Chapter Name: Human
Resource Planning and Job
Analysis
Chapter No: 5th
Prepared By: Omid Sabah
Objectives:
By the end of the chapter you
will be able to:

Describe the importance of Human
Resource Planning (HRP)

Define the steps involved in the
Human Resource Planning process
 Human Resource Information
System (HRIS)
 Define the term Job Analysis
 Identify general techniques for
obtaining Job Analysis Information
 Describe the Steps involved in
conducting Job Analysis
 Explain Job Description, Job
Specification, and Job Evaluation
Human Resource Planning
What is Planning?
The process of setting goals and
deciding how best to achieve
them
What is Planning Concerned
with?
Planning is basically concerned
with two things:
 It is concern with the end( what is
to be done) or where you want to
reach?
 It is concern with the means (how it is to be done) or How to
reach?
Succession Planning
Planning to have the right
people on the “Bus” at the
right time.
Human Resource Planning
Objective 1

Human Resource Planning:
The Process of anticipating an
organizations future human resource
needs and then developing action
plans for fulfilling identified needs
OR HRP:
 means that organization ensures it
has the right number and kinds of
people, at the right place, at the
right time, capable of performing
their functions.
The required
number of
employees
HRP
Are available when Needed
With required skills
Objectives of Human Resource
Planning

Enable organizations to anticipate their future HR
needs

To identify practices that will help them meet
those needs.
where, when and How
Benefits of Human Resource
Planning
If you done HRP properly what benefits will you get:
 It helps organizations planning job assignments
Example: Organizations are expanding, new business
is creating, and technology is getting modern but if
you plan properly that from where and which skill
person do we need so, human resource planning will
help us in this regard
Benefits of Human Resource
Planning (Continued)
Identifies recruiting needs
Example: yes in next quarter we need 10 skillful
person in computer and 5 in managerial skill (with
the help of HRP we can do this)

Planning includes Forecasting
Demand Forecasting: is a process used in HR
planning that entails predicting the number and
types of people the organization will need at some
future point in time. How?
For Example: How you are anticipating that your
this semester result will be good?
Base1: you start hardworking and studying a lot
Base2: your previous result was good this will be the
same like that.

Planning includes Forecasting
(Continued)
Now, in organizations we use different techniques
to forecast labors:
1: Statistical Approaches, through calculation we have
to find the exact number of HR we need in the
future
Example: In summer season we need 10 employees
and we need 5 in winter season in order to fulfill the
demand for the organization
2: Judgmental Approaches, some people can identify
something through experience
Planning includes Forecasting
(Continued)
We are using different statistical approaches:
1: Trend Analysis, a statistical method which can
help us to predict the future of something
Example: Last month you use 5kg sugar, before that
4kg, and before that 4.5kg so, logically what you
forecast for next month?
(as we know in each month kg is increasing we will
take that 6kg for the next month).
Planning includes Forecasting
(Continued)
2: Ratio Analysis, another method for prediction
Example: Lets take the example of one the
hospitals:
Patients= 100
Nurses= 25
Patients/Nurses ratio= 4/1
Planning includes Forecasting
(Continued)
3: Regression Analysis, another
statistical method that each
factor is depending on each
other
75
Employees
50
It means that the more the
number of customers are
increasing the more we will
need more employees to
fulfill the demand of
customers
25
50
100
Customers
150
Steps in Human Resource Planning
Process
Objective 2
Following are the effective HRP process:
1: Determine the impact of organizational objectives on
specific organizational unit
Example: Marketing department overall organizations
objective is that it wants to increase its sale in next year so,
you put objectives in front of you and you want to see its
implementation jus in one unit
2: Determine the skills required to meet objectives (Demand
for HR)
Example: yes for the above objective what skill and how many
people do we need for this
Steps in Human Resource Planning
Process (Continued)
3: Determine additional HR
require, what is the current
number of HR and what will be
the future
4: Determine Action plan to meet
the future HR needs
Example: give advertisement,
screening, and selection, and
telling people that we need
such people (May be you are
forecasting for next season)
Strategic Planning
The process by which top management determines
overall organizational purposes and objectives and
how they are to be achieved
The strategic planning process typically consists of the
following activities:
 1. Determine the organizational mission.
 2. Scan the organizational environment.
 3. Set strategic goals.
 4. Formulate a strategic plan
Strategic Planning
1: Determine the organizational mission: we must
know before planning what is the mission of
organization
Mission Statement: Is the overall purpose of
organization or, why does our organization
exist?
2: Scan the organizational environment: Scan
both external and internal factors of the
organization
Strategic Planning (Continued)
We should do SWOT analysis behind
environmental scanning:
S= Strength (internal factor)
W= Weakness (internal factor)
O= Opportunity (external factor)
T= Threat (external factor)
Strategic Planning (Continued)
3: Set strategic goal: Now, you should
decide some goals in order to achieve
the mission of the organization and the
goal must be SMART and challenging
because the more goal is challenging the
more some will work more the interest of
people will increase
4: Formulate strategic goals: How to
achieve the goal this is formulation
Human Resource Information
System (HRIS)
Objective 3
The system used to acquire,
store, manipulate, analyze,
and distribute information
regarding organizations units
Name
Khyber
Job
Manager
Education
MBA
Performance
Raising to the
top
Pay
25,000
KSA
MIS Program
Job & Position


Job - Consists of a group of tasks that
must be performed for an organization to
achieve its goals
Position - Collection of tasks and
responsibilities performed by one
person; there is a position for every
individual in an organization
Job Analysis
Objective 4
Systematic process of determining
skills, duties, and knowledge
required for performing jobs in
organization
OR
It defines and documents the duties,
responsibilities and accountabilities
of a job and the conditions under
which a job is performed
OR
Knowing who does what?
?
Purposes of Job Analysis
We can find the major duties and
activities which is required for the
organization
 You can also figure out the condition
under which the job is performed
Example: working hours, special holiday

