Personnel Assessment

MS. POOJA M SHAH

Curriculum

Meaning / Objectives

Recruitment / Selection: Categories of Personnel Job Analysis, Job Description and Job Specification Recruitment Process Types of Recruitment

Internal Recruitment External Recruitment

……….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

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

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Distribution of Marks60 marks – Final Written Paper

30 marks – Project + Presentation (4 groups)

Project: 15 Marks

Presentation: 10 Marks

Q & A: 5 Marks

10 marks – Class Participation

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100 marks

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

Group ProjectGroup 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

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

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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.

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

 EmployerMINIMUM 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;

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

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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.

Categories of Personnel

Full-time Employee Part-time Employee Temporary Employee

  Regular Employee Regular Fixed-Term Employee Leased employees Job Share Employees

Salaried Employee Hourly Employee   Exempt Employee Non-Exempt Employee   Staff Professional Administrative Executive

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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

Table – Occupational Groups and Examples

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

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

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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

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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

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.

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Contents of a Job Analysis

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)

 

Job Analysis

JOB ANALYSISA 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 SPECIFICATIONA 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

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

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.

JOB DESCRIPTION

Job SpecificationIt 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’.

Job SpecificationThis may include some or all of the following:

Physical attributes Attainments Aptitudes Interests Personal circumstances

RODGER’S 7 POINT PLAN

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

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.

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.

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.

Example from notes of 7 point

Table (B) Person specification for works manager

Factor Requirements

Attainment HND or equivalent in relevant subject Formal training in management skillsTraining in HASAW matters

Experience Staff managementCreation and implementation of plansWork in an organization that used TQM or other quality systems

Skills CommunicationLeadershipPlanning and organising skills

Aptitudes Committed to quality and customer satisfactionFacilitator of other achievementSafe workerMonitors achievement and follows through to ensure adequate progressConsultative and Participative

Interests Own developmentContinuous improvementOther people

Circumstances

Able to be flexible

Occupational Information Network

Occupation Requirements

Generalized WorkActivitiesWork ContentOrganizational Context

Occupation Characteristics

Labor Market InformationOccupational OutlookWages

Experience RequirementsTrainingExperienceLicensing

Occupation-Specific Requirements

Occupational KnowledgeOccupational SkillsTasksMachines, Tools & Equipment

Worker Requirements

Basic SkillsCross-Functional SkillsGeneral KnowledgeEducation

Worker Characteristics

AbilitiesInterests and WorkValuesWork Styles

O*NET

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

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.

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

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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

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.

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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.

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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.

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RECRUITMENT PROCESS

Personnel Planning

Job Vacancy

RecruitmentPlanning NumbersTypes

Strategy DevelopmentWhereHowWhen

Searching Activation “Selling”MessageMedia

Applicant Population

Applicant Pool

Potential Hire

Evaluation and Control

Screening

Employee Requisition

JobAnalysis

Selection

Examples Techno process – give them Organon process Dominos process – check whether

read or not

RECRUITMENT

Internal Recruitment

Present Employees-Promotions-Transfers-Job Posting

Employee ReferralsFormer EmployeesPrevious Applicants

External RecruitmentAdvertisements (Press/ Audio / Video)Fliers / Mail shots/BrochuresJob sitesVehicle DisplaysOff the wall approachesRecruitment Fairs / Employment exchangesCampus RecruitmentWalk-ins, Write-ins and Talk-insHeadhunters / Recruitment ConsultantsContractors / Professional or Trade AssociationsDisplaced personsAcquisitions and mergersCompetitors

Company Image

PERSONNEL ASSESSMENT

Behavioral and Social Science

Supply & Demand of labour

Climate-Social-Legal-Economic-Political-Technological

Unemployment Rate

Labour Market Conditions

Interplay-Customers-Competitors-Economy-Technology

Human Resource Planning

Company Size

Recruitment / Selection Policy

Cost

Growth and Expansion

Factors Governing Personnel Assessment

Selection Process

Resumes / Application Blanks / Graphology / Astrology

Written Examination / Case Studies / Reports

Assessment Centers

Preliminary Interview / Group Discussion / Presentations

Group Activities / Business Games / Role Plays

Psychological Tests

Final Interview

Medical Examination

Line Manager’s Decision

Employment

JOB ANALYSIS

RECRUITMENT

Assess the fit between the Job & the Candidate

Screening of Resumes Sample Resumes 3 groups of 4 people 1 group of 5 people

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

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.

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Job DescriptionJob Title: Faculty: Personnel Assessment

Job Scope: Full time course (MMS /PG)

Location: HO (Mumbai) / N.L.D.I.M.S.R.

APPLICATION BLANKS / FORMS Ensures that the information sought by the employer is

presented in a uniform fashion.

Selectors have data arranged for them in a standard way, which enables them to compare the details in separate applications

DETAILS OF A TYPICAL APPLICATION BLANK:

o   Personal Details Name, address and phone numbers Interests References

o Information needed for monitoring the effects of equal opportunities action

Gender, ethnic origins, age and the existence of any disability

Some employers require information about marital status, age, children, medical conditions affecting the applicants abilities to carry out the job and unspent convictions.

o  Education and training Schools, colleges and universities attended with dates and

qualifications attained Training received Other development activities that have led to skills or

knowledge acquisition

o Employment history Employers and their business Dates of periods of employment Main duties of each job Salary Reasons for leaving

o Additional information to support the application It is this section that can cause the most problems for

applicants. In effect, it offers the same scope as a letter of application for the individual applicant to ‘write their own thing’

Examples: Techno Application Blank Other Company Internet based 2 Application Blanks Group Assignment: Prepare an Application blank

Graphology Handwriting analysis / signature analysis Application blanks to be filled by the individual in his own

handwriting

What does Ur SIGN reflect

SINGLE UNDERLINE BELOW THE SIGN!!These persons are very confident and are goodpersonalities. They are a little bit selfish but believe in "Happiness of human life“.

