Human resource management

1. Prepared by Ms. Shery Asthana
Asst. Prof. (Greater Noida Institute of Management)

2. Procurement is a fancy term meaning “to get.” To procure something means to find
and retrieve something, usually an item or a service.
Procurement is first operational function of Human resource or personnel
management. Procurement is subjected to procuring and employing people who
fits the position and have necessary skill set, mindset, attitude and
HR Procurement
• Procuring people: People are a resource – many would say a business’s most
important resource (and certainly one of the most expensive). Procurement, then,
for HR, is the function of their job that makes them the expert in finding and
obtaining this resource. This part of HR usually falls under recruitment, with
recruiters focusing their time and skills in this area.
• Procuring supplies: HR is also often responsible for physically ordering office
supplies that the people in the office need and use. Anything from printer paper to
coffee to pens (and in many small businesses the furniture, etc.) is often taken care
of by a human resource manager. Supplies might also mean the physical needs of a
business-sponsored event, whether it’s tables and banners and streamers or food,
drink, a guest speaker, and sound equipment.

3. Procurement Functions
• Job analysis:- Job analysis in human resource management (HRM) refers to the process
of identifying and determining the duties, responsibilities, and specifications of a
given job. Job analysis in HRM helps establish the level of experience, qualifications,
skills and knowledge needed to perform a job successfully.
• Manpower planning:- Manpower planning is the process of estimating the optimum
number of people required for completing a project, task or a goal within time.
Manpower planning includes parameters like number of personnel, different types
of skills, time period etc.
• Recruitment:- Recruitment refers to the process where potential applicants are
searched for, and then encouraged to apply for an actual or anticipated vacancy.
• Selection:- Selection is the process of hiring employees among the shortlisted
candidates and providing them a job in the organization.
• Placement:- Placement is the process of assigning a specific job to each one of the
selected candidates.
• Induction:- Induction is the process for welcoming newly recruited employees and
supporting them to adjust to their new roles and working environments. Starting a new
job can be a stressful experience and new employees need help to settle in.
• Internal mobility:- Internal mobility is the movement of employees to new
opportunities within the same company. These opportunities can include new
positions, supplementary projects, mentorships, job swaps etc.

4. Internal mobility:-
The literal or vertical movement such as promotion transfer demotion or separation of an
employee within an organisation is called internal mobility. It may take place between jobs in
various departments aur aur division. Some employees main leave the organisation for
reasons such as better prospects retirement termination etc. Such moments are known as
external mobility.
Purpose of Internal Mobility:-
Improve organisational effectiveness:- organisations want to be e lean and clean. To this
end structural defects may have to be eliminated, unwanted positions removed and other
jobs redesigned. Internal mobility increases every such changes within an organisation.
Improve employee effectiveness:- knowledge skills and abilities can we put to use if there
is is a good equation between what the person has and what the organisation demand.
Throw promotions and transfers organisation try to Bridge such gaps.
Adjust to changing business operations:- During a boom there might be e a phenomenal
demand for new skills. Finance professionals were in great demand for example during the
early nineties in a recession layoff may be needed to cut down cost and survive. Likewise
short term adjustments may have to be carried out in case of death for illness of an
employee.
Ensure discipline:- demotion causes loss of status and earning capacity. Demoted
employee has to learn new ways of getting things done and adjust to a a new setting.
Demotions can be used to ensure discipline and to correct wrong placements and job

5. Job Analysis
Job analysis is a formal and detailed examination of jobs. It is a systematic investigation off the
task,duties and responsibilities necessary to do a job.
A task is an identifiable work activity e carried out for a specific purpose for example:- typing a
letter.
A Duty is a larger work segment consisting of several task that are are performed by an
individual for example:- pick up short out and deliver incoming mail.
Job responsibilities obligations to perform certain task and duties.
Job analysis is an important personal activity e because it identifies what people do in their jobs
and what they require in order to do to the job satisfactorily. This information about a job is
usually collected through structured questionnaire.
https://www2.slideshare.net/harveabella/job-analysis-questionnaire-10544053
Use of Job Analysis :-
Human resource planning
Recruitment & selection
Placement and orientation
Training & counselling
Employee safety
Performance appraisal
Job design And re-design

