Lesson 3

Staffing: Basic Principles, Structure, and Processes

Introduction
Recruiting the 'best and brightest' has always been one of the major concerns of the government,
whether national or local, when it comes to personnel administration. However, this has been
tempered with the privilege given to a few officials in the government who may appoint
confidential and selected employees without the need of undergoing the usual processes of
recruitment and selection. This is the focus of attention of this lesson.

THE NARRATIVE
What is staffing?
- Staffing is the process of filling positions/posts in the organization with adequate and
qualified personnel.
- Staffing is the process of acquiring, deploying and retaining a workforce of sufficient
quantity and quality to create positive impacts on the organization's effectiveness.

Nature of Staffing
1. Staffing is an important managerial function.
- Manpower is needed in the daily operations of the organization.

2. It is a pervasive activity.
- It is carried out by all managers in all types of concerns.

3. It is a continuous activity.
- It continuous throughout the life of an organization.

4. The basis of staffing function is efficient management of personnel. It aims to

recruit, select, place, train and develop the personnel.

Main Objective of Staffing

“To make sure that people are available at the right time and at the right place”
External Factors affecting Staffing
1. NATURE OF RIVALRY FOR HUMAN RESOURCES
The ratio of unskilled workers versus highly qualified people the imbalance can lead to a change
in staffing policy (e.g. the companies will prefer less talented people if there are more unskilled
workers than highly qualified people)
2. LEGAL FACTORS
: Child labour is prohibited.
Are there reservations for physically handicapped people, the unmarried single-mom or single-
dad?
3. SOCIO-CULTURAL FACTORS
Employment of women for job involving physical exertion is usually avoided.
4. EXTERNAL INFLUENCES
Employers have to face pressures from political parties or politicians as new recruitment.

Internal Factors affecting Staffing

1. ORGANIZATIONAL IMAGE
2. PAST PRACTICES
3. SIZE OF THE ORGANIZATION
4. ORGANIZATIONAL BUSINESS PLAN

Importance of Staffing Function

1. Build an effective human resource
2. Optimize the use of resources select the best candidate
3. Recruit and 4. Train and development of employees
4. Enhance corporate image
5. Enhance Job satisfaction of employees

Who takes charge of Staffing?

 THE HUMAN RESOURCE OFFICE (HRO)
 THE HUMAN RESOURCE MANAGEMENT OFFICE (HRMO)
 THE HUMAN RESOURCE DEPARTMENT (HRD)
 THE HUMAN RESOURCE UNIT (HRU)
Steps in Staffing
Step #1 - Human Resource Planning
Definition: Human resource planning is a process that identifies current and future human
resources needs for an organization to achieve its goals.

Step #2A - Recruitment

Edwin Flippo: “Recruitment is the process of searching for prospective employees and
stimulated them to apply for jobs in the organization.”
PROCESS of LOCATING, IDENTIFYING AND ATTRACTING CAPABLE
CANDIDATES
PROCESS that estimates the AVAILABLE VACANCIES in the organization and make
ARRAGMENTS for their selection and appointment.
A POSITIVE FUNCTION in which publicity is given to the jobs available in the organization
and interested candidates are encouraged to submit applications for the selection
OUTPUT: A POOL of eligible and interested candidates is created for the selection of the most
suitable candidates
Why do we recruit?
1. TO FILL OUT VACANCIES due to promotions, transfers, retirement, termination,
permanent disability, death and labor turnover
2. TO CREATE NEW VACANCIES due to growth, expansion and diversification of business
activities of an enterprise.

Step #28 - Selection

Definition: A SERIES OF STEPS from initial applicant screening to the final
hiring of the new employees
1. Completing application materials.
2. Conducting an interview
3. Completing any necessary tests.
4. Doing a background investigation.
5. Socialization
6. Deciding to hire or not to hire
Step #3 - Training
Nehru: “Training is expensive. Without training it is more expensive”
Methods of Training
1. Job rotation workers rotate through a variety of jobs
2. Apprentice training - worker enters the skilled trades is given systematic instruction and
experience both on and off the job in the practical and theoretical aspects of the work
3. Mentoring - A mentor helps a mentee to find the right direction and who can help them to
develop solutions to career issues
4. Internship Programs jointly sponsored by colleges, universities and other organizations
that offer students the opportunity to gain real-life experience
5. Lectures
6. Audiovisual Material
7. Conferences
8. Coaching a corrective method for inadequate performance

Step #4 - Performance Appraisal

Definition:
- A systematic method by which the job performance of an employee is documented and
evaluated.
- A systematic evaluation of the performance of employees and to understand the abilities
of a person for further growth and development.

Who performs appraisal?

