1. Employee Resourcing: The Planning & Recruitment Phase
Chapter 2 in Carberry & Cross (2013)
Human Resource Management

2. Outline the nature of human resource planning (HRP) and how HRP links with both the organisation’s overall business strategy and its specific recruitment strategy
Describe the stages in the human resource planning process and recognise the importance of on-going HR Planning in organisations
Differentiate recruitment from selection activities within an organisation’s resourcing strategy
Distinguish between terms used in recruitment such as job analysis, job description, person specification and competency profiles
Explain the advantages and disadvantages of different recruitment methods
Describe ways of generating an ‘applicant pool’ and attracting candidates
Explain key legislation in relation to recruitment and the flexible workforce

4. HRP / Talent Planning
Labour Market
Employer Brand
Recruitment
HR Analytics

5. General Comments on HR Planning
Key aspect of HR
Should link Business Strategy and HR
Arguments for and against HRP
HR Planning varies greatly across companies
Data Analytics the new buzz word

6. What is HR planning?
A core process of human resource management that is shaped by the organisational strategy and ensures the right number of people with the right skill, in the right place at the right time to deliver short and long term organisation objectives
Workforce planning guide, CIPD 2010

7. Aims of HR Planning
Obtain & retain the quantity and quality of manpower needed
Make the best use of manpower resources
Anticipate potential surpluses/deficits

8. Why is it important for an organisation to conduct HR Planning?..
Marchington & Wilkinson, Core Personnel & Development 2000
Human Resource Management

9. Also……. Reduced costs Improved planning of employee development
Make equality improvements
Useful tool for measuring HR success

10. Talent Planning Strategies
Organizations that invest in talent workforce planning and/or succession planning place themselves in a better position to achieve their business goals and objectives. Planning is an integral part of recruiting, developing and retaining employees and leaders. While these processes can exist without an effective planning component, their capability is considerably limited. Recent research has shown that best-in-class organizations use long-term strategic workforce planning to maximize their recruitment and retention strategies. What is succession planning? It is about creating the continuous pipeline of people who may one day run the organization

11. Practical Approaches to Succession Planning
Listen to this video in your own time.
Practical Approaches to Succession Planning
Tim McConnell, SPHR & HR Strategist with McConnell Consulting Ottawa

12. Questions on Video Clip
What is Succession Planning?
Why is HR Planning important today?
Why is Succession Planning the most important element of HR Planning?
Finish the sentence:
“hired for your resume,………….”
What does this sentence mean?

13. Human Resource Management

14. Case Study : Describe the purpose of workforce planning?
Explain why companies engage in workforce planning. Relate your answer to ScottishPower & the current environment in which it is working
What approaches do ScottishPower currently use to attract new young employees?

15. Stages in the HRP Process

16. HR Planning Process Stocktaking / Analysing Forecasting Planning
Implementation

17. Human Resource Management
Personnel & HR Management, Gunnigle et al, 1997
Human Resource Management

18. 2. Forecasting Demand Forecasting Supply Forecasting
How many employees will be required for the future?
Supply Forecasting
Where are future employees are going to be found? Inside the company or in the labour market or combination of both?

19. Workforce planning guide, CIPD 2010

20. Exercise: Supply of labour local to organisations
List factors that influence the supply of employees in the area LOCAL to an organisation?

21. Sources of supply - Local
Level of unemployment
Open & closure of new workplaces
Nos. and qualifications of school and college leavers
Housing & transport developments
Employer reputation in the area

22. Stage 3: Planning
By going through stages 1,2,3 an organisation establishes whether it is going to have a labour shortage or surplus.
From this it will then need to PLAN how it is going to address this shortage or surplus. This is called the planning stage.

23. Exercise: Planning
List actions that an organisation can take if it identifies that it will have a labour SHORTAGE

24. Exercise: Planning
List actions that an organisation can take if it identifies that it will have a labour SURPLUS

25. Stage 4: Implementation
Workforce planning guide, CIPD 2010

26. Stage 4: Implementation
Workforce planning guide, CIPD 2010

27. Best Practice Talent Planning Strategies
include:
Identifying workforce gaps to meet business needs
Identifying top performers
Identifying new and emerging job roles
Modelling alternative workforce strategies
Creating processes for knowledge transfer
Developing accelerated career paths for very high potentials
Talent planning needs to be linked to the larger strategic business plans so that HR can provide the right workforce to ensure future business objectives.

28. Workforce Planning in Practice – Top Tips from HR Practitioners
HR must be involved in strategic planning
No one size fits all model
Know what you’ve got
Link workforce planning to more flexible jobs
Relate workforce planning to the demands of a challenging economic environment
READ
Workforce planning guide, CIPD 2010

29. Summary HR Planning has come a long way
HR Planning is not a substitute for managerial judgement but an aid to decision making
Changing nature of organisations is going to influence HR Planning
HR Analytics – watch this space!

