Personnel Management: Human Resource Planning

Overview

• This module discusses personnel management functions, and the importance of strategic human resources management
• Ensures that that the right people perform jobs effectively, productivity and organizational aims are more likely achieved

Module Objectives

After studying this module, one should be able to:

• Define human resource planning, the importance of human resources planning, and techniques in human resource planning
• Define and differentiate recruitment, screening, and selection, importance, and steps involved in recruitment process
• Define appointment/placement, provisions surrounding civil service appointments, and the importance of appointment/placement
• Differentiate other personnel actions and provisions

Human Resource Planning

• Human Resource Planning (HRP) is a process where management ensures that the right personnel are capable of completing tasks to help the organization reach objectives
• HRP develops strategies matching the size as well as the skills of the workforce to meet organization needs
• HR planning helps organizations to recruit, retain, and optimize deployment of personnel to meet business objectives and respond to external changes
• HR planning also assists the organization in meeting strategic objectives
• Projecting manpower needs enables identification, hiring, training, promotion, and redeployment of staff
• A good HR plan allows management decisions to support the future direction of the organization.
• Effective HR planning helps organizations avoid being over/understaffed.
• Effective HR includes workforce self-assessment, future needs analysis, and evaluation of skills, competencies, and associated costs
• Strategic HRP is part of the broader HRP strategy which aims at long-term objectives, usually one to five years, and must ensure the organization has capacity to meet future needs
• It aligns with short-term resource planning for daily concerns like employee schedules and workloads
• Long-term strategies should be aligned across departments to ensure initiatives contribute to shared organizational goals
• Strategic HRP addresses questions such as whether there and talents for future needs, potential conflicts in workflows, and contingency plans for risk factors

Human Resource Planning Process

Analyzing

• Human resource planners must understand the external business environment and trends. Examples include workforce downsizing or new labor market policies
• The agency's direction impacts the demand for human resources. A growing company often needs more employees

Forecasting

• This step involves determining future demand through statistical methods and judgment. Statistical methods, mathematical models, or computer software can extrapolate labor demand from historical trends
• Qualitative approach avails of department managers' opinions on future staffing needs

Planning

• Management or executive succession planning identifies two or more candidates as potential successors based on performance and potential
• Organizations must plan ahead to groom potential successors over time

Implementation and Evaluation

• HR plan implementation monitors and determines the contribution of each part to its success or failure
• Evaluation feedback serves as diagnosis and prevention of process failures

HR Planning and Executive Order 292

• Career and personnel development is of primary importance in improving government competence and efficiency
• A continuous career and personnel development program should be established for all government employees at all levels
• An integrated national plan for career and personnel development serves as the basis for all activities in the government.
• Each department or agency prepares a career and personnel development plan for the national plan. Includes merit promotions, performance evaluation, in-service local and overseas training, scholarships, job rotation, suggestions, incentive awards, and employee welfare services

Merit Promotion Plan

• Each department or agency establishes merit promotion plans, meeting Civil Service law and Commission regulations
• Promotion plans include a screening process and fitness tests aligning with Commission standards

Recruitment

• It connects candidates needing what an organization offers with those possessing the skills and aptitude to accomplish goals and objectives
• Outcomes directly impact morale, motivation, retention, quality, products/services, and client relationships.
• It involves identifying the need to employ someone and receiving application forms at the organization
• Agencies adopt recruitment policies encompassing the code of conduct for attracting qualified candidates, rules, and standards
• Organizations should remain flexible when adopting recruiting options as needed by searching internally or externally for applicants

Screening and Selection

• Its a critical component to organizational growth, it poses selecting and hiring the most appropriate candidate
• Central to the selection process is deciding how to select and the criteria to fill the vacant position
• Crucial to find right people that know job requirements
• The selection process covers
• Screening applications and resumes
• Applicant testing
• Performing interviews
• checking references and background
• Hiring or not hiring

Positions for Recruitment, Screening and Selection in the Government (EO 292)

• Includes open career, closed career, positions in the Career Executive Service, career officers (excluding Career Executive Service), commissioned officers and enlisted Armed Forces, personnel of government-owned/controlled corporations (governmental or proprietary functions), and permanent laborers

Classes Of Positions In The Career Service (EO 292)

• The classes of positions in the career service are grouped into three major levels:
  • Level one includes non-professional clerical, trades, crafts, and custodial service positions requiring <4 years of collegiate studies.
  • Level two includes professional, technical, and scientific positions that require at least four years of college.
  • Level three covers positions in the Career Executive Service
• For the first two levels, entrance occurs through exams open to those inside and outside the service who meet minimum qualifications
• Entrance to higher level does not require qualification in the lower level
• Exams aren't required for promotion to a higher position within the same level if a promotion candidate passed the exam for that level

Non-Career Service Positions (EO 292)

