UNIT 2

Human Resource Planning: Meaning - Need for human resource planning - Process
of manpower planning - Purposes and uses of job analysis - Contents of job analysis
- Steps in job analysis - Job evaluation - Objectives and principles of Job evaluation
- Procedure of job evaluation - Advantages and disadvantages of job evaluation

HUMAN RESOURCE PLANNING

Human resource planning (hrp) is the process of forecasting and managing the
future demand and supply of employees to ensure that the right people with the
right skills are available at the right time to achieve organizational goals.

OBJECTIVES OF HUMAN RESOURCE PLANNING

1. To forecast future manpower needs.

2. To manage changes in technology, competition, and business.
3. To minimize labor costs through effective planning.
4. To ensure optimum use of human resources.
5. To prepare for recruitment, training, or downsizing.

NEED FOR HUMAN RESOURCE PLANNING

1. Right People at the Right Time – Ensures required employees are available
when needed, avoiding shortage or surplus of staff.
2. Helps in Business Expansion – Plans manpower in advance for new
projects, branches, or markets to support smooth growth.
3. Controls Extra Costs – Prevents overstaffing and reduces unnecessary
salary and training expenses.
4. Supports Succession Planning and Promotion – Identifies potential leaders
and prepares them for future roles through training.
5. Improves Productivity – Places employees in roles that suit their skills,
leading to better performance and satisfaction.
6. Ensures Legal Compliance – Helps follow government rules and labor laws
in recruitment and workforce management.
 7. Manages Technological Changes – Updates workforce skills or hires new
talent to adapt to changing technology.
8. Prepares for Unexpected Situations – Keeps backup plans for emergencies
like sudden resignations or crises.
9. Promotes Employee Development – Tracks employee potential and plans
training for career growth and retention.

PROCESS OF MANPOWER PLANNING

1. Analyzing Organizational Objectives – Understand organizational goals and

align human resource needs with business plans like expansion or
automation.
2. Forecasting Demand for Human Resources – Estimate the future number
and types of employees required based on workload, projects, and
technology changes.
3. Forecasting Supply of Human Resources – Assess the availability of
manpower internally through promotions and transfers, and externally
from the labor market.
4. Identifying Gaps (Demand–Supply Analysis) – Compare demand and
supply forecasts to find manpower shortages or surpluses.
5. Formulating Manpower Plans – Develop strategies such as recruitment,
training, redeployment, or downsizing to balance manpower requirements.
6. Implementation of Manpower Plans – Execute the plans through hiring,
training, or restructuring activities.
7. Monitoring and Control – Continuously review manpower plans, evaluate
deviations, and take corrective actions for improvement.

Conclusion:
Manpower planning is a continuous process that aligns workforce availability with
organizational goals to ensure efficiency and stability.

Job Analysis – Meaning

Job Analysis is the process of systematically studying and collecting information
about a job to understand its duties, responsibilities, required skills, and working
conditions. It focuses on the job itself, not the person, and explains what work is
done, how it is done, and what qualifications are needed.

PURPOSE OF JOB ANALYSIS

A. For the Organisation

1. Helps in Recruitment and Selection – Defines qualifications and skills
required for each role, ensuring the right person is hired.
2. Guides Training and Development – Identifies skill gaps and helps design
job-specific training programs.
3. Aids in Performance Appraisal – Provides clear standards to evaluate
employee performance objectively.
4. Helps in Salary and Compensation Decisions – Determines job value and
ensures fair pay based on responsibility and skill.
5. Supports Workforce Planning and Organisation Design – Detects
overlapping or missing roles and helps structure teams efficiently.
6. Ensures Legal Compliance and Job Safety – Aligns jobs with labor laws and
safety requirements, reducing legal risks.

B. For Employees
1. Gives Clarity about Roles and Responsibilities – Helps employees
understand their duties and avoid confusion.
2. Provides Training Opportunities for Career Development – Enables
employees to identify areas for improvement and growth.
3. Helps in Career Planning and Promotions – Shows the path for
advancement by outlining skills needed for higher roles.
4. Protects from Job Exploitation – Prevents misuse of authority by defining
job boundaries clearly.
5. Boosts Job Satisfaction and Motivation – Ensures roles match employee
skills and interests, increasing morale.

