HUMAN RESOURCE MANAGEMENT (MBA)

By:

Chita A. Gonzales, DBA

Major Purposes of Manpower Management

ACQUISITION - Job Analysis - Recruitment - Selection - Placement DEVELOPMENT - Training & Development - Performance Appraisal - Coping with Changing Technology MAINTENANCE - W & S Admin. - Benefits & Services - Labor Mgt. Rel. - Collective Bargaining - Discipline, Complaints & Grievances UTILIZATION - HR Planning - Career Development

To Get the Right Person for the Right Jo

To Get the Most From the Employees

To Retain the Best Workforce

To Instill Loyalty Among the Employees

INCREASING PRODUCTIVITY

ACQUISITION

Job Analysis
Human Resource Requirements of the Job Job specific duties & responsibilities

Job Analysis

Procedure used for determining/collecting Information relating to the operations and Responsibility of a specific job The end result: job description job specification

job description- organized, factual statements of the duties & responsibilities of a specific job. Job specification-written explanation of the minimum acceptable human qualities necessary for effective performance of a given job. (education, skills, personality ,etc.

Job Analysis provides info in several cases including the following: 1. 2. 3. 4. 5. How much time is taken to complete basic tasks? How are tasks grouped together into a job? How can a job be designed so that employee performance can be improved? What kinds of skills are needed to perform a given job? What kind of person is best suited to perform a certain type of job?

Specific Info Provided by Job Analysis: 1. Job title and location 2. Organizational Relationship ( # of persons supervised, if applicable and job tile of the positions supervised. Reflects supervision received. 1. Relation to other jobs (coordination required by the job) 2. Job Summary (condensed explanation of the content of the job) 3. Info concerning Job Requirements (machines, tools, materials, mental complexity and attention required, physical demands, working conditions)

Uses of Job Analysis Information:

Preparing the job description and writing the job specification Recruitment and Selections Determining the Rate of Compensation Performance Appraisal Training Career Planning and Development Safety Labor Relations

Methods Used in Job Analysis:

Interview

Observation

Questionnaire

Employee Recording/ Diary/ Log

Gonzales, Inc. Name: ____________________________________ Department: _____________________________ Job Title: __________________________________ Date Hired: ______________________________ Department Head: __________________________ 1. Summary of duties (main duties performed) _______________________________________________ ___________________________________________________________________________________ 2. Qualifications/Job Requirements (Educational attainment, work experiences, special skills, licenses, etc. required to perform assigned tasks) ______________________________________________________ 3. Equipment/machines/tools (i.e. computer, typewriter, calculator, mixer, motor vehicles, etc.) you normally operate or use as part of your job. _______________________________________________________ 4. Regular duties: (Describe all duties performed from the most important to the least, including percentage of time devoted to each to accomplish assigned tasks) _______________________________________ 5. Personal contacts/ relationship with other people. Define duties requiring contact (i.e. with other departments, outside companies, public, customers, etc.) and state how often these contacts are made. _____ ____________________________________________________________________________________ 6. Supervision. Being responsible for the work of others, indicate the number of subordinates and main duties performed by each. ______________________________________________________________ 7. Decision making involved in performing the job. _____________________________________________ 8. Responsibility for records. Reports and files required to be prepared and submitted. ________________ 9. Supervision required. Number of times needed to consult with the supervisor, or with the other personnel prior to making decisions, or in determining the proper course of action. _________________________ 10. Working condition. The physical condition under which the work is performed-inside and outside the company, in an air conditioned room, hazardous workplace, and the like. _________________________ 11. Other pertinent info no included in the previous items that can help in analyzing the job. _________________________ ___________________ Employees Signature Date