 Immediate Supervisor
 Higher Management
 Self-Appraisals Peers (Co-Workers)
 Evaluation Teams
 Customers "360" Appraisals"
Types of Performance Appraisal
1. SUPERVISOR APPRAISAL - Performance appraisal done by an employee's manager and
often reviewed by a manager one level higher.
2. SELF-APPRAISAL - Performance appraisal done by the employee being evaluated,
generally on an appraisal form completed by the employee prior to the performance review.
3. SUBORDINATE APPRAISAL - It is done by the superior by an employee, which is more
appropriate for developmental than for administrative purposes.
4. PEER APPRAISAL - It is done by one's fellow employees, that are compiled into a single
profile for use in the performance interview conducted by the employee's manager.
5. TEAM APPRAISAL - Performance appraisal, based on TQM concepts, that recognizes team
accomplishment rather than individual performance.

Step #5 - Compensation
Definition: Money and other benefits received by providing services It includes direct cash
payments and indirect payments (employee benefits) and incentives to motivate employees to
strive for higher levels of productivity.

What factors determine pay?

1. EMPLOYER CONSIDERATIONS
2. WHAT JOB DUTIES WILL BE PERFORMED JOB DESCRIPTION & JOB
CLASSIFICATION
3. COMPENSATION STRUCTURE NATIONAL STANDARDIZATION LAW

What is Personnel Administration?

Personnel admnistration generally refers to the act of managing several individuals in an
organization from selection and recruitment to deminissal and retirement processes. Others
define it as follows:
1. It is concerned with the totality of human resources in an organization. It aims to to
qualify the right man for the right job in order to achieve the desired goals and objectives
(Tindero, 2000).
2. It is anything which is related to the human component of any organiztion that involves
the aspect of recruitment, placing. supervision, and management of people within the
organization (Gladwin, 2009).
 3. It is the planning, organizing, directing, development, compensation, intergration,
organiztional, and separation of human resources to the end that individual,
organizational, and societal objectivees are attained (Flippo, 2011).
4. It is concerned with human resource of the organization that includes the function of
employment, development, and compesation of the personnel in the organization (Brech,
2009).

Civil Service System in the Phillippines

The term 'civil service' refers generally to the organized group of people that perform several
functions in the nature of public service. These group of individuals covers all those who are
employed in the several branches, subdivisions, instrumentalities, and agencies of the Philippine
govenrment, including government owned and controlled corporations with orgiinal charters and
the local government units provinces, cities, municipalities, and barangays.
The positions of employees in all of these government agencies and instrumentalities are
categoriezed either as career or non-career. Under the existing policies of the Civil Service
Commission (CSC), the individuals in the career positions, who were admitted on the basis of
merit and fitness, enjoy the security of tenure in the posiitons as well as with the opportunities
for advancement in higher positions. On the other hand, the individuals in the non-career service
are also admitted on the basis of merit and fitness with some modifications to suit the conditions
of being non-careers.
In the course of serving the general public, the netire government system expects a lot from the
trusted inviduals and employees who work in the government bureaucracy. Public officials and
employees are expected to uphold and defend the Constitution and the other laws of the
government. They must remain accountable to the people and serve them with utmost
responsibility, integrity, loyalty, efficiency, and act with patriotism and Justice, and lead modest
lives at all times.

The Civil Service Commission

The Civil Service Comission (CSC) in accordance with the Philippine Constitution of 1987 is
considered as the central personnel agency that is mandated to oversee the entire government
bureaucracy. The Commission enjoyes a wide breadth of powers and functions that extends over
the entire administrative system of the country.
Moreover, the CSC just like the other commissions like the Commission on Audit (COA) and
Commission on Elections (COMELEC) was also created as a neutral body in all issues that
personnel matters. It is composed of a chairman and two other commissioners s mandated by the
1987 Constitution of the Philippines. While the Commission may be independent from the other
branches of the government, its chairman and commissioners are all appointed by the
President of the Philippines subject to the necessary confirmation of the Commission of
Appointments (CA) for a period of seven years. Their incumbency in their respective positions
cannot be interrupted by any movement in the national government even with the changes in the
adminstiralton in the executive department.
Among the important offices in the Commission, the following are the crucial offices: Office of
the Assistant Commissioners, Office of Legal Affairs, Examinations, Recruitment, and
Placement Office, Human Resource Development Office, Civil Service Institute, Public
Assistance and Information Office, Office of Planning and Administration, and offices which
contribute in the better performance of the Civil Service Commission.

The Civil Service and Nation Building

Public personnel administration puts the government in the front line when it comes to pursuing
national development in the country. It assumes that the government of a continuous supply of
qualified workers which are essential in the making of a competent and responsive civil service
system. Without the backing of an efficient and effective civil servants, the government, be it
national or local will continue to linger and grope for development to usher in the country.