Conclusion:
Job Analysis is the foundation of all HR activities, bringing clarity, fairness, and
structure. It benefits both employer and employee by ensuring efficiency,
transparency, and job satisfaction.
 USES OF JOB ANALYSIS

Job analysis is a vital HR tool that helps organizations understand job roles,
required skills, and performance standards. Its key uses include:

1. Recruitment and Selection:

Defines job duties and required qualifications, ensuring the right candidates are
hired.
Example: A BPO hires a receptionist fluent in Kannada and English.
2. Training and Development:
Identifies skill gaps and helps plan relevant training programs.
Example: A marketing firm organizes SEO training for its team.
3. Performance Appraisal:
Sets clear job-based standards for fair and objective evaluations.
Example: Sales targets guide appraisals at Reliance Retail.
4. Job Evaluation and Salary:
Helps assign fair pay based on job value and responsibility.
Example: A Branch Manager earns more than a Clerk at SBI.
5. Promotion and Transfers:
Matches employees’ skills with higher roles or alternate positions.
Example: A team leader at Infosys may be promoted to Project Manager.
6. Job Descriptions and Specifications:
Provides the foundation for writing accurate job-related documents.
Example: A media firm defines duties and needed qualifications for a content
writer.
7. Improving Work Methods:
Highlights inefficiencies and guides ergonomic or procedural improvements.
Example: A factory redesigns packing tables to reduce strain.
8. Legal Protection:
Serves as proof of official duties during disputes or investigations.
Example: HR defends a clerk’s defined responsibilities in court.
9. Manpower Planning:
Assists in forecasting workforce needs across departments.
Example: A hospital plans nurse recruitment based on ICU needs.
10. Safety Protocols:
Identifies job risks and ensures necessary safety measures.
 Example: Workers in chemical plants wear protective gear.
Conclusion:
Job analysis strengthens fairness, efficiency, and planning in HR. It supports every
function—recruitment, training, appraisal, and safety—making it the backbone of
effective human resource management.

CONTENT OF JOB ANALYSIS

Job Analysis is the process of understanding a job in detail and identifying the
qualities needed to perform it. It has two main parts:

Part Focus Example

Job Description Work Details Title: Receptionist, Tools: Phone, Location:
Office
Job Person Qualification: [Link]., Traits: Patient & Friendly
Specification Details

1. Job Description – “What the Job Is”

Describes the job itself—its duties, tools, location, and conditions.

Main Elements:
 Job Title: Name of the position (e.g., Sales Executive, Receptionist).
 Duties & Responsibilities: Key tasks (e.g., attending calls, meeting clients).
 Location of Work: Where the job is done (office, field, home).
 Tools & Equipment: Resources used (computer, software, machines).
 Working Conditions: Hours, environment, or risks involved.
 Reporting Structure: Who the employee reports to and who reports to
them.
Example:
Receptionist – greets visitors, handles calls, maintains records; works indoors 9
AM–6 PM; reports to the Administrative Officer.
2. Job Specification – “Who Should Do the Job”

Focuses on the ideal candidate’s qualities and competencies.

Main Elements:
 Educational Qualification: Degrees or certifications required.
 Knowledge & Skills: Technical or practical abilities.
 Experience: Years of related work.
 Mental & Physical Abilities: Stress handling, stamina, alertness.
 Personality Traits: Attitude, discipline, friendliness, empathy.

Example:
Teacher – [Link]. + Master’s degree, 2 years’ experience, good communicator,
patient, responsible.

Conclusion

Job Description explains the work, while Job Specification explains the worker.
Together, they form the foundation for recruitment, training, appraisal, salary
decisions, and promotions, ensuring the right person fits the right job in every
organization.

STEPS IN JOB ANALYSIS

Job Analysis is a systematic process to understand a job and define who can best
perform it. The major steps are:

1. Identify the Purpose

Decide why the job analysis is being done—hiring, training, promotion, salary
revision, or restructuring.
Example: A Mysuru university studies the HR Executive role before recruitment.

