Human Resource Planning (HRP)

Human Resource Planning (HRP) Defined

• HRP is the critical first step in ensuring the right individuals are in the correct positions at the appropriate times
• It is interconnected with SHRM, aligning HR strategies with the organization's overall strategic plan
• It is as vital as financial planning for achieving organizational goals
• Without precise HRP, organizations risk struggling to maintain a competitive edge

Benefits of HRP

• Aids in forecasting staffing needs by anticipating supply and demand
• Guarantees qualified individuals are hired, trained, and promoted when needed
• Facilitates budget planning for recruitment, training, and restructuring initiatives
• Prevents both overstaffing, with its unproductive labor costs, and understaffing, which hurts productivity and increases overtime

HRP Self-assessment

• Requires a self-assessment of workforce strengths and weaknesses
• Identifies future needs, necessary skills, and associated costs

Nature of Human Resource Planning (HRP)

• Addresses the organization's manpower needs
• Uncovers unused talent and evaluates existing workforce inventories
• Forecasts forthcoming workforce needs
• Manages manpower procurement, utilization, improvement, and preservation

Scope of Human Resource Planning (HRP)

• Involves upholding records of current manpower
• Evaluates future manpower requirements for organizational objectives
• Develops manpower recruitment plans
• Executes the phasing out of surplus employees
• Structured to design training programs for various employee categories

Objectives of Human Resource Planning (HRP)

• It is necessary to institute promotion and transfer policies
• Optimizes the use of manpower
• Provides necessary manpower when needed
• HRP can forecast future manpower needs to meet objectives
• HRP balances the distribution and allocation of manpower

Definition of Human Resource Planning (HRP)

• It is the thorough review of HR requirements
• It is needed to guarantee adequate staffing to meet skill demands
• Builds approaches to align workforce size and skills alongside organizational needs
• It involves matching internal and external workforce supplies with projected job openings

How HRP Helps Organizations

• Recruitment, retention, and deployment of personnel becomes easier
• Facilitates adaptation to external environmental changes
• Skills analysis, forecasting, and training programs are streamlined

Key HRP Questions Addressed

• How many individuals are required to achieve objectives
• What jobs require filling
• What knowledge, skills, and abilities (KSAs) are essential

Two Important Components of HRP

• Requirement and Availability are the two key components of HRP

Requirement

• Identifying the number and types of employees required is critical
• Considers production plans and technological advancements

Availability

• Focuses on analyzing surpluses or shortages of manpower
• Internal: Utilize both internal, staff reassignment or promotion
• External: Utilize hiring

Shortage and Surpluses

• Surplus: Reduce employee numbers through restricted hiring and reduced hours
• Shortage: Secure workers externally if internal sources are inadequate

The Continuous Nature of HRP

• HRP needs to be a continuous process given changing organizational conditions

Linkages with Business Planning and Strategies

• Planning and strategies should be linked together
• Three critical organizational resources: Technology, Finance, and People

Aligning Strategic Plans

• Strategic plans align with the organization's mission and vision

Technology

• Plan for obtaining, maintaining, and adapting technology

Finance

• Plan for generating, managing, and forecasting, revenue and expenses

Aspects of HRP

• Systematic Forecasting of Manpower Needs: Based on business conditions and forecasts
• Performance Management: Monitoring and improvement is key
• Career management: Plan and monitor effectively for increased productivity
• Management Development: Identifying the developmental needs for future growth

Benefits of Human Resource Planning

• Recruiting
• Prepares company for vacancies
• Helps recruiters target candidates

Career Development

• HRP identifies future leaders and prepares employees for promotion
• Training
• Ensures consistency

Employee Management

• Includes performance reviews and disciplinary systems, to ensure fair assessments

Human Resource Availability Projections

• Estimates current and future workforce availability using past data

Analyzing and Evaluating HR Gaps

• Compares HR needs with availability
• Identifies gaps in skills and technologies
• Helps address issues like turnover and career obsolescence

HR Planning Process

• Corporate goals are used to determine workload inputs
• Identify organizational structure and number of employees
• Develop future workforce demands

Key Takeaways of Human Resource Planning

• Ensures roles are filled with the right people at the right time
• Aligns workforce strategies with organizational goals