30. Recruitment

31. General Comments One of the most important HR function
Recruitment versus selection? Are the two different?
Not just about finding the right person for the job but the person that fits the company
Good recruitment should make selection easier
This is the ‘Marketing’ end of HR
Need to comply with the legislation
Who do you involve in the process?
Important to evaluate the process regularly
Employer Branding is the new buzz

32. Recruitment & Selection Process

33. Job Analysis The recruitment process begins with Job Analysis:
Identify knowledge, skills, abilities, attitudes and behaviours associated with successful performance in the role
This determines the R&S criteria as well as future performance management, rewarding and training of the recruit
Training for the T&D Department can also be identified from the Job Analysis

34. Job Analysis produces…
Job description
Detailed inventory of what a particular job entails. Duties, responsibilities etc..
Person specification
Asks what kind of candidate is required to match the job description?
It lists the qualifications, knowledge, skills, personal attributes and experience needed
Competency Profile
Very common in large organisations. May be used in conjunction with or instead of Person Specification

35. Job Descriptions
“A broad statement of the purpose, scope, duties and responsibilities that are attached to the job, and as such form the basis of the contract of employment” (Gunnigle et al 2002:91)
Will vary slightly across companies
Becoming outmoded because….
Still important because

36. TASK:Elements of a Job Description
List the items that you think should be included in a job description? ..

38. Person Specification
Describes the ideal person for the job & provides a detailed description of the criteria necessary to do the job effectively

39. Person Specification Number of important functions:
Describes the ideal person
Helps in deciding where to concentrate search & advertising
Can facilitate short-listing (should differentiate between essential & desirable characteristics, etc)
Can help determine the selection criteria

40. TASK: Person Specification
List the items that you think should be included in a person specification? ..

42. A good Person Specification
The following are the qualities of a good person specification:
It closely matches the job description
It is specific and detailed
It is weighted (Essential & Desirable)
It is measurable

43. Competency Profile
‘the behaviours that individuals must have, or must acquire, to perform effectively at work’ (CIPD 2012)
Examples of competencies include
Can include technical skills, soft skills and collaborative skills.
Example Competency Profile

44. TASK: Using the form provided
Write a Job Description & Person Specification for a position you have held or are familiar with

45. Terms & Conditions
Refer specifically to the effort-reward relationship
Play an important role in attracting suitable candidates
Must adhere to employment law statutes

46. Terms & Conditions Hours of work Shift Payment method and frequency
Holiday entitlement
Bonus
Allowances
Benefits (sick, pension, VHI…..)
Other…dress standards etc.

47. Case Study
1. Define the terms recruitment and selection. How do these processes enable an organisation like Tesco to get the right people to fill its posts? 2. Describe how job descriptions and person specifications are helpful in the selection process? What other purposes might a job description be used for? 3. Analyse Tesco’s methods of attracting and recruiting candidates. Outline what you consider to be the main strengths and weaknesses of one of these methods. 4. Evaluate the benefits for Tesco of using both interviews and assessment centres in the selection process.

48. Recruitment 3 Functions Attract a pool of suitable candidates
Deter unsuitable candidates from applying
Create a positive image of the company (now known as employer branding)
3 main approaches
Internal and External

49. Recruitment: 2 main approaches
Internal
External

50. Questions to ask yourself?
Do we recruit Internally or Externally or both?
Which recruitment method or methods should we use?
What should the application process be? (CV, application form, etc.)

51. Internal Recruitment Outline the advantages and
disadvantages of internal recruitment.

52. Advantages Disadvantages No fresh blood Cost effective
Advocates staff development
Staff retention
Increase motivation and commitment
Easier induction
Better knowledge of the candidates
Faster recruitment
No fresh blood
Leaves another vacancy to be filled or a skills gaps
May restrict innovation & diversity
Cost of training new appointment &/or replacement
Is the organisation getting the ‘best’ person for the job?
Ill feeling of unsuccessful candidates

53. External Recruitment Outline the advantages and
disadvantages of external recruitment.

54. Advantages Disadvantages Wider target audience
Ideal candidate, less training
Fresh blood, new skills, new ideas
Promotes diversity
Grow employer brand
Create pool of future candidates
Cost
Duration
Better the devil you know?
Affect on internal employees
Will they be welcomed

55. Task: External Recruitment Methods
List as many methods as you can think of … ….

56. External Recruitment Methods
Informal
Formal
Employee Referral
Word of mouth
Informal Social Media
Previous applicant database
Media
Print
Radio TV
Job Boards
Company Website
Social Media
Recruitment Agency
Graduate Recruitment

57. Graduate Recruitment
Directly through the college or at recruitment fairs
Current technical skills
Can influence from student & course from year 1
Can be time consuming
Can be very competitive & expensive
Focus on small number of colleges

58. Recruitment Consultancies
Frees up organisational time
Access to recruitment expertise
A huge range of providers of varying quality
They are in the commission business!!
Large pool of candidates
Can headhunt
Confidentiality
Expensive
May not be good at organisation fit

59. E-recruitment Company website Job boards Social Media
Large target market at relatively low cost
Need IT expertise
Need to keep material fresh
Speed of response
ATS , can measure more
Useful screening systems
Security & data protection issues
Ethical behaviour

60. International recruitment
Another pool to find the skills you need
Often essential for senior positions
Expensive
Visas, family, accommodation etc
Cultural issues
Increased administration

