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Strategic importance of HR and human resource planning The main reason behind human resource management is to develop and implement approaches that help and support organisation to achieve objectives. Human resource

management also considers the changes in the environment that affects organisation in achieving its objectives and prepares plan, design training and development for the employees to keep them updated and equipped with modern approaches, technologies and developments. (Armstrong Human resource planning plays a key role and vital part of strategic human resource management. Strategic human resource management is directly linked with organisation strategic planning and objectives. Organisation prepares strategic plan to meet its objectives and people working for the organisation enables it to achieve those objectives. The plan cannot be achieved if human resource planning does not take place. Human resource management is responsible to prepare strategic human resource plan to achieve those objectives. 1.1 Assess the strategic importance of current, future and anticipated HR requirements

HR design strategy to achieve and support organisation objectives. Human resource management involves maintaining employees profiles, estimate current demand and supply of human resource.

Current HR requirement

Jackson and Mathis (2010) insist that the human resource manage current, future and anticipate human resource requirements in order to enable an organisation to work effectively and have a well proficient and expert human resource to manage and deal with such challenges. They further states that there are a number of factors that significantly affect organisation position such as Economic, changes in jobs, cost pressure, changes in technology etc. As today mostly company tends to reduce cost and improve efficiency and many companies outsource some their functions to reduce costs. Such measures have direct impact on human resource and redundancy and job loss is inevitable. These kinds of problems have lead to human resource management in an organisation.

The initial requirement of human resource management is to assess the need of human resource for the organisation. This also involves depth of knowledge of human resource, type of skills needed and number of workers required for the organisation.

Future HR requirement: Talent hunt and management

The main focus of human resource is talent hunt, management and development for future requirements. Apart from the economic issues and pressures, cost reduction issues or technology advancements, talent management and development plays a key role in all types and size of organisation. Talent management and development is needed for the following reasons. i. ii. iii. Skilled people Rise in competition Growth in technologies and development.

In a future based view it involves forecasting human resource and preparing a realistic plan to estimate the demand and supply with the help of different department of organisation. In order to fulfil future requirements, HR raise following question a. Number of staff needed b. type of skill needed c. type of jobs to be fulfilled

Anticipated human resource requirements

The role of human resource is clear to meet the current and future requirement of organisation.

1.2 Analyse how HR planning impacts on the strategic

The strategic cycle of organisation cover five to ten years and in strategy formulation management consider both internal and external factors to design a long term strategy to achieve organisation objectives. Human resource planning involves the effective use of human resource to achieve objectives of organisation and to remain competitive.

As management prepares plan and forecast future staff needs, training required and reward management. All this is a one year programme which does not consider long term planning. The effective human resource planning involves anticipating and planning future human resource needs and career development. Followings are the ways by which human resource planning impact strategic planning i. ii. iii. cost economy effective operation capacity improvement

These factors are used by HR management to plan for the long term. Human resource planning affects organisation structure, system and work practices of organisation.

2. Evaluation of Legal requirement influence on HR planning

Human resource planning serves to match supply and demand on the hard side and on the soft side it involves development, culture improvement, skill enhancement and reviews. The human resource planning can be influenced by the following reasons depending the nature and cause of incidence. (Simms)

Employment discrimination

Age

It occurs when employee is not discriminated on the basis of colour, sex, religion, national origin, disability or age rather than job performance, employment decision.

There are countries where employees are discriminated on the basis of age while recruiting an employee or worker. The major concern of organisation is rise of health care cost, sickness leaves and contribution to employees pension. On the other side the older people can bring experience, maturity and better judgement in decision making. They may also bring different set of skill that organisation does not possess. There are different law and regulation in world to protect employment discrimination on the basis of age. Such as in USA, there is Age discrimination law 1967.

Religion

In the process of planning, HR must ensure that employees should not be discriminated on the basis of religion and belief. It involves that people might be discriminated in the process of recruitment and selection because his/her religion and belief is different from majority of staff employed by organisation. There is human rights act 1998 in UK and in USA there is Civil rights Act which prohibit organisation in such doings.

Disability

Employees and people with disabilities often face discrimination. People with disability have all the knowledge and skill but they require some such facilities to perform their work are not considered in the process of selection and recruitment. There are laws to protect such individuals from discrimination. Such as, disability discrimination Act 1995 & 2005 in UK. This law protect disable individual from not to treat favourably during work.

Race

Racial discrimination can be seen all over the world. They are minorities of the countries and majority members either dont employ them or employ them at lower level. In UK Race relation Act 1976 prohibit organisation to treat employee and people from minorities.

Such discrimination is protected by the following laws

i. ii. iii. iv. v. vi. vii.

