Unit 3 (P 30): Staffing: components and HRM system

Components of staffing:

1. Job Analysis: This includes the systematic analysis of the job and the characteristics of the desired job holders. The information collected through a Job Analysis is of two forms: Job Description and Job Specification.
2. Job Design (JD): JD can be defined as the function of arranging tasks duties and responsibilities in to an organizational unit of work for the purpose of accomplishing a certain objective. Techniques are: Scientific Techniques, Job Enlargement, Job Rotation, Job enrichment, Group Technique
3. Human Resource Planning (HRP): HRP can be identifies as the strategy forecasting the organizations future requirements for different types of workers, their acquisitions, utilization, improvement, employee cost control, retention and supply to meet these needs.
4. The HR Planning Process
5.  Recruitment: This is the initial attraction and screening of the supply of prospective Human Resources available to fill a given position/s. In other words, it is the process of involving the attraction of suitable candidates to vacant positions from both internal and external sources of the organization.
6. Selection: This is a systematic process of selecting the most appropriate and suitable person to a particular job. In other words, Selection is choosing an individual to hire from all those who have been recruited/ attracted. In this process, letters of appointments will be prepared, employment contracts will be signed and the new employee will be sent in for a probationary period.
7. Induction: This is concerned with introducing an employee to the company, job and staff in a systematic way. There are two components of induction: Introducing the employee to the organization and the organization’s culture and Introducing the employee to his/her job.
8. Performance Evaluation: This is a regular systematic assessment of an employee’s performance in order to review whether his/her performance matches the expected performance levels. It is also the judgment of an employee’s performance in a job based on considerations other than productivity alone.
9. Compensation Management: The main objective of the function is to develop and maintain a good salaried and wages system which is reasonable both internally and externally.
10. Training and Development: Training is the process by which the employees are taught skills and given the necessary knowledge to carry out their responsibilities to the required standard. In other words, it is the improvement of the performance to carry out the current job.
11. Development is concerned with the giving the individual necessary knowledge, skills, attitude and experience to enable an employee to undertake greater and more demanding roles and responsibilities in the future. Development is concerned with the long term prospects of a career succession plan.
12. Employee Movements: The movements of employees take place in three ways: Promotions, Transfers, Lay off.
13. Welfare Administration: This refers to all the facilities and comforts given to the employee by the employer apart from wages, salaries and incentives. E.g.: Medical facilities, Canteen facilities, Housing facilities, Transport facilities, Recreation facilities, Loan facilities, Educational facilities
14. Health and safety Administration: This is concerned with maintaining required and reasonable levels of professional Health and safety in the job and its environment. The organization should ensure the employees physical and mental health. The work place should be free of hazards.
15. Discipline Administration: It is important to control the performance and behavior of the employees according to the rules and regulations of the organization. For this very reason it is important to develop, implement and maintain an appropriate disciplinary system.
16. Grievance Handling: A grievance can be identified as a situation where the employee is in metal distress, dissatisfies or has a bad attitude, due to a work related unreasonable or unjust situation. A grievance could take place for various reasons : Job related reasons, Work services related reasons, Employee management related reasons, Service conditions related reasons, Employee behavior related reasons
17. Labour Relations: The continue relationship between the labour force and the management. Since labour forces are organized as Trade Unions, it is actually a relationship between Trade union representative and the management. However the Government is also an involved as a third party in order to regulate this relationship by ways of laws. This relationship is also more commonly known as a tri-partite relationship.

System : Human Resource Management

A system is a set of interrelated but separate elements or parts working towards a common goal. To carry out its operations each enterprise has certain departments known as subsystems such as production subsystem, finance subsystems, marketing subsystem, and HR subsystem etc . Each consists of a number of other subsystems. For example the HR subsystem may have parts such as procurement, training compensation appraisal rewards etc 

• Input of HRM: 
• Labour market: External supply of labour 
• Organizational plan: 
• HR plan, policies and procedures:
• Job analysis:
• HR Inventory:
• Social obligation:
• Processing:
• Acquisition: Recruitment, selection, and socialization
• Development: analyze, design, develop, implement and evaluate training needs. 
• Motivation: Reward (extrinsic and intrinsic), autonomy, compensation management, performance appraisal, Knowledge management.
• Maintenance: Labor relations and employee welfare.
• Output
• Productivity
• Quality of work life: autonomy, recognition, belonging, rewards
• Readiness for change:
• Goal achievements: profits, satisfied employees
• Feedback:
• Environments: Internal and external:  Internal environment: (Owners/ shareholder, Board of directors, Employees/ unions, corporate culture, Structure, Rules and regulations, goals, resources). External environment: Task or micro (Customers, Suppliers, Distributors, Unions, Creditors, Competitors, Regulatory Agency, Strategic allies) or operating environment. General or macro or remote environment:
• Political: constitution, political parties, government, government – business relationship, International political events.
• Economic: economic system, economic policies, markets, globalization, unemployment.
• Social: attitudes and beliefs, religions, language, education, class system, social organization.
• Technological: choices of technology, need identification, acquisition, up gradation and maintenance, 
• Legal: competition law, employment law, health and safety law, product safety
• Environmental: Environment protection laws, waste disposal, Energy consumption