HUMAN RESOURCE MANAGEMENT MIM201A SUGGESTION QUESTIONS

Module 2
Very Short Answer Type Questions for Group A (1 Marks)
Q1. Define HRP.

Ans. According to Coleman, "Human resource planning is the process of determining manpower
requirements and the means for meeting those requirements in order to carry out the integrated
plan of the organization." (Coleman, 1967)

Q2. What is procurement?

Ans. It involves acquiring the right kind of people in appropriate numbers to be placed in
organization. It consists of activities such as manpower planning, recruitment, selection,
placement, and induction or orientation of new employees.

Q3. What are Manning norms?

Ans. Manning Norms refer to the established standards or guidelines that specify the optimal
number of personnel required to perform a specific task, operate machinery, or ensure effective
functioning of a process within an organization.

Q4. Briefly explain the concept of manning in an organisation.

Ans. Ensuring adequate staffing levels for operational needs

Q5. What is the main purpose of an equal opportunity employment policy?

Ans. To provide fair hiring and treatment without discrimination

Q6. What is Workload Analysis?

Ans. Workload Analysis is the process of:

• evaluating all the tasks that need to be performed within an organization,

• determining the amount of work involved, and

• assessing the human resources required to accomplish those tasks effectively.

Q7. What is the use of Hard HRP?

Ans. Hard HRP evaluates various quantitative metrics to ensure that the right number and right sort of
people are available when needed by the company.

Q8. What is the use of Transition Probability Matrix in HR forecasting?

Ans. A Transition Probability Matrix (also called Markov Matrix) is a tool used in HR forecasting to
predict employee movements within an organization over a specific period. It is based on historical
data and shows the likelihood (probability values ranging from 0 to 1) of employees transitioning
between different job roles, departments, or employment statuses (e.g., promotions, transfers,
resignations, or retirements).

Q9. What is grievance handling HR policy?

Ans. Guidelines for resolving employee complaints and disputes

 Short Answer Type Questions for Group B (5 Marks)
Q1. Explain the importance of HR Planning.

Ans. Human Resource (HR) Planning is important because of the following:

1. Ensures the Right Number of Employees: It helps determine how many employees are
needed to meet organizational goals.

2. Avoids Workforce Shortages or Surpluses: Proper planning prevents having too few or too
many employees, saving costs and avoiding delays in work.

3. Supports Future Growth: HR planning prepares the organization for future challenges, such
as expansion or changes in market demand.

4. Improves Employee Performance: By identifying skill gaps, organizations can provide training
to boost employee productivity.

5. Aligns Workforce with Goals: It ensures that the workforce is aligned with the company's
objectives, enhancing overall efficiency.

Thereby, Human Resource (HR) Planning helps organizations manage their workforce effectively.

Q2. Explain the concept of Demand and Supply of Human Resource.

Ans. Understanding the demand and supply of HR is essential for effective HR planning. It ensures
that the organization has the right people, in the right roles, at the right time. It also helps improve
productivity, reduce costs, and support the achievement of long-term goals.

Demand for Human Resources:

• This refers to the total number of employees an organization needs to meet its goals. It includes
not just the quantity of workers but also the specific skills, qualifications, and experience required
for different roles.
• The demand for HR is influenced by factors such as business growth, technological
advancements, market trends, economic conditions, and organizational objectives. For example,
if a company plans to expand into a new market, it may need additional employees with expertise
in that region.

Supply of Human Resources:

• This refers to the availability of potential employees who can meet the organization's needs. It
includes both internal supply (current employees within the organization) and external supply
(candidates in the job market).
• The supply of HR is affected by factors such as labor market conditions, unemployment rates,
education and training levels, and competition for talent.

Balancing Demand and Supply:

• A mismatch between HR demand and supply can create challenges for organizations. A shortage
of employees (demand exceeds supply) may lead to delays, overburdened staff, and missed
opportunities. On the other hand, a surplus of employees (supply exceeds demand) can result in
increased costs and inefficiency.
• To maintain a balance, organizations use strategies like recruitment, training, promotions,
redeployment, or outsourcing in case of shortages, and layoffs, reskilling, or early retirement in
case of surpluses.

