Staffing Function ENSC 20042 Lecture Notes 2024 PDF

STAFFING ENGINEERING MANAGEMENT  ENGINEERING MANAGEMENT (ENSC 20042) Lecture #4 :STAFFING Engr. Romeo G. Ilagan , PIE , AAE Lecturer November 28,2024  STAFFING STAFFING – is the process of supplying the organization with the needed...

STAFFING ENGINEERING MANAGEMENT  ENGINEERING MANAGEMENT (ENSC 20042) Lecture #4 :STAFFING Engr. Romeo G. Ilagan , PIE , AAE Lecturer November 28,2024  STAFFING STAFFING – is the process of supplying the organization with the needed people with the appropriate qualifications and eligibility to achieve the purposes for which it has been established. It encompasses all those activities necessary to ensure that the right people are in the right jobs at the right time.  MAJOR PARTS OF STAFFING 1. Planning 2. Execution 3. Maintenance / evaluation  PLANNING 1. Human Resource Forecasting 2. Job Analysis 3. Policies and Programs Formulation  EXECUTION 1. RECRUITMENT 2. SELECTION 3. PLACEMENT 4. TRAINING 5. DEVELOPMENT MAINTENANCE AND EVALUATION 1. HUMAN RESOURCE FORECASTING 2. PERFORMANCE APPRAISAL 3. HUMAN RESOURCE INFORMATION 4. PROGRAM EVALUATION  STAFFING PROCESS 1. RECUITMENT 2. SELECTION 3. PLACEMENT 4. TRAINING 5. DEVELOPMENT  HUMAN RESOURCE MANAGEMNT Human Resource Management: HRM – is the strategic and coherent approach to the management of an organization’s most valued assets –the people working there who individually and collectively contributes to the achievement to the objectives of the business.  HUMAN RESOURCE Human Resource – is a term which many organizations describe the combination of traditionally administrative personnel functions with performance management , employee relations and resource planning. The field draws upon concepts developed in Industrial organizational Psychology. HUMAN RESOURCE Human Resource – is a term which many organizations describe the combination of traditionally administrative personnel functions with performance management , employee relations and resource planning. The field draws upon concepts developed in Industrial organizational Psychology.  HUMAN RESOURCE MANAGEMENT The original usage derived from political economy and economics , called labor ,one of four factors of production. To business and corporations, it refers to the individuals within the firm, and to the firm’s organization that deals with hiring , firing, training and other personnel issues. The terms “ human resource management” and “ human resource” ( HR) have largely replaced the term “ personnel management “ as a description of the processes involved in managing people in organization.  HRM INCLUDES: PERSONNEL ADMINISTRATION PERSONNEL MANAGEMENT MANPOWER MANAGEMENT INDUSTRIAL MANAGEMENT HRM SERVES THESE KEY FUNCTIONS: Recruitment strategy planning Hiring processes ( recruitment ) Selection Training and development Performance evaluation and management Promotions HRM SERVES THESE KEY FUNCTIONS: Redundancy Industrial and employees relations Record keeping of all personal data Compensation, pension, bonuses , etc in liaison with payroll Confidential advice to internal customers in relation to problems at work.  THE GOAL OF HUMAN RESOURCE MANAGEMENT Is to help an organization to meet strategic goals by attracting and maintaining employees and also to mange them effectively. The key word here perhaps is “ fit” , i.e., a HRM approach which seeks to ensure a fit between the management of an organization’s employees , and to the overall strategic direction of the company.  HUMAN RESOURCE PLANNING The process by which the management ensures that it has the right personnel, who are capable of completing those tasks that help the organization reach its objectives. The key goal of HR planning is to get the right number of people with the right skills , experience and competencies in the right jobs at the right time at the right cost. HR planning is both a process and a set of plans.It is how the organizations assess the future supply and demand for human resources.  