6. Job Analysis in HRM –Important Concepts: Job, Job
Description, Position Description, Job Specification
and Job Design
1. Job:
In simple language, a job may be understood as a division of total work into
packages/positions. According to Dale Yoder, “A job is a collection or
aggregation of tasks, duties and responsibilities as a whole, is regarded as a
regular assignment to individual employees and which is different from other
assignments”.
2. Job descriptions :
Job descriptions are based on objective information obtained through job
analysis, an understanding of the competencies and skills required to
accomplish needed tasks, and the needs of the organization to produce work.
Job description clearly identifies and spells out the responsibilities of a specific
job. Job descriptions also include information about working conditions, tools,
equipment used, knowledge and skills needed, and relationships with other
positions.

7. 3. Position Description:
The Human Resources Director originates and leads Human Resources
practices and objectives that will provide an employee-oriented, high
performance culture that emphasizes empowerment, quality, productivity
and standards, goal attainment, and the recruitment and on-going
development of a superior workforce.
4. Job Specification:
It is a standard of personnel and designates the qualities required for an
acceptable performance. It is written record of the requirements sought in an
individual worker for a given job. It refers to a summary of the personnel
characteristics required for a job. It is a statement of the minimum acceptable
human qualities necessary for the proper performance of a job.
5. Job Design:
Job design is the division of the total task to be performed into the
manageable and efficient units- positions, departments and divisions-and
to provide for their proper integration.

8. 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 filling 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

10. Recruitment and Selection
Recruitment and selection is the process of identifying the need for a job, defining
the requirements of the position and the job holder, advertising the position and
choosing the most appropriate person for the job.
the success of any business depends to a large extent on the quality of its staff.
Recruiting employees with the correct skills can add value to a business and
recruiting workers at a wage or salary that the business can afford, will reduce costs.

11. Managing job applications
For many jobs, a business will ask applicants to provide a Curriculum Vitae (CV).
This is a document that the applicant designs providing the details such as:
Personal details:- Name, address, date of birth, nationality
Educational history:- Including examination results, schools/universities
attended, professional qualifications
Previous employment history:- Names of employers, position held, main
achievements, remuneration package, reasons for leaving
Suitability and reasons for applying for the job
A chance for applicants to 'sell themselves'
Names of referees:- Often recent employer or people who know applicant well
and are ideally independent

12. Comparison Recruitment Selection
Meaning
An activity of searching for potential
candidates and encouraging them to apply.
A process of selecting the best
candidates and offering them the
job.
Approach Positive – seeking out an increase in the applicant pool.
Negative – seeking out ways to
reduce the applicant pool until one
ideal candidate is identified.
Objective Inviting more candidates to apply for a vacant position.
Choosing the most suitable candidate
and rejecting the rest.
Key Factor Advertising the job. Appointing the candidate.
Sequence First. Second.
Process
Vacancies are notified by the organization through various
sources, then an application form is made available to
candidates.
The organization makes an applicant go
through various levels (submitting a form,
writing a test, undergoing an interview,
etc.) to deem whether they’re an
appropriate fit.

13. Selection Process

14. Receiving Applications :-
Potential employees apply for a job by sending applications to the organisation. The
application gives the interviewers information about the candidates like their bio-data,
work experience, hobbies and interests.
Screening Applications :-
Once the applications are received, they are screened by a special screening
committee who choose candidates from the applications to call for an interview.
Applicants may be selected on special criteria like qualifications, work experience etc.
Employment Tests :-
Before an organisation decides a suitable job for any individual, they have to gauge
their talents and skills. This is done through various employment tests like intelligence
tests, aptitude tests, proficiency tests, personality tests etc.
Employment Interview:-
The next step in the selection process is the employee interview. Employment
interviews are done to identify a candidate’s skill set and ability to work in an
organisation in detail. Purpose of an employment interview is to find out the suitability
of the candidate and to give him an idea about the work profile and what is expected
of the potential employee. An employment interview is critical for the selection of the
right people for the right jobs.