Sex discrimination act 1975 Sex discrimination regulations 1999 Race relation act 1976 & 2000 Disability discrimination Act 1995 & 2005 Employment equality Act 2005 Equal pay Act 1970 Human Rights Act 1998

2.2 Recruitment and Selection process

The recruitment and selection policy of organisation should have a number of process to obtain an effective and efficient outcome. Recruitment involves fulfilment of a position by most suitable person, preparation of job description and specification according to organisation needs and requirement. (Armstrong 2005)

Normally there are five stages of recruitment process

i. ii. iii. iv.

Requisition of employees Source of recruitment Invitation Short-listing

Step one: requisition of employee

A recruitment process starts with requisition of employee. After establishing the need and vacant position of an employee in a related department, the related department bring this in the notice of Human resource department.

Step 2: source of recruitment

After collecting all the requisitions from different department, the human resource department uses its experience and decide the various sources available to invite individuals with the related qualification and skills. The sources could be internet, consultant, campus recruitment, agencies or direct advertisement. Source plays vital role in search of right individuals.

Step 3: invitation

After deciding the sources, invitation is prepared to invite individuals to apply and interested in working in the organisation. Human resource department prepares a precise and comprehensive information which contain following information

a. Vacancies b. Nature of vacancies c. Required qualification and skills d. Level of experiences e. Salary and benefit any f. Condition of employment g. Final date of submission of resumes h. Brief information of organisation

Step 4: Short listing

At the end of receipts of applications, the applications are shortlisted. Shortlisting involves selection of those application that match the entire requirement mentioned in invitation. Then these individuals are informed via telephone or email for selection process and individuals who do not match the criteria are informed via email.

Selection process

During the selection process the employer must ensures that there should not be any discrimination related to sex, age, gender, disability, religion or belief or race. Selection involves choosing the fit and suitable candidate to fulfil the vacant position and list of employee to be considered for the selection. In selection process, employee right to work is verified before processing further. Selection process consist of following stages (Kleynhans 2006)

1. Preliminary interview 2. Application form 3. Test 4. Employee interview 5. Reference check

Preliminary interview

It is can be done via telephone to confirm the basic information provided on resume and any information which is not provided by the individual on the resume.

Application form

Individual may be asked to complete a application form either by post or online. This confirms that all applicants use similar pattern to full fill the required information. It is difficult for management to read all covering letters and resumes. Application form reduced the burden on management. Most importantly it saves time and expense of management.

Test Organisation can use a number of approaches in selection process. There are different test available to ensure effective and right selection of employee.

a. Practical test b. Psychometric test c. Role playing d. Group discussion e. Assessment centre

Employment Interview

There are different forms of interview use by organisation. Such as panel interview or one to one interview. An organisation may take series of interview depending on nature and type of job. Interview is widely use in selection of employee to assess suitability and to confirm information provided on CV. At the end of interview an employee will be offered a job.

Reference Check

Reference check is final stage of selection process. In which employee provided details of previous employers. The organisations contact them to ensure and confirm about the employee status and information.

3.1 Organisation culture and its impact on recruitment and retention

Organisation is group of people from different backgrounds, history, norms, traits and behaviour which become part of organisation culture. Organisation culture is what it does and the way it does. It is the practice that prevails within an organisation.

Organisation culture consists of different background of people, their education, experience, and ways of communication, hierarchy of organisation, management style, environment, and attitude towards power. The success of organisation depends on its culture. Organisation culture must support and promote the objectives of organisation. A strong organisation culture set clear values among employees and align organisation goals. On the other hand, a week organisation culture promotes little alignment of organisation goals.

The culture of organisation can significantly affect recruitment and retention of staff. If organisation promotes a culture of power then in recruitment process only those jobs and people will be recruited who just follow orders and have low level of self esteem.

Retention of staff is very difficult in those organisations where employees are not motivated and appreciated. People leave jobs where there is no level of support, recognition of their work and organisation ignores employee effort and commitment lead to high turnover.

Organisation can improve the retention of staff by forcing a culture of empowerment, recognition, appreciation.

3.2 Work life balance issues and changing patterns of work practices

A work life balance, according to the CIPD, is balancing of work and life to flourish individuals. A work life balance is beneficial for both the organisation and employees. As organisation success depends on skills, expertise and motivated people. A work life balance promotes best practices that are beneficial for everyone.

There are a number of policies used by government to promote work-life balances such as leave entitlement, assistance by providing workplace nurseries or holidays and assistance in care of old age people etc.