Q3. Manning is the execution of Manpower Planning. Justify the statement with a suitable
example.

Ans. Manning is indeed the execution of Manpower Planning, as it involves implementing the strategies
and decisions made during the manpower planning process. To understand this better, let's break it
down:

1. Manpower Planning: This is the strategic process of forecasting and determining the human
resource needs of an organization. It involves estimating the number and type of employees
required to meet organizational goals, analyzing current workforce capabilities, and identifying
gaps.

2. Manning: This is the practical implementation of manpower planning. It includes recruiting,

selecting, training, and assigning employees to specific roles to ensure that the workforce
matches the organization's needs.

Justification: Manning turns the theoretical framework of manpower planning into action. While
manpower planning is about preparing a roadmap, manning is about walking the path. It ensures that
the right individuals are placed in the right jobs at the right time.

Example: Suppose a retail company plans to open 10 new stores in the next year. During manpower
planning, the organization estimates it will need 100 sales associates, 20 store managers, and 5
regional supervisors. Manning is the process of recruiting and hiring these employees, conducting
training programs, and assigning them to their respective roles in the new stores. If manpower planning
lays out the “what” and “when,” manning ensures the “how.”

This example clearly shows how manning is the actionable phase that brings manpower planning to
life, bridging the gap between planning and execution.
 Long Answer Type Short Questions for Group C (15 Marks)
Q1. a) What is Manpower Planning? Describe the steps of Manpower Planning.

Ans. Manpower planning is the type of planning which provides the organisation with a robust
Workforce Plan of Human Capital that is required for both, current and future needs to execute
strategic business goals. Manpower Planning is a two-phased process because it not only analyses
the current human resources but also makes manpower forecasts and thereby draws employment
programs. Essentially, manpower planning is the blueprint for aligning workforce with the
anticipated demands of the organization, ensuring operational efficiency and readiness for
growth.

The steps of Manpower Planning are:

Step 1: Analysing the current manpower inventory

Step 2: Making future manpower forecasts

Step 3: Developing employment programs

Step 4: Design employment and training programs

b) State the advantages of Manpower Planning.

Ans. Advantages of Manpower Planning are:

1. Efficient Resource Utilization: By forecasting the workforce needed, organizations can ensure
they have the right number and type of employees available when required. This minimizes
both shortages and surpluses, leading to optimal use of human resources.

2. Cost Savings: With a clear understanding of future manpower needs, companies can avoid
unnecessary hiring or training expenses. This proactive approach helps reduce overall labor
costs by aligning recruitment with actual demand.

3. Improved Productivity: When the right people are in the right roles at the right time, work
processes tend to run more smoothly. Proper manpower planning ensures employees are well-
matched to their duties and can perform more effectively, boosting overall productivity.

4. Strategic Alignment: Manpower planning supports the company’s larger goals by ensuring the
workforce is prepared to meet upcoming challenges. It creates a link between staffing and
strategic objectives, ensuring that the employees' skills and numbers align with future
business plans.

5. Enhanced Adaptability: A well-planned manpower strategy allows an organization to respond

quickly to changes in the business environment—be it through expansion, technological
advancements, or market shifts. This readiness improves the company’s ability to maintain a
competitive edge.

These advantages demonstrate why thorough manpower planning is essential for developing a
resilient, efficient, and agile organization.
c) What is HR Assessment? Describe the different types of HR Assessment.

Ans. HR Assessment is the systematic evaluation of an organization's human resource functions

to determine how well they support overall business goals. It involves reviewing various HR practices
and processes to identify strengths, weaknesses, and areas needing improvement.

It includes:

• Evaluating HR Policies and Processes: Reviewing procedures related to recruitment, training,

employee development, and performance management.

• Measuring Outcomes: Checking how effectively HR practices contribute to employee

satisfaction, productivity, and retention.

• Identifying Gaps and Challenges: Recognizing areas where HR strategies may not be meeting
the needs of the organization or its workers.

• Benchmarking Performance: Comparing current HR practices against industry standards or

best practices to gauge efficiency.