JOB ANALYSIS  Is the process of obtaining information about jobs by determining what are the duties , tasks or activities entail. It is the study of what is required to do a job efficiently, effectively, and satisfactorily. It determines what major connected behaviors and traits , responsibility , capability ,experiences, and skills needed to perform a job. It s purpose is to improve organizational performance and productivity. The results of Job analysis are job specification and job description.  IMPORTANCE OF JOB ANALYSIS  HR PLANNING RECRUITMENT SELECTION AND PLACEMENT JOB CLASSIFICATION AND EVALUATION PERFORMANCE STANDARD AND REWARD SYSTEM TRAINING DESIGN CAREER PLANNING AND EMPLOYEE DEVELOPMENT SUCCESSION PLANNING WORKFORCE ANALYSIS MAN- MACHINE SYSTEMS ORGANIZATION ANALYSIS AND JOB DESCRIPTION  STEPS OF JOB ANALYSIS 1. DETERMINING INFORMATION NEEDS. 2. DETERMINING METHODS IN OBTAINING INFORMATION. 3.DETERMINING WHO WILL COLLECT INFORMATION  METHODS OF JOB ANALYSIS METHODS CHARACTERISTICS 1. WORK STUDY Examine each aspect of job 2. QUESTIONNAIRES Details of what the job holder does 3. INTERVIEWS Ask/check what /job holder does 4. WORK DIARIES Detailing tasks completed each day 5. CRITICAL INCIDENT Records kept REVIEWS 6. OBSERVATIONS By supervisors 7.PANEL OF EXPERTS Ask what might be details of new job  JOB ANALYSIS SOURCES OF DATA METHODS OF COLLECTING DATA  JOB ANALYSTS  INTERVIEWS  EMPLOYEE  QUESTIONNAIRES  SUPERVISORS  OBSERVATIONS  RECORDS  JOB ANALYSIS  Tasks  Performance standards JOB DATA  Responsibilities  Knowledge required includes :  Experience needed  Job context  JOB ANALYSIS Job description Job specifications  List the tasks, duties and  Characteristics of the individuals responsibilities that a particular  Lists the knowledge , skills , abilities job entails and other characteristics , physical demands for a job.  CONTENTS :  IMPORTANCE :  title of position  To assess the worth of each job  department relative to other job s  direct report  As a basis for ranking the job  responsibilities  necessary skills  experience required  USES OF JOB DESCRIPTION: 1. To inform and remind employees about the details of their duties. 2. To provide a useful guide for improving performance and preparing for advancement. 3. To help orient and train employees, reconcile employees grievances, and supports disciplinary action  RECRUITMENT Is the process of attracting qualified individuals to apply for a vacant position in an organization. Is the process of searching the candidates for employment ( Adwin B. Flippo) Is the process of locating and encouraging potential applicants to apply for existing or anticipated job opening. Is the process of screening and selecting qualified people for a job at an organization or a firm. RECRUITMENT  ORGANIZATIONAL FACTORS OF RECRUITMENT 1. Reputation of the organization ( kind of workplace , employee benefits , pay scale, learning and career opportunities ). 2. Recruitment budget ( advertising budget , using employment agencies and other paid recruitment sources). 3. Recruitment capability  ENVIRONMENTAL FACTORS OF RECRUITMENT Labor and market conditions –include changing demographics of the labor pool Technological innovations – creating both opportunities and challenges to recruiting efforts. Changes in business conditions – include job freeze and job downsizing.  OBJECTIVES OF RECRUITMENT To develop adequate supply of labour forces according to the need of the organization. To provide sufficiently large group of qualified candidates To be able to hire the right applicant on the job. To facilitate the maximum pol of candidates with minimum cost. To meet the organization’s legal and social obligation regarding the composition of its workforce To attract and encourage more candidates to apply.  THE PROCESS OF RECRUITMENT 1. Identify vacancy –requisition from the head of the department who needs applicants 2. Job analysis- job description and job specification are done. 3. Communicating vacancy to the applicants 4. Managing the response. 5. select the suitable candidates for the job. 6. Conduct interviews.  SOURCES OF RECRUITMENT External sources Internal sources  INTERNAL SOURCES OF RECRUITMENT 1. Promotions 2. Upgrading and demotions 3. Retired employees 4. Retrenched employees 5. Deceased employees 6. Transfers  EXTERNAL SOURCES OF RECRUITMENT 1. Walk in applicants – unsolicited applicants 2.Press advertisement –newspapers, magazine, etc 3. Employee referrals and recommendations- friends and relatives who are qualified for the position or endorse by the employees. 4. Schools /colleges /universities-through campus recruitment 5.Placement agencies /consultancy 6.PESO – thru local municipal office 7. JOB Fair 8. internet/ job street – on line job application for easy and convenient way  SELECTION OF JOB APPLICANTS Selection – is the process of choosing the best qualified applicants to fill specific job vacancy. Objective: To find out which job applicant will be successful ,if hired.  STEPS IN SELECTION PROCESS 1.Invite applications 2. Preliminary Screening –( from application form submitted by the applicant) 3. Preliminary interview – (to know information on applicant’s education, skills ,salary demanded , reasons for leaving previous employer, etc.) 4. Application blank- ( includes personal data , educational data , employment data , reference, etc). 5. Psychological test- standardized test to measure candidates’ behavior , performance or attitude 6. Final interview- for final selection 7. Medical test/ Physical Examination 8. Placement  COMMONLY USED TESTS: Aptitude test – measures a person’s capacity or potential ability to learn. Intelligence test – mental ability , ability to understand instruction , take decisions,etc. Personality test- the way applicant presents himself, co-operative , calm , relaxed , good communicator, etc. Vocational/ job knowledge test – measures job related knowledge possessed by a job applicant.  COMMONLY USED TESTS: Psychomotor tests- measure a person’s strength, dexterity and coordination. Interest tests- design to determine how a person’s interests compared with the interests of successful people in a specific job. Polygraph tests – known as a “lie detectors” , used to uncover undesirable behavior and other tests to predict theft. Physical tests- measures one’s ability to lift certain weights, etc.  INTERVIEW This is done after an applicant passed the psychological examination. Types of interview : 1.Based on the number of interviewers and interviewees. 2. Based on the conduct of the interview.  INTERVIEW Based on the number of interviewers and interviewees: One on one interview Panel interview – one individual interviewed by 2 or more interviewers. Group interview- 2 or more interviewees and 2 or more interviewers.  INTERVIEW Based on the conduct of the interview: Structured interview – significant issues are not missed during the interview. Unstructured interview-no predetermined questions or structure ; free flowing  INTERVIEW INTERVIEWERS TAKE NOTES ON THE FOLLOWING: Emotional maturity Dependability Self confidence Attitude towards job Creativeness Attitude towards other persons Value system Critical attitude  INTERVIEW Appraisal of employee resources is based on:  age Education Experience Appearance Health  FINAL EVALUATION OF THE APPLICANT 1. Can do traits –( work experience ,past performance, education, and training, skills , knowledge , physical and personal conditions. 2. Will do traits – ( motivation to do good job, interests and ambitions, outside factors and external pressures such as family problems, attitude towards employment)  PLACEMENT -Is the final steps in selection process of candidates to their jobs and workplace. -Initial status – probationary (3-6 months ) -Orientation of the employees is given during the first day of reporting to duty.  TRAINING AND DEVELOPMENT TRAINING –refers to planned efforts by a company to facilitate employee’s learning of job related competencies. These competencies include knowledge , skills, or behaviors that are critical for successful job performance. APPRENTICESHIP TRAINING – given to employee to understand and perform assigned effectively and to attain the level of proficiency.  TRAINING AND DEVELOPMENT Why there is need for training ?... SIGNS FOR EMPLOYEE TRAINING ?...  ROLE OF TRAINING Improve performance Update employee skills Promote competencies Solve problems Prepare for promotion Orient new employees  DEVELOPMENT  To learn / acquire new skills To be more effective in his present job and may qualify for jobs at a higher level. ENGINEERING MANAGEMENT LECTURE THANKS !!!