Benefits of Work-balance life

All of them have changed the work patterns of organisation. The intention is to provide more control in life to workers of organisation. Improve control in life Flexible work timings allow people to concentrate both on their lives and work Organisation is in better position to cope with changing environment. It improves competitiveness of organisation. Improve morale of staff and keep them motivated. Improve reputation of organisation and recognition.

Problems with work-balance life Rise in absentees and sickness leaves High staff turnover Worker take a lot of overtime Increase in employee stress

The need of Work-life balance

It is not a onetime approach, organisation need to consider in a long term perspective before following work life balance approach. It requires both the employers and employee commitment. Organisation has to redraw all the policies to adopt work-life balance approach. However, in order to do that organisation need to consider following areas. Organisation should consider what it want to achieve Discuss with employees what they want Discuss with trade unions Consider all affected by following this approach Draw policies and procedures and evaluate them Earn commitment of employees Explain all aspects of work life balance

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Organisation can run this on a trial basis and then take feedback from staff and senior management. This feedback will help organisation to keep it on track and according to it employees requirement. It may be appropriate for some of organisation and some might resist changing. However employees commitment is required before deploying this approach.

4.

4.1 Grievance situation and process to be followed

Amos et al (2008) states that Grievance is any feeling that gives rise to dissatisfaction among staff member. This is not resolved by management of organisation informally. Such grievance if remain unresolved lead to dispute between employee and organisation. The grievance could be dissatisfaction about salary, promotion, unfair treatment etc. Every organisation has put in place grievance procedures to resolve matter that turn into dispute. The grievance process is

1. Inform verbally to reporting manager. 2. The manager call meeting to explore and understand the reason of matter within two working days. 3. However, if grievance does not resolve then the employee submit a grievance procedure form to human resource manager. 4. The human resource manager records the data of launch of grievance form and provides a copy of it to reporting manager. 5. The reporting manager can try again to resolve the matter. 6. The reporting manager is required to provide feedback on subject matter. 7. The concerned staff member then replies to the feedback within two working days. The reply indicates that whether he/she is satisfied with or not. The staff member also decides to take the subject matter to further level. 8. The human resource manager provides copy of it to the reporting manager of staff about the decision taken by member. 9. The director and board then decide and resolve the matter and take a decision. 10. They also provide a right of appeal to member of staff if the decision is against his/her.

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4.2 Stages of discipline issue arises due to dismissal

A dismissal occurs when a employee is terminated on the basis of gross misconduct. Wrong dismissal arises when employee is terminated without proper reason and without following dismissal procedure which involve a verbal, written and final warning. However there are a series of steps that should be taken into account before terminating an employee.

Informal approach

This involves guiding the employee and providing instruction to avoid such behaviour that can lead to dismissal or formal approach. A manger provides counselling and helps employee from wrong doing of work and from making serious mistakes. (Martin 2010)

Formal approach

A formal approach consist of four stages

1. Verbal Warning

Verbal warning is given where employee is involved in minor misconduct. A verbal warning does not mean that it is a telling him/her but it is in writing which contain information about the incidence, date, problem, required action and how the matter is resolved.

2. A written warning

A written warning is given when the incidence is repetitive and employee is ignoring the management and keeps performing the minor misconduct at work. This document becomes part of employee file and keep in record and use in further review.

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3. Final warning Final written warning is given the employee behaviour does not change at all after receiving a written warning. It is very similar to the written warning but could lead to dismissal without further warning.

4. Dismissal

It is final stage where employee is dismissed as a result of gross misconduct and ignoring the final warning requirement. The dismissal also eliminates the contractual rights to employee of notice period. In some cases, depending on provision of agreement, employee is demoted or transferred or suspended.

4.3 Role of ACAS, employment tribunals and other agencies

Role of ACAS

It stands for Advisory, conciliation and arbitration Service. It provides guidance in cases of disputes and mediation, equality, parents and care, Health, work and Well being. ACAS work closely with employers and employee to promote and improve performance, provide training and advice. ACAS providers services to everyone as they are offering business solutions, training, services to small business, international services, arbitration, conciliation etc.

In disciplinary issue the ACAS states that It is employer responsibility to take necessary steps to resolve the matter and establish the facts and conditions. Employer should keep the written record of the matter. It is employer discretion to drop or proceed formally and informally to resolve matter. In a investigation meeting, the employer should make it clear that it is not a disciplinary meeting to establish facts. In case of serious misconduct the employee can be suspended with full pay. The suspension should be considered carefully and employee should be informed that it is not a disciplinary action.

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ACAS disciplinary approach

Informal

Minor issues should be dealt informally. Mostly informal and quiet word are enough to deal with minors issues. However, if the matter is not resolved then management should give a clear signal of formal action. Formal Action

Formal action consist of three steps

Step 1.

This involves notifