Personnel Assessment

1. Personnel Assessment MS. POOJA M SHAH

2. Curriculum Meaning / Objectives Recruitment / Selection: • Categories of Personnel • Job Analysis, Job Description and Job Specification • Recruitment Process • Types of Recruitment • Internal Recruitment • External Recruitment

3. ……….Continued • Selection Process • Screening of Resumes • Application Blanks / Self Assessment by candidates • Handwriting Analysis / Astrology • Written / Psychological Tests • Group Discussion /Case Studies • Presentations / Reports • Group Activities / Business Games / Role Plays • Interviews • Others

4. ……….Continued Performance Management: • Meaning / Objectives / Purpose / Factors governing it. • Potential v/s Performance Appraisal • Performance Appraisal Methods - Critical Incidents - BARS - MBO - Ranking / Rating - Paired comparison / Forced distribution - 360 degree Appraisal - Others

5. Distribution of Marks 60 marks – Final Written Paper 30 marks – Project + Presentation (4 groups) Project: 15 Marks Presentation: 10 Marks Q & A: 5 Marks 10 marks – Class Participation -------------------- 100 marks

6. Books for Reference Human Resource and Personnel management – K Ashwathapa Employee Selection – Lilly M Berry Hand Book on successful recruitment and Selection Psychological Testing – By John Toplis, Victor Dulewicz, Clive Fletcher Human Resource Management – V S P Rao

7. Group Project Group of 4 ( 3 groups) + Group of 5 (1 group) Project in 2 parts: 1) Recruitment & Selection Process: Take up 2 different Personnel category and explain • Job Opening / Vacancy • Job Description + Specification • Recruitment Process • Selection Process • Factors affecting Recruitment and Selection Process • Problems in the Existing Process • Recommendations / Suggestions

8. ……….Continued 2) Performance Management System • Process • Method used • Factors affecting its working • Problems faced • Recommendations / Suggestions • Presentation (10 marks): 15 minutes • Question – Answer Session (5 marks): 5 minutes

9. Personnel Assessment • Formal, structured system of measuring and evaluating • A person’s job related behaviors and outcomes • To discover how and why the person is presently performing on the job • And how he can perform more effectively in the future • So that the employee, organisation, and society all benefit.

10. Objectives of Personnel Assessment • Recruitment and Selection • Performance Management • Confirming employees on probation • Compensation (Increments) • Training and Development. • Career Management • Promotions / Transfers • Check effectiveness of HR programmes

11. Employer MINIMUM WAGES ACT, 1948 • In relation to an establishment which is under the control of the Government, a person or authority appointed by the Government for the supervision and control of employees or where no person or authority is so appointed, the head of the department; • In relation to an establishment under any local authority, the person appointed by such authority for the supervision and control of employees or where no person is so appointed, the chief executive officer of the local authority;

12. ……….Continued • In any other case, the person who, or the authority which, has the ultimate control over the affairs of the establishment and where the said affairs are entrusted to any other person whether called a manager, managing director, managing agent, or by any other name, such person

13. Employee • An employee normally works at the employer's premises or a place the employer specifies, is paid by a set rate (hourly, weekly, monthly or by unit of production) and works set hours or a given number of hours (weekly or monthly). • An employee is paid sick pay and holiday pay, and may be eligible for overtime or penal rates.

14. Categories of Personnel • Full-time Employee • Part-time Employee • Temporary Employee • Regular Employee • Regular Fixed-Term Employee • Leased employees • Job Share Employees

15. ……….Continued • Salaried Employee • Hourly Employee • Exempt Employee • Non-Exempt Employee • Staff • Professional • Administrative • Executive

16. Example: Techno • Top Management Directors, President, VP, AVP • Managerial Level Sr. Mgr, Mgr, Asst Mgr • Executive Level Sr. Exec, Jr, Exec, • Support Level Peons, Drivers

17. Occupational Division Example Occupations Professional, technical, mngrl occupations. Architect, Engineer, psychologist, physician, writer, attorney, Ship captain, advertising Ex, Retail Sales mgr. Clerical and Sales occupations Secretary, Computer operator, bookkeeper, Cashier, Receptionist, store clerk, real estate sales agent Service Occupations Maid, Waitress, Bartender, Barber, Baggage handler, Launderer, Security guard, Firefighter, Police officer Table – Occupational Groups and Examples

18. Agriculture, fishery, forestry, and related occupations Farmer, horticulturist, green-keeper, tree trimmer, farm machine operator, daily worker, animal care-taker, fisher, forest worker Processing occupations Tungsten refiner, blast furnace tender, die-casting machine operator, beverage grain miller, cigarette inspector, butcher, egg calendar, bakery supervisor Machine trades occupations Machinist, machine-shop tool maker, grinder operator, drill-press operator, robotic machine operator, automobile mechanic, aorcraft mechanic ……….Continued

19. Benchwork occupations Beadworker, sewing-machine operator, plastic pattern caster, Button maker, packing-line worker, paint-spray inspector Structural work occupations Welder, Electrician, furnace fabricator, refrigeration mechanic, ship guard painter, bulldozer operator, blaster, carpenter. Miscellaneous occupations Trailer- truck driver, rail road station agent, parking lot attendant, sign painter, miner ……….Continued

20. Job Analysis A process to identify and determine in detail the particular job duties and requirements and the relative importance of these duties for a given job PURPOSE: • Training • Personnel Selection • Job Evaluation, and • Performance Appraisal

21. ……….Continued WHO CONDUCTS JOB ANALYSIS? • HR/ Job Analyst/ Consultants PROCESS: • Identify the Job(s) to be analyzed. • Determine the procedures to be used (methods) in collecting job data. • Implement the job analysis methods. • Review the data collected through Job Analysis. • Summarize and document the data collected.

22. Job Title Designation Job Purpose What is the job meant to do - and how does this related to other parts of the business? Job Content Duties and responsibilities Accountabilities What results / outputs is the job holder responsible for? Performance criteria How will the job holder's performance be measured? Resource requirements E.g. Equipment, Location Supervision The amount of supervision that is normally given / freedom of decision-making in the job Person Specification Skills and/or qualifications needed for the job (including personal skills) Contents of a Job Analysis

23. Job Analysis JOB ANALYSIS A process of obtaining all pertinent job facts • JOB DESCRIPTION • Job Titles • Location • Job summary • Duties • Machines, tools and equipment • Materials and forms used • Supervision given or received • Working Conditions • Hazards • JOB SPECIFICATION • A Statement of human qualifications necessary to do the job. • Experience • Education & Training • Judgement & Initiative • Physical effort • Physical skills • Communication skills • Emotional characteristics • Unusual sensory demands viz: Sight, Smell, Hearing

24. Job Description • It sets out the purpose of a job, where the job fits into the organization structure, the main accountabilities and responsibilities of the job and the key tasks to be performed. USES: • Organization • Recruitment • Legal • Appraisal of Performance

25. JOB DESCRIPTION Role Outline The works manager will be responsible for the day-to day management of the engineering works of XYZ Company, its efficient, effective and safe operation and the management of the staff. The post holder will be expected to be part of the company’s management team and implement the planning, operational and personal policies and practices, as agreed.

26. Job Specification It describes the requirements a job holder needs to be able to perform the job satisfactorily. Torrington and Hall (1991) say that a person specification is ‘A Statement, derived from the job analysis process and the job description, of the characteristics that an individual would need to possess in order to fulfill the requirements of a job’.

27. Job Specification This may include some or all of the following: • Physical attributes • Attainments • Aptitudes • Interests • Personal circumstances

28. Points Questions Comments Attainment What educational requirements / specialist knowledge are needed for successful completion of task? A degree provides an indication of level of study or a subject degree to indicate detailed knowledge RODGER’S 7 POINT PLAN

29. Experience What roles and tasks should have been occupied to ensure the post holder is adequately equipped? These can be gained in and out of work. Budget management, for example, happens at home and work, Organizing people can include line management experience and experience of organizing voluntary groups. Abilities What skills need to be deployed for the competent performance of the tasks? Skills or abilities can be learnt and developed from experience, feedback and practice, such as communication, interpersonal and some mental abilities.

30. Aptitudes Where will the post holder’s strengths lie; what particular talents do they need to possess? An aptitude is a personal inclination or preference such as team working, a self-starter, innovator or can pay attention to detail. Interests What interests relevant to the work will suggest possession of sought-after skills and aptitudes? Someone preferring their own company will cite activities that reflect their preference (e.g. listening to music, reading). More social individuals will give examples that bring them into contact with others.

31. Circumstances How will out of work activities effect the adequate completion of the tasks? Active membership of a professional; or community body may be a plus or a minus. Physical make-up The use of this question is debatable unless there are some real reasons for its inclusion Ascertainment of genuine occupational or physical qualification (e.g. when membership of specific sex/ethnic group is needed for the provision of personal services to members of the same group) is legally permissible.

32. Table (B) Person specification for works manager Factor Requirements Attainment HND or equivalent in relevant subject Formal training in management skills Training in HASAW matters Experience Staff management Creation and implementation of plans Work in an organization that used TQM or other quality systems Example from notes of 7 point

33. Skills Communication Leadership Planning and organising skills Aptitudes Committed to quality and customer satisfaction Facilitator of other achievement Safe worker Monitors achievement and follows through to ensure adequate progress Consultative and Participative Interests Own development Continuous improvement Other people Circumstances Able to be flexible

34. Occupational Information Network Experience Requirements Training Experience Licensing Worker Requirements Basic Skills Cross-Functional Skills General Knowledge Education Occupation Requirements Generalized Work Activities Work Content Organizational Context O*NET Occupation-Specific Requirements Occupational Knowledge Occupational Skills Tasks Machines, Tools & Equipment Occupation Characteristics Labor Market Information Occupational Outlook Wages Worker Characteristics Abilities Interests and Work Values Work Styles

35. Check the reading done for the jd and js given as hand outs

36. Recruitment • Process of locating and encouraging potential applicants to apply for existing or anticipated job openings. • A linking function, joining together those with jobs to fill and those seeking jobs. • It aims at (i) Attracting a large number of qualified applicants who are ready to take up the job if it’s offered and (ii) Offering enough information for unqualified person to self-select themselves out.