61. Read: CIPD Factsheet - Recruitment
Identify the advantages and disadvantages of different recruitment methods

62. Task: Recruitment Methods
List 3 recruitment methods one could use to advertise the following vacancies:
IT Technician
Engineering Manager
Chartered Accountant
Chief Executive
Pharmaceutical Science Graduate

63. Employer Brand
Having a positive “employer brand” (Knox and Freeman 2006; Mosley 2007) indicates the organisation is a desirable place to work by both internal and external labour markets
To be an employer of choice
Candidates look for you and not vice versa
Better retention, less expensive recruitment, shorter recruitment times, better applicants,
Great Places to Work

65. The Job Advert Use ‘AIDA’ to draft the job advert: Should contain
name of organisation
job title
duties
essential skills/competencies required,
desirable skills/competencies
the application details (if the candidate needs to send a CV, cover letter, or if he/she needs to complete an online application form)
the closing date for applications
the address/contact details where the application should be sent
Use ‘AIDA’ to draft the job advert:
Attention, Interest, Desire & Action

66. Application Forms Part of the selection process
Give information relevant to the job/person specification
Need to be mindful of the Equality legislation when designing an application form

67. Read: CIPD Factsheet - Recruitment
Identify the advantages and disadvantages of using application forms

68. Screening & Short-listing
Only works effectively where there is a well-detailed, measurable job description
Those who score high on the short-listing matrix progress to the next round
Poor scorers are eliminated from the process
Helps to remove biases of the short-lister
Use the person specification to help you shorlist
Avoid comparing one application against another

69. TASK: Employment Legislation
Name any pieces of employment legislation which you think affect recruitment and selection?
Can you list the nine grounds of discrimination covered by the equality legislation?
What specific aspects of the recruitment and selection process do we need to be careful about as a result of the legislation?

70. Gender
A man, a woman or a transsexual person (specific protection is provided for pregnant
employees or in relation to maternity leave)
Marital status
Which means single, married, separated, divorced, or widowed.
Family status
This means having responsibility either as a parent or as a person in loco parentis for
someone below 18 years of age, or as a parent or resident primary carer for someone 18
years or over with a disability who requires a high degree of support and attention.
Age
In general this means people in employment between the ages of 18 and 65; and people
in vocational training between the ages of 15 and 65.
Disability
This is broadly defined including people with physical, intellectual, learning, cognitive or
emotional disabilities and a range of medical conditions
Race
Includes race, colour, nationality, ethnic or national origin.
Sexual Orientation
Gay, lesbian, bisexual or heterosexual; (The Court of Justice in PSV held that
discrimination against a transsexual constituted discrimination on the grounds of sex.)
Religious Belief
Includes religious background or outlook or lack of religious belief.
Membership of the Traveller community
People who are commonly called Travellers, who are identified both by Travellers and
others as people with a shared history, culture and traditions, identified historically as a
nomadic way of life on the island of Ireland.
What is discrimination:?
Discrimination is defined as less favourable treatment. A person

71. Questions on articles Flying in the face of the Law
What mistakes did the airline make
Recruitment & the Law
How long should records regarding recruitment & selection be kept?
What points should one bear in mind when drafting advertisements for a vacancy
As an employer what can you do to make sure that discrimination does not occur at an interview?
What are the exceptions to the employment legislation?

72. Can you outline the nature of the Human Resource Planning (HRP) process?
Do you know how HRP links with both the organisations overall business strategy?
Why is conducting a job analysis an important element in the recruitment process? Can you explain the job analysis process?
Do you now know and understand each of the methods of recruitment?
Can you explain the steps and an employer needs to take to ensure that there is no discrimination throughout the recruitment and selection process?

73. Extra Reading – all in Moodle!
Chapter 2 in Carberry & Cross (2013)
Handout used in class

74. Review questions Describe the four stages in the HR planning process.
Describe 3 actions you could take to fill a labour shortage in a company?
Describe 3 actions you could take to resolve a labour surplus in a company?
Imagine that you have just been given the task of devising a human resource plan for Next clothing retail in Sligo. What information would you need in order to put this plan together.
Identify the main stages in the recruitment process
Explain the difference between recruitment and selection
What is job analysis?
Explain the difference between a job description and a person specification and a competency profile
List the nine grounds for discrimination covered by the equality legislation
Identify 3 recruitment methods
What factors need to be considered when choosing a recruitment method?

75. Sample Exam Questions
Distinguish between the terms job analysis, job description and person specification as used in recruitment and selection.
Write a job description and person specification for a position that you are familiar with.
(i) Describe a piece of employment legislation which is relevant to recruitment & selection.
(ii) Discuss the implications of this legislation for recruitment and selection procedures within organisations.

76. Sample Exam Questions
Distinguish between the terms recruitment and selection as used in an HR context.
(i) Describe what should be included in a job description.
(ii) Describe what should be included in a person specification
8. (i) Discuss the strengths and weaknesses of ONE internal and TWO external recruitment methods.
(ii) Describe how you might go about shorlisting candidates after the recruitment phase has been completed.