2. Select the Job to be Analyzed

Choose specific jobs needing clarity—new, changing, or low-performing roles.
Example: A Hyderabad startup analyzes a new HR Business Partner role.
3. Collect Background Information
Refer to existing documents like old JDs, policy manuals, or organizational charts.
Example: A Bengaluru firm checks earlier HR Recruiter job profiles.

4. Choose Method of Data Collection

Select techniques such as interviews, questionnaires, observation, or daily logs.
Example: A Mumbai company interviews a Payroll Officer and uses
questionnaires.

5. Collect Job Data

Record detailed information—tasks, tools, working conditions, reporting lines,
and required skills.
Example: A Pune HR Generalist lists her daily HR duties and software used.

6. Review and Verify Data

Check the information with employees and supervisors for accuracy.
Example: A Chennai hospital HR Head confirms the HR Assistant’s duties.

7. Prepare Job Description

Write a clear document outlining duties, tools, location, and reporting structure.
Example: HR Executive – handles recruitment, leave records, and staff files.

8. Prepare Job Specification

List qualifications, skills, experience, and personal traits needed for the role.
Example: HR Recruiter – MBA in HR, communication skills, and patience.

Conclusion
Job Analysis provides clarity on what the job is and who should do it.
It helps organizations hire wisely, train effectively, and ensure every employee fits
their role perfectly.
 OBJECTIVES OF JOB EVALUATION

Job Evaluation is a systematic process to determine the relative worth of jobs in

an organization. Its main objectives are:

1. To Fix Fair Salaries

Ensures every job is paid according to its value, skill, and responsibility.
Example: A principal earns more than a peon because their duties carry higher
responsibility.

2. To Maintain Internal Equity

Keeps salaries fair among employees doing similar work.
Example: Two receptionists with the same duties should receive equal pay.

3. To Create a Structured Pay System

Builds clear pay grades and career levels for organized compensation.
Example: Junior Nurse ₹20,000 → Senior Nurse ₹35,000 → Superintendent
₹50,000.

4. To Remove Bias and Favoritism

Eliminates personal influence in salary decisions; rewards based on job value.
Example: Pay is fixed by role responsibility, not personal relationships.

5. To Help with Promotions and Transfers

Shows which jobs have higher value, justifying pay increases after promotions.
Example: A Team Lead earns more than a Developer due to added duties.

6. To Support Manpower Planning

Helps management identify crucial jobs and allocate staff efficiently.
Example: HR merges duplicate roles and focuses on essential digital jobs.

7. To Build Employee Confidence and Satisfaction

Assures staff that pay decisions are fair and transparent, improving morale.
Example: Bank employees trust the system and work without jealousy.

8. To Control Labour Costs

Prevents overpayment for simple jobs and maintains financial balance.
Example: Salary for a clerk adjusted from ₹40,000 to ₹25,000 as per job worth.

Conclusion
Job Evaluation promotes fairness, transparency, and efficiency in pay decisions.
It balances employee satisfaction with cost control, ensuring that each job is
rewarded according to its true organizational value.

PRINCIPLES OF JOB EVALUATION

Job Evaluation determines the worth of a job, not the person doing it. Its purpose
is to ensure fairness, consistency, and equity in pay across the organization.

1. Focus on the Job, Not the Person

Evaluate the role itself, not individual qualifications or performance.
Example: Two clerks doing the same work must have the same grade, even if one
has higher education.

2. Equal Pay for Equal Value

Jobs requiring similar skill, effort, and responsibility should have equal pay,
regardless of job type or gender.
Example: A Daycare Supervisor and Warehouse Coordinator with similar
responsibilities deserve equal pay.

3. Use Clear, Job-Related Factors

Evaluate jobs using standard criteria—knowledge, effort, responsibility, and
working conditions—to avoid bias.

4. Apply the Same Rules to All Jobs

Use a uniform method for all roles—academic, technical, or administrative—to
maintain fairness.

5. Base Evaluation on Accurate Information

Ensure job descriptions are current and reflect real duties before evaluation.

6. Ensure Independence and Participation

Have trained, neutral evaluators with input from jobholders to confirm job
accuracy.

7. Allow Review and Re-evaluation

Provide a system to review or update grades when roles or duties change.