Sample Questionnaire

Writing a Job Description

Contents: 1. Date written 2. Job Status full-time/pat-time including salary 3. Job Identification info such as job title, department, division and code number of the job. 4. Job Summary - a brief one or two sentence statements describing the purpose of the job and what outputs are expected from job incumbents. 5. Working Relationship, responsibilities, and duties performed relationship statement shows the jobholders relationship with others inside and outside the organization. These include supervision received (to whom the incumbent reports) and supervision exercised (who reports to the employee). Responsibilities and duties performed present clear and precise statements of the essential functions, including the major tasks, duties and responsibilities performed. Each of the jobs major duties should be listed separately and described in a few sentences. For Example:
Job Title: Reports to: Supervises: Coordinates with: Outside the company: HR Manager VP of HR HR Assistant, Compensation Analyst, and Benefits Clerk All department managers and executive management Recruitment agencies. DOLE, union representative

6. Authority of incumbent defines the limit of the jobholders authority, including his decision-making authority, direct supervision of other personnel, and budgetary limitations. 7. Competency requirements education and experience including special skills required to perform a given job. 8. Working conditions list the general working conditions involved with the job. and other relevant characteristics of the immediate work environment such as hazards and noise levels.

Writing a Job Specification

Basic citeria: 1. Technical requirements education, work experience and training 2. Interpersonal requirements depending on the position, this may include being able to work in a team environment, being able to speak before a a group, leadership capability, civil status, personality and the like. 3. Educational requirements 4. Knowledge, skills and capabilities

ACQUISITION

Recruitment
Human Resource Requirements of the Job Job specific duties & responsibilities

Exercise 1: Individual work Topic: Recruiting on the Internet 1. Go to www.job-hunt.org 2. Look at the website from an applicants point of view. Search for a job there, and try posting a resume yourself. 3. Write you observations on the following: 3.1. How easy or how hard is it for applicants to find job they want? 3.2. How easy or how hard is it for an applicant to apply for job once he finds one he/she likes? 3.3. Does it have a job agent? 3.4. Does it protect the applicants privacy? 3.5. If you were an applicant, would you use this site? How much traffic does the site get? Is it the right traffic for your needs? Ask the site you are considering for demographic and compare the data to your requirements. 3.6. What percentage of the traffic to that site (job seekers) is relevant to the jobs you are posting? Is it a marketing site, you could not expect much response to your engineering and IT postings. 3.7. What percentage of the site, if there is a resume database, is relevant to the jobs you are posting? 3.8. Can you edit existing job postings or replace filled opportunities within your allotment time frame? Applicants hate out-of date posting and the best sites want the applicants to be happy, so they let you change your postings- even if it is to post a completely new job.

The Recruitment Process: Step 1 request for additional personnel originates:

HR plan Unscheduled/unexpected needs of a supervisor

Recruitment Plan:
Formulating a recruiting strategy Searching for Job applicants Screening Applicants Maintaining an Applicant Pool

Exercise 2. Interactive Course Work

Topic: Sources of Applicants

Direction: 1. Discuss the sources of applicants as a group. 2. Make a list of internal sources and external sources of applicants. 3. Make a comparison of Promotion from Within vs. External hiring 4. Prepare a matrix showing the list of advantages and disadvantages of both sources of applicants in comparison. 4. Make your recommendation. 5. Suggest a list of alternative to recruiting:

ACQUISITION
Selection
Preliminary Screening, Review of application form And Interview Employment Interview Employment Test Background Investigation/ Reference Checking Final Interview

Selection Decision
Physical Examination Placement on the Job

DEVELOPMENT
Training & Development

Employee Orientation/ Socialization

Organizational Orientation

Departmental Orientation

DEVELOPMENT
Training Process
Training Need Analysis/ Need Assessment Organizational analysis

Performance analysis
Task analysis Designing Training Program Validation Implementation Evaluation and Follow-up

DEVELOPMENT
Performance Analysis
Appraise employees performance Determine cost of value of correcting identified discrepancy Determine if employee could do the expected job Performance should be clearly communicated Determine other factors that can hinder performance Practice can help improve performance If analysis indicates that behavior need to be altered, training is a viable consideration Redesign (job enrichment, job simplification If all failed, employee may be transferred or terminated

(motivational problem) rewards, punishment, discipline