• Developing Improvement Strategies: Using the findings from the assessment to make
informed changes that enhance HR effectiveness and support organizational growth.

For example, an HR assessment might analyse the recruitment process to see if it’s attracting the
right candidates effectively, or review employee training programs to determine if they are
adequately building necessary skills. This continuous evaluation helps ensure that the HR function
evolves in line with shifting business needs and environmental changes.

Types of HR Assessment

• Compliance Assessment – focuses on whether the organization's complying with laws and
regulations.

• Strategic Assessment – reveals the strengths and weaknesses of policies and processes and
whether they are aligned with the organization's strategic plans.

• Functional Assessment – assesses specific areas in the HR functions.

• Employee Engagement and Satisfaction Assessment – Measuring the morale, engagement

levels, and overall satisfaction of the workforce through surveys, interviews, and feedback
mechanisms.

• Talent Management and Succession Assessment – Evaluating the effectiveness of talent

identification, development, and retention strategies, including succession planning for key
roles.

Q2 a) Explain the importance of Manning in Manpower Planning.

Ans. Manning is the step where the ideas of manpower planning become real actions. It's
important because it puts the plans into practice by ensuring the right people are hired, trained, and
placed in the right jobs. Some important reasons why manning is crucial in manpower planning are:
 1. Turning Plans into Action: Manpower planning lays out the need for a certain number of
employees with specific skills. Manning makes this plan work by actively hiring, training, and
assigning people to positions.

2. Filling Staffing Gaps: Even the best plan is useless if the right people are not available.
Manning helps avoid staff shortages or excesses by ensuring that the required number of
qualified employees is in place.

3. Boosting Efficiency: When employees are properly placed in roles that match their skills, the
work process runs more smoothly, leading to higher productivity and better performance.

4. Cost Control: Effective manning avoids unnecessary expenses on hiring surplus staff or deals
with the cost of overtime due to understaffing. This balance helps save money and optimizes
resource use.

5. Agility and Preparedness: Organizations often face changes such as market expansion or
technological updates. Manning ensures that the workforce can quickly adapt by having the
right talents ready for new challenges, thus keeping the organization competitive.

In short, manning is the action that brings manpower planning to life. Without it, a well-drawn plan
remains just a plan. By matching the right people to the right roles at the right time, manning ensures
that organizations can meet their goals efficiently and effectively.

b) Differentiate between Manning and Staffing.

Ans.
c) Describe the steps of Manning.

Ans. The main steps involved in manning:

1. Job Analysis and Specification - The organization studies each job to understand its
duties, responsibilities, and the skills needed. This step creates a clear picture of what is
required for each position, ensuring that recruitment efforts target the right qualifications.
2. Recruitment - The organization attracts potential candidates through internal channels
(like promotions or transfers) or external sources (such as job ads, social media, or
recruitment agencies). Effective recruitment fills the talent pool with suitable candidates
who meet the job requirements.
3. Selection - Candidates are screened and evaluated using resumes, interviews, tests, and
sometimes group discussions. This step filters out the best candidates, ensuring that only
those who truly fit the job profile are chosen.
4. Placement and Assignment - Selected candidates are assigned to specific roles that
match their skills, and the needs identified during job analysis. Proper placement ensures
that employees are well-suited to their positions, leading to higher job performance and
job satisfaction.
5. Orientation and Training - New hires undergo orientation to learn about the company’s
policies, culture, and procedures, followed by training to help them perform their roles
effectively. These steps help new employees integrate smoothly and start contributing
efficiently from the beginning.
6. Performance Evaluation and Feedback - Organization regularly reviews employee
performance to ensure they meet job standards and goals and then provides constructive
feedback. Regular evaluations help in identifying areas for improvement and in planning
future training or development, thus keeping the workforce aligned with the organization’s
needs.
Each of these steps contributes to turning a manpower plan into a reality, ensuring that the organization
not only has the right number of people but also the right skills in the right positions. This organized
approach leads to improved efficiency, better customer service, and a stronger overall performance of
the organization.
Q3 a) Differentiate between HRP and Manpower Planning.

Ans.

b) How is Manpower Inventory used in Manpower Planning?