Quality Program & Output Requirements

• It is important to identify requirements for output and each job type

Need for System Design

• Processes in product development must be well understood
• Tasks necessary for the desired outputs
• Determines whether certain work is under or overstaffed

Job Analysis

• Is necessary for sound management
• Requires HR management to properly understand existing job roles in the company

Focus of Job Analysis

• Systematic procedure for collecting key information which include:
• Responsibilities, skills, and work environment
• It is also used to develop job descriptions

Data Sources

• Sources include employees, supervisors, and managers

Data Collecting Methods

• Observation: Analyzing positions

Questionnaires

• Use standard job analysis questionnaires and distribute to employees

Benefits of Questionnaires

• Cost Effective by using computers

Considerations when using Questionnaires

• Data may be insufficient or skewed

Potential Limitations

• It is easier in manual jobs
• It is ineffective in knowledge based jobs
• Workers alter their behaviors

Interviews

• Defined as sessions for gathering information

Benefits of Interviews

• Clarifications allow detailed insights

Interview Limitations

• Employees may exaggerate

Work sampling

• Requires periodic observation of employees

Key Points

• Key points require a representative amount of data

Important Employee Considerations

• An adequate understanding of job functions
• A clear indication of what each employee does
• An understanding of the significance of each task to the organization

Data Analysis for Compensation

• Job analysis is also used to determine job suitability and skill requirements

Information Job Analysis Provides

• Job analysis will provide information on things like: Job description, functions, title and goals

Elements of a Good Job Description

• It is essential to define the basic purpose of the job
• To list things in order of their importance, and define terms and jargon

Key Data

• Provide a clear understanding to a potential employee

Identifying the job

• An account number is required along with a supervisors name and department

Understanding Job Distinctions

• Distinguish between duties and soft skills and their specifications

Human Resource Management Information

• Focuses on the person as opposed to specific job duties

Job Description Considerations

• It is important to know job skills and characteristics

Key Qualities of the Job Analyst

• Knowledge is key

Qualities for success

• The ability to communicate and be organized
• Good judgment

Job Analysis Methods

• There may be many of them but it depends on the purpose

Questionnaires

• To understand job performance
• First the analyst prepares a questionnaire, then it is reviewed by HR

Observation

• It helps to creates a personal impression of work

Interview analysis

• Analysts will take notes

Combination Interview and Data Analysis

• Written information improves quality

HRMIS - Human resources management information system

• It helps to maintain information

HR RELATED MATERIAL

• Employee details

Characteristics

• Help decision make
• It will systematically maintain data
• Be relevant and updated

Routine

• Maintains regularly

HRMIS and HR planning

• Requires HR to provide internet access to employees with Intranet

Forecasting

• Helps maintain data to limit paperwork

Key Takeaways for HR

• Provides a method for observation and HR analysis, it is used to record the process

Environment Scanning

• Used to systematically analyze the interpret information to understand certain opportunities

Key Information

• Focuses on external and internal forces

Global Factors

• Consider everything

Nature of Environmental Scanning

• Ensures business adaptability to external factors influencing business
• Covers both external and internal environments
• Evaluates the macro environment

Key variables

• Sociocultural things

Analysis

• SWOT analysis is essential to identify key components
• It helps businesses assess environments to assist in strategic management

Internal

• Factors internal to a business

Micro

• the micro environment is directly controlled by an organization

Internal Business

• SWOT analysis is required to access environment

Key Takeaways for the Environment

• Takeaways include leveraging information to create the most competitive advantage and diminish weaknesses

Windows

• Analyzing things within an environment allows a business to determine transparency in performance

Core Competencies

• Improves data and market positioning

Strategic tool

• The BCG is used to analyze

Benefits of Planning

• Prioritize projects
• Plan products

HR planning requirements

Forecasting

• Must have key concepts

Benefits of forecasting

• HR costs will drop
• Macro alignment improves

Factors of manpower

• Manpower levels

Short term forecasts

• One to two years out

Horizon

• HR planning should be monitored

Components

• Will require skill assessment for employees

Forecasting Methods

• Used to make key decisions