TWO DOTS BELOW THE SIGN !!These persons are considered to be Romantic, can easily change their fiancees as if they change their clothes. They prefer beauty in other persons & they themselves try to look beautiful. They easily attract others.

……Continued SINGLE DOT BELOW THE SIGN !!

These persons are more inclined towards classical arts, simple & are very cool. If you loose faith with them, then these persons will never look back at you. Hence its always better to be careful with these people.

NO UNDERLINES OR DOTS BELOW THE SIGN!!

These persons enjoy their life in their own way, never pay attention to others views. These are considered to be good natured but are selfish too.

RANDOM SIGN, NO SIMILARITY BTWN NAME & SIGN !!These persons try to be very smart, hide each & every matter, never say anything in straight forward manner, never pay attention to the other person of what he is talking of.

RANDOM SIGN, SIMILARITY BTWN NAME & SIGN !!These persons are considered to be intelligent but never think. These people change their ideas & views as fast as the wind changes its direction of flow. They never think whether that particular thing is right or wrong. You can win them just by flattering them.

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SIGN IN PRINTED LETTERS !!

These persons are very kind to us, have a good heart, selfless, are ready to sacrifice their life for the sake of their near & dear. But these seems to think a lot and may get angry very soon.

WRITING COMPLETE NAME AS THEIR SIGN !!

These persons are very kind hearted, can adjust themselves to any environment & to the person they are talking. These persons are very firm on their views & posses a lot of will power.

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SIZE:

1) Large writing

Ambitious, Desire to think big, Such people tend to be successful, they enjoy limelight and being in the public eye.

2) Small writing

Modest, Shun Publicity and sometimes have feelings of inferiority. They tend to be objective in their outlook and prefer to concentrate on details

Ur Handwriting reflects:

SLANT:1) Left

Unwilling to go out and fight the world. Stay in their shells, hide their emotions and set up defensive, passive attitude.

2) RightCome forward to meet other people. Are demonstrative, like to show their feelings and take active part in life. Heart rules the head.

3) VaryingUnpredictable person with changing inclinations. Generally found in teenagers.

4) Upright Closer the letters are to being upright, more control the writer has over himself. Complete vertical writing is a sign of poise, calm, self – reliance and neutral attitude towards most things.

WIDTH1) Narrow

Hold restricted views, Well disciplined and have inner strength, but all this can be hidden beneath a loak of shyness and inhibition.

2) Broad

Uninhibited and likes elbow room to think and move freely and prefers to travel. He can set out to achieve his goal with great purpose, but may ruin everything by doing something rash uncontrolled.

Zones:

1) All zones equal

They have a good sense of proportion

2) Upper zone large, middle and lower zone small

Hardworking and aims high, but has little social confidence or business sense.

3) Upper and lower large, middle small

High Ambition is matched by physical stamina and good business sense. But tends to be dissatisfied with his success and is always on the lookout for something more.

4) Lower large, Middle average and upper small

Down to earth, strong instincts and good business sense. Sensual nature

5) Middle and lower large, Upper small

Good Business sense and acts according to instincts. Socially Self confident

6) Upper and middle large, lower small

Great ambition and self confidence, but personality is shallow. He could be suppressing his instincts too much.

7) Middle large, upper and lower small

They live for present, enjoy gossip and like being socially involved. Not over interested in making money.

REGULARITY:1) Regular

Steady, Disciplined, Unlikely to be late for appointment and requires calm and ordered life.

2) IrregularDisorderly, Lack Discipline, unsure of what he wants to do, apart from pursuing variety and change. Highly original thinkers.

CONNECTIONS:1) Disconnected

Concentrates on detail. A boss who does not notice all you have achieved but picks on the one mistake. Brilliant person coming up with original ideas.

2) ConnectedSees the logical order in which things ought to be done and problems solved. Conversation flows easily and he mixes well with other people because he understands relationships.

Astrology Based on the time and date of birth Analysis whether a particular person will stick to the

company for a long time or not Checking Loyalty of the person Mostly done for senior positions Very few companies follow it

Case Study Analytical skills Decision making It could be single or group If group then leadership skills, team building, team

member

Group Discussion On the case study On a topic given Topic could also be decided by the group There could be a moderator Qs – answer round in the end is also possible

Presentations On the spot topic Topic given before hand On the case study On the report Group or Individual Presentations

Assignments / Projects Checking Technical Knowledge Programming / Software Writing Writing Reports / Case Study Reports Portfolio of Designs / Work done Summer / Winter Projects

Written tests Organon Test Test of other companies – ask HR Group Examples of test – tcs, icici bank, hsbcbank

Interviews Types of interviews – preliminary / 1st round / final

interview Mock interviews

Group Activities Example of kolad

Business Games Need to play one business game in the class

There is a text book on the same in the library Take one or 2 games from there or frm net

Role Plays Need to have one in the class Think of a situation or take it from a book

Psychological Tests Different examples Solve some of them

Do some theory Nadeem japanwalas notes and singh sirs notes

Assessment centers Need to collect notes and some text book for the same

Final Interview / Negotiation