15. Checking References :-
The person who gives the reference of a potential employee is also a very important
source of information. The referee can provide info about the person’s capabilities,
experience in the previous companies and leadership and managerial skills. The
information provided by the referee is meant to kept confidential with the HR
department.
Medical Examination :-
The medical exam is also a very important step in the selection process. Medical
exams help the employers know if any of the potential candidates are physically and
mentally fit to perform their duties in their jobs. A good system of medical checkups
ensures that the employee standards of health are higher and there are fewer cases
of absenteeism, accidents and employee turnover.
Final Selection and Appointment Letter :-
This is the final step in the selection process. After the candidate has successfully
passed all written tests, interviews and medical examination, the employee is sent
or emailed an appointment letter, confirming his selection to the job. The
appointment letter contains all the details of the job like working hours, salary,
leave allowance etc. Often, employees are hired on a conditional basis where they
are hired permanently after the employees are satisfied with their performance.

16. Importance of the Selection Process
• Proper selection and placement of employees lead to growth and
development of the company. The company can similarly, only be
as good as the capabilities of its employees.
• The hiring of talented and skilled employees results in the swift
achievement of company goals.
• Industrial accidents will drastically reduce in numbers when the
right technical staff is employed for the right jobs.
• When people get jobs they are good at, it creates a sense of
satisfaction with them and thus their work efficiency and quality
improves.
• People who are satisfied with their jobs often tend to have high
morale and motivation to perform better.

17. Types of Employment Test
(a) Trade(Techinical) Test:
For jobs requiring technical skill, a trade test is necessary to find out their
capabilities for the type of job. It is done under the supervision of an
experienced supervisor.
(b) Psychological Tests:
It is an objective and standard measure of a sample of human behaviour. The
main object of psychological testing is to provide a device for measuring
quantitatively a typical sample of mental performance in order to predict what
an individual will do under certain circumstances.
(i) Aptitude Test:
Such tests are designed to measure the aptitude of applicants and their
capacity to learn the skills required on a particular job. It is more useful for
clerical and trade positions.

18. (ii) Intelligent Test:
To measure the mental alertness and capacity of a person to grasp and put together
the elements of a novel or abstract situation.
(iii) Interest Test:
To determine the preferences but not the ability of an applicant for occupation of
different kinds.
(iv) Knowledge Test:
To measure the depth of knowledge and proficiency in certain skills already achieved
by the applicant such as engineering, accounting etc.
(v) Projective Test:
Which use the projective technique whereby the applicant projects his personality
into free responses about pictures shown to him, which are ambiguous.
(vi) Personality Test:
It is designed to judge the emotional balance, maturity and temperamental qualities
of a person. It may follow experimental methods—rating method, question-answer
method.
(vii) Judgement Test:
For evaluating the ability to apply knowledge judiciously in solving a problem.
(viii) Dexterity Test:
To determine an individual’s capacity to use his fingers and hands in industrial work.

19. Induction and Orientation are the two programs designed to provide
new joined with the information they require to function comfortably
and efficiently in the organisation.
Induction refers to the process of introducing a new comer to his
employer/ company and work environment. Orientation on the other
hand, is a well designed program which aims at reorganizing a new
employee and making him accustomed to his department, job role and
work culture.
OBJECTIVES:-
• To help new staff form positive first impressions, that he/she
belongs to the company, feels welcome and supported;
• To assist in understanding the culture and values;
• To improve staff efficiency, work standards, revenue and profits;
• To improve staff morale
Induction and Orientation

20. Comparison Chart
Sr.
No.
Basis for
Comparison
Induction Orientation
1. Meaning Induction is a process takes
place to welcome newcomer
to the organization, to make
them ready for their job.
A process which involves
assimilation of new joinee into the
organization to rehabilitate him at
the new workplace and provided
with basic information about the
company.
2. Process One way Two Way
3. Involves Introduction of the employee
with the organization.
Integration of the employee in the
organization.
4. Time Horizon Short Term Long Term
5. Sequence First Second
6. Form Detailed presentation or
brochure of the company's
rules, policies and employee
benefits is provided.
Practical overview of the
organization.