLIPPO
“It is a systematic and orderly process of determining the worth of
a job in relation to other jobs”.
OBJECTIVES
 To know the worth of each job of the organization.
 To determine upon a standard procedure for determining the relative worth of each job in the
plant.
 To determine fair and equitable wage structure in the plant, industry and place.
 To ensure that equal wages are paid to persons with equal qualifications
 To ensure utmost job satisfaction to all employees.
 To provide a sound basis for consideration of wage rates for similar jobs in industry and
community.