Ans. Manpower Inventory is a detailed record of all the current employees in an organization,
including their skills, qualifications, experience, performance history, and other relevant data. This
inventory plays a crucial role in manpower planning.

Use of Manpower Inventory

1. Understanding Current Capabilities: By maintaining an up-to-date manpower inventory, the

organization gains a clear picture of its existing workforce. This information helps in identifying
the skills currently available and determines whether the organization has the right mix of
talent to meet its goals.

2. Identifying Skill Gaps: When future organizational needs are forecasted, the manpower
inventory acts as a reference to compare current skills with those required in the future. It
readily highlights any shortages or gaps in expertise that need to be addressed through
recruitment, training, or development programs.

3. Supporting Recruitment and Development Initiatives: With detailed information on each

employee’s capabilities, HR can better plan their recruitment strategies. For example, if the
inventory shows a lack of digital marketing experts, the organization can target recruitment
efforts toward filling that gap. Likewise, if certain employees have potential but need further
development, targeted training programs can be designed.
 4. Assisting in Succession Planning: Manpower inventory data helps identify employees with
the potential for promotion or leadership roles. This supports effective succession planning,
ensuring that critical positions have prepared and qualified internal candidates, thereby
reducing the risk of leadership gaps.

5. Facilitating Efficient Resource Allocation: The inventory enables managers to match

available skills with job requirements more efficiently. When planning for project assignments
or restructuring teams, managers can quickly identify which employees have the right skills
and experience to take on new roles, ensuring that every position is filled appropriately.

In summary, manpower inventory serves as the backbone of effective manpower planning. It not
only provides a clear snapshot of the current workforce but also guides strategic decisions regarding
recruitment, training, and deployment to ensure that the right talent is available at the right time. This
careful alignment of employee data with organizational needs ultimately leads to higher productivity
and better long-term performance.

c) Describe the important HR policies of Indian Companies.

Ans. The important HR policies of Indian Companies are:

• Working Hours - For a company in India, HR policies must state the working days and timing
policy of the company. It must include information relating to overtime. additional hours,
and lateness for work. The working hour policy of a company must be made in accordance
with the working hours prescribed in the labor laws of India (8 to 10 hours per day 48 hours
per week).

• Code of Conduct - In India, the HR policy of the company must state the code of conduct
that the employees have to abide by and the business environment that has to be
maintained while working with each other. It must also mention the procedure to report a
breach of this code of conduct.

• Leave policy - The leave policy of a company must include provisions relating to allowed
annually, including provisions relating to maternity leave. It must state the national holidays,
sick leaves, and paid leaves granted to the employees. Also. the stipulation related to non-
paid leaves taken by employees and the percentage of salary deducted for such leaves
must be stated.

• Interpersonal Relationships - In India, the HR policy of a company should state company’s

code regarding interpersonal relationships and business between employers and
employees. The policy must define the role and responsibility of employees in supervisory
positions, and their ability to influence other employees during and after office hours.

• Performance Management & Appraisal - The Performance improvement and appraisal policy
of the company must be a part of the company's HR policies. It should clearly state the
methods to improve an employee's performance like training. counselling, verbal, and
written warning. etc.
• Probation - HR policies must state the time period of probation (trial) and probation
assessment procedure after which an employee may be hired as a permanent employee
of the company. In India, the probation period usually ranges from 3 months to 1 year.

• Grievance Redressal - The HR policy manual in India must also mention the grievance
redressal procedure that is to be followed by the company upon receiving a complaint
from an employee. The HR policies and procedures in India must also establish a Grievance
Redressal Committee that addresses any complaints from employees regarding job
harassment, employee discourse, or other issues faced by an employee during his course of
employment and a Sexual Harassment Committee to deal with any sexual harassment
complaints.

• Intellectual Property - Policy about non-disclosure of a company's confidential

information and Intellectual Property that the employees get access to, must be a part of
the HR policies for employees. They must mention in the contract of the employee that if the
company requires its employees to sign a Non-Disclosure Agreement regarding the
company's information accessed by an employee during his/her course of employment,
he/she should be willing to abide by it.