• These positions are not covered by usual recruitment, screening, and selection of government, and certain criteria must be met
• Characterized by Entrance on non merit tests and the usual tenure like law specified period, coterminous, limited to a particular project
• Includes the following:
  • elective officials that are personal and confidential staff
  • Secretaries and other officials of Cabinet rank who hold President positions
  • Chairman and members of commissions and boards with fixed office terms and confidential staff
  • Contractual personnel in agreement with the government to undertake a specific one-year work/job
  • Emergency and seasonal personnel

Employee Recruitment and Selection (EO 292)

• Opportunity for employment open to all, efforts exerted to attract qualified entrants
• Employees fit to performing required duties and responsibilities are selected
• When vacancy occurs at level one of career service, employees in the department are considered
• Vacancy at level two, employees in the government service are considered
• Departments and agencies should evolve their screening process which include test and interviews
• Where vacancy not filled by transfer of employees in civil service, or reappointment
• Next-in-rank employee can appeal to Secretaries and agencies or companies, then to Protection Board. Civil Service Commission can appoint if another wasn't satisfied, and Supreme Court may review decision.
• Qualification in appropriate exam required in 1st and d levels in career service except as other wise.

Qualification Standards

• (1) QS Expresses minimum educational requirements, training, fitness and other qualities. Appointing authority determines qualifications.
• (2) Qualification determines civil service exams, aids decisions, inspection

Civil Service Commission

• Has recruitment guidelines, screening and selection
• They crafted the ORAOHRA published August 2, 2017. with effect August 18, 2017

Vacant Positions

• Shall together with qualifications and items be posted in conspicuous places for a period of at least 10 days for Non-Governmental Associations, State Universities and Colleges and Government Owned or controlled corporations
• Any incorrect information shall be ground of invalidation

Employment and Positions Exempt

• Exempt include policy determining, technical positions in education and scientific institutions
• Reappointment is an exemption

Validity of Publications

• Publications are valid until filled, 9 months max from publication, agencies must give succession plans to be employed

Minimum Requirements for Government Positions

• Qualification Standards (QS) provide the minimum, basic requirements for government positions (education, training, exp) basic for evaluations

Training of Positions

• Required for Career Positions meeting Competency and Eligibilty
• non career and confidentiality needs to meet requirements proposed and apporved by the government

Education

• formal or vocational training that makes candidates better perform the duties asked. Certificate from completion are valid
• bachelor in CHED is accepted in universities

Employment Status

Appointment statuses are issued to personnel that meet all the required criteria.

• Permanent status if appointee meets all the required positions.
• Temporary status if the education, training or expereince is met except for eligibility
• Temporary is only valid if there isnt someone who meets every qualification
• Only 1 year in the appointment and it cant ever be renewed

Special Laws

• Positions by certain officers or authority

Appointment Requisition

• Requisition must education exp requirements in the position
• Eligibilty if for license requiring positions

Staff Pattern

• Staff pattern approved must be based Agency and DBM
• Lifespan is noted on appointment and must be met

General Appointment Guidelines

• Promote constitutional mandates that all service shall only be made upon to fitness
• Merit is determined by Competitive examinations

Nature of Appointment

• Appointment is career or non careers
• Promotions is advancement which includes increase

Factors in Consideration

• Very satisfactory review
• Three or more levels in salary and job grades
• Administrativie penalties
• Transfer is movement to another positon of equal value and salary with notice, and appeal
• Reemployment if person has previously worked in position

Reappointment Procedures

• Reinstating in similar position after resolution is found or if subject is abolished for issuance
• Demoting is reducing due to lower position
• Reclassifying id change with not much responsiblity
• 100% complete with responsibilities in Form PDF with an investigation over position is determined

Terminations

• Underqualified, non responsive is reasons for determination

ORAOHRA Regulations

• Shall be paid if taken oath

Grounds and Approval of Appointments

• The appointee doesnt meat QS
• Appointee has been dismissed
• Deception
• Violations in the CSC

Appointments and Salary

• Appointments and salary is paid by de facto

ORAOHRA

• Reassignment is movement across
• Must have order
• 1 year is max
• Reassignments or transfers the CSC for the position

Details

• Temporary
• 1 year is max
• employee may appeal, details may change Designation
• additional work/job or termination
• capacity for positions

Designations

• Office in charge

Restraint to Relinquish

• Written
• Revocable
• Written

Restrictions (XII, 2017, ORAOHRA)

• 1 can hold office unless 1 other law states it exists
• officials eligible can serve another sentence

Prohibitions

• 3 months period cant be for any other election and shall not in 6 months after
• civil servants and army

Recommending or Appointing Officer

• There must be no close relative working inside bureau or office superinting position
• Nepotisam covers CASUAL confidential workers

Exemptions to Appointing restrictions

• Confidential workers that are teachers, physicians that are serving technology and science

Actions to be Considered

• Withdrawal of a already accepted Appointmnet
• Reemloyment with CSC approval of dismissed employee