37. ……….Continued It is important to appreciate that recruitment is a continuous process - because of: • Staff departures (e.g. retirements, sackings, resignations) • Changes in business requirements (e.g. new products, markets, expanded operations) • Changes in business location (a relocation often triggers the need for substantial recruitment) • Promotions

38. Suggest Recruitment / Selection method: • The company requires 4 Salesmen for marketing its software products. The person should be good in communication, should have analytical skills and should have minimum 1-year relevant experience. Salary is no bar for candidate with right kind of attitude. The person should have flair for marketing and should be able to work under targets

39. ……….Continued • ABC Ltd. is looking out for an accountant. There are 2500 people working in this company. The employee would look after the petty cash requirement of the company on a daily basis. The company on an average has around 540 cash transactions daily. The candidate has to be honest and trustworthy. The candidate should have minimum 3 years relevant experience. Work would also involve datamining and data maintenance. Hence basic computer knowledge is must.

40. ……….Continued • Mehta Institute of Management Studies and Research is looking out for a Professor to teach the subject “Industrial Relations”. The candidate should have minimum 5 years experience in the similar field. Thorough understanding of the subject is must. Students attending the lectures would be professionals working in the same field. Salary is no bar for the right candidate.

41. ……….Continued • Mr. Shah is a factory owner. Diamonds are polished and then jewellery is produced with the requisite raw material. Mr. Shah is looking out for around 25 laborers for his factory. The candidates could be a mixture of experienced as well as fresh ones. Candidate should be sharp and should be willing to put in required efforts. Candidate should be willing to work for longer hours, which could include night duty.

42. RECRUITMENT PROCESS Personnel Planning Job Analysis Employee Requisition Applicant Pool Job Vacancy • Recruitment • Planning • Numbers • Types • Searching Activation “Selling” • Message • Media Screening Potential Hire Applicant Population Selection • Strategy Development • Where • How • When Evaluation and Control

43. Examples • Techno process – give them • Organon process • Dominos process – check whether read or not

44. RECRUITMENT • Internal Recruitment • Present Employees • Promotions • Transfers • Job Posting • Employee Referrals • Former Employees • Previous Applicants External Recruitment Advertisements (Press/ Audio / Video) Fliers / Mail shots/Brochures Job sites Vehicle Displays Off the wall approaches Recruitment Fairs / Employment exchanges Campus Recruitment Walk-ins, Write-ins and Talk-ins Headhunters / RecruitmentConsultants Contractors / Professional or Trade Associations Displaced persons Acquisitions and mergers Competitors

45. PERSONNEL ASSESSMENT Factors Governing Personnel Assessment • Climate • Social • Legal • Economic • Political • Technological Labour Market Conditions Human Resource Planning Company Image Company Size Recruitment / Selection Policy Behavioral and Social Science Unemployment Rate Cost • Interplay • Customers • Competitors • Economy • Technology Supply & Demand of labour Growth and Expansion

46. Selection Process Resumes / Application Blanks / Graphology / Astrology Written Examination / Case Studies / Reports JOB ANALYSIS Preliminary Interview / Group Discussion / Presentations Group Activities / Business Games / Role Plays Psychological Tests RECRUITMENT AssessmentCenters Final Interview Medical Examination Assess the fit between the Job & the Candidate Line Manager’s Decision Employment

47. Screening of Resumes • Sample Resumes • 3 groups of 4 people • 1 group of 5 people

48. Assistant Managers: Research • Job Function: Finance • Experience: 1-3 years • Specialization: Financial Analysis, Investor Relationship, Shares Services • Qualification: MBA/PGDM, CA, ICWA • Industry: Financial Services • Vacancies: 2 • Level: Middle - Manager, Assistant Manager • Salary: 150000-350000 P.A. • Location: Mumbai • Key Skills: Analytical skills

49. ……….Continued Job Description: • M.B.A.(Finance)/ C.A./ C.F.A with 2 years experience in Equity Research. Candidate should possess good analytical skills and command over English language. Candidate should have a liking for numbers and should be well versed with presentation techniques. Company Description: • A leading professionally managed corporate stock and commodity broking house with membership of leading exchanges of India having retail and institutional client base, wide franchisee network across India and distribution of primary market offerings and mutual fund products.

50. Job Description Job Title: Faculty: Personnel Assessment Job Scope: Full time course (MMS /PG) Location: HO (Mumbai) / N.L.D.I.M.S.R.