Job Analysis (Continued)
The job analysis should include:
1: identifying tasks/ duties performed or to
identify what a particular task he or she
should perform when you are deciding a
job?
2: Identifying knowledge, skills, and
abilities (KSAs) require to perform these
tasks
Reasons for Conducting Job Analysis
Following are effective ways:
1: Staffing, because we have to go and hire people,
the right person for the right job
2: Training and Development, the one which i
choose for this job I should give him or her training
in the same field
3: Compensation and Benefit, How to compensate
or give benefit to a job? Based on qualification,
knowledge, experience etc.
4: Safety and Health, giving job to someone you must
prove that the job is providing safety and healthy
requirements
When Job Analysis is Performed?



When the organization is founded
When new jobs are created
When jobs are changed significantly as a
result of new technologies, procedures or
system
Steps in Job Analysis
Objective 6
Following are the effective steps for the job analysis:
1: Planning the job analysis, Anything we have to
do we individual must start planning for that at first
stage
 Identifies objectives for job analysis
 Obtain top management support
2: Prepare for the job analysis,
 Identify job & methodology
 Review existing job documentations
Steps in Job Analysis (Continued)
3: Conducting the job analysis,
 Gather job analysis data
 Review and compile data
4: Developing Job description and Job
specification
 Draft job description and specification
 Review draft with managers/employees
 Identify recommendation
 Finalize job description and recommendations
Steps in Job Analysis (Continued)
5: Maintaining and updating job description and
specification but when and How?
 Update job description and specification as
organization changes
 Periodically review all jobs
Job Analysis Method (Techniques)
Objective 5
• Questionnaires
• Observation
• Interviews
• Employee recording
• Combination of methods
Job Analysis Method (Continued)
Questionnaires Method: workers complete a
specifically designed questionnaire
 Employees answer questions about the job’s tasks
and responsibilities
 Each question is answered using rating system that
shows which task is important more
Characteristics of Questionnaires
Method:
 Typically quick and economical to use
 Employees may lack verbal skills
We have 2 types of questions:
1: Open Question, what you eat?
2: Close Question, Have you eat lunch?
Job Analysis Method (Continued)
Observation Method: job analyst watches
employees directly or reviews film of workers
on the job.
Interviews Method: Interview employee first,
helping him or her describe duties
performed


Several workers are interviewed individually
Number of job incumbents are interviewed
Job Analysis Method (Continued)
Diary Method (Employee Recording):
Describe daily work activities in diary
or log
Characteristic of Diary Method:
 Employees exaggerating job
importance
Job Analysis Method (Continued)
Combination of Methods: The best
results are usually achieved with some
combination of methods.
Characteristics of Combination Method:
 Usually use more than one method
Typical Questions
1: What is the job being performed?
2: What are the major duties of your position?
3: What exactly do you do?
4: What physical location do you work in?
5: What are the education, experience, skill
requirement?
6: What activities do you participate in?
7: What are the jobs responsibilities and duties?
8: What are the basic performance standards?
9: What are the jobs physical demand?
10: What are the health and safety conditions?
Understanding Job Description,
Specification, and Evaluation
Outcomes of Job Analysis
Objective 7
Job Description: Document that states tasks, duties, and
responsibilities of job
Common Format:
title; duties; distinguishing characteristics; environmental conditions;
authority and responsibilities.
Job Specification: Minimum qualifications person should possess to
perform particular job
OR A document that outlines the minimum acceptable qualifications
(knowledge, skills, and abilities) a person needs to do the job
satisfactorily.
Knowledge, skills, and abilities (KSAs) can be judge here
 Job specifications are often included as major section of job
descriptions
Understanding Job Description,
Specification, and Evaluation
(Continued)
Used to select employees who have the
essential qualifications (Job Specification)
Job Evaluation (Worth of Job): Specify
relative value of each job in the organization
Example: There are various key posts for
invidividuals or non key

Understanding Job Description,
Specification, and Evaluation
(Continued)
Tasks
Responsibilities
Duties
Job
Descriptions
Job
Analysis
Knowledge
Job
Specifications
Skills
Abilities
= KSAs
Understanding Job Description,
Specification, and Evaluation
(Continued)

Position Title: Human Resource Assistant
Job

Number:________
Department: Human Resources
Reports to:
Human Resources Manager
Grade: 6
Status:



General Summary:

Provide support for the HR Dept. by maintaining highly confidential
personnel records in physical files, updating HR database, and preparing
reports. Assists in various projects and ,managers some projects in the
absence of the HR manager.

Essential Job Functions:

1. Maintains personnel records in files and updates computer records to
ensure compliance with regulations. (55%)
2. Retrieves, complies, and prepares various external and internal reports
such as regular and enhanced retiree reports for accounting. (15%)
3. Answers employee questions regarding HR matters such as benefit inquires
and problems. (10%)


Understanding Job Description,
Specification, and Evaluation
(Continued)

Education and Experience:
College graduate or equivalent, plus one to two years
specialized secretarial training with emphasis in computer. One
year experience in HR or related field. Additional training or
education helpful.
 Physical Requirements:
Seeing:
x
 Must be able to read reports and use computer
 -------------------------------------------------------------------------------------------------- Hearing:
x
 Must be able to hear well enough to

communicate with co-workers.

THE END OF CHAPTER
TH
NO: 5
HUMAN RESOURCE
PLANNING & JOB
ANALYSIS
THANKS