8. Maintain Accuracy and Consistency

The method should yield the same results when applied by different evaluators,
ensuring reliability.

9. Keep It Simple
Use a clear, easy-to-understand system that avoids unnecessary complexity.

10. Link to Pay Structure

Evaluation results must connect directly to salary bands or grades for practical
implementation.

11. Check for Bias

Ensure no discrimination or undervaluation of jobs based on gender or group
dominance.

12. Update Regularly

Review job evaluations periodically to match evolving duties and technologies.

Conclusion
Effective job evaluation is fair, consistent, unbiased, and transparent. It focuses
on what the job demands, not who performs it, ensuring equity and harmony in
organizational pay structures.
 PROCEDURE OF JOB EVALUATION

Job Evaluation is a systematic process to determine the relative worth of jobs in

an organization. The main steps are:

1. Identify the Purpose

Define why the evaluation is being done—creating pay structures, removing
inequalities, or setting grades for new roles.
Example: A college evaluates new administrative posts to align them with
teaching roles.

2. Select the Jobs to Evaluate

Choose key or benchmark jobs that represent various departments and levels.
Example: Library Manager, Lab Assistant, Accounts Officer, and Clerk.

3. Gather Job Information

Collect data through job descriptions, interviews, observation, or questionnaires.
Example: HR observes the Library Manager’s tasks like cataloguing and budget
management.

4. Choose the Evaluation Method

Select from Ranking, Classification, Point-Factor, or Factor Comparison methods.
Example: The Point-Factor method is chosen to score skills, effort, and
responsibility.

5. Evaluate the Jobs

Assign points to each job based on factors like knowledge, effort, responsibility,
and working conditions.
Example: Library Manager – 220 points; Clerk – 140 points.

6. Rank or Grade the Jobs

Arrange jobs by rank or into grades based on point ranges.
Example: 200–250 points = Grade 3; 150–199 = Grade 2.

7. Link Grades to Pay Structure

Connect grades to salary bands considering market rates and budget.
Example: Grade 3 = ₹40,000–₹50,000; Grade 1 = ₹20,000–₹25,000.

8. Communicate Results
Share evaluation outcomes clearly with staff and explain the factors used.
Example: HR presents charts showing how each grade was assigned.

9. Allow Appeals
Provide a formal system for employees to contest their job evaluations.
Example: A Lab Assistant appeals due to hazardous duties being undervalued.

10. Review and Update Regularly

Re-evaluate jobs periodically to reflect changes in roles and technology.
Example: The Library Manager’s new digital tasks lead to re-grading.

Conclusion
A sound job evaluation process ensures fair pay, clear structure, and employee
trust, keeping the organization equitable and up to date.

ADVANTAGES AND DISADVANTAGES OF JOB EVALUATION

Job Evaluation helps organizations determine fair pay by assessing the relative
worth of jobs. It brings several benefits but also has limitations.

Advantages
1. Ensures Fair and Equal Pay
Establishes pay equity for jobs with similar skill, effort, and responsibility.
Example: Two lab technicians with equal duties get the same grade and salary.
2. Reduces Pay Disputes
Transparent evaluation minimizes employee grievances about salary differences.
3. Supports Legal Compliance
Provides evidence for “equal pay for equal work,” reducing the risk of
discrimination claims.
4. Aids Salary and Budget Planning
Helps management design clear pay bands and forecast salary costs.
5. Simplifies Addition of New Roles
New jobs can easily be slotted into existing grades, ensuring consistency.

Disadvantages
1. Time-Consuming and Costly
Collecting data and evaluating many roles demands time, expertise, and money.
2. Subject to Human Bias
Despite structure, personal judgment can still influence job ratings.
3. May Cause Employee Dissatisfaction
If grading results differ from expectations, employees may feel undervalued.
4. Rigid Framework
Some roles that mix or evolve functions may not fit into fixed categories.
5. High Setup Cost
Requires trained evaluators or consultants, which smaller organizations may find
expensive.

Conclusion
Job Evaluation promotes fairness, equity, and pay discipline, but it requires
careful planning, skilled evaluation, and regular updates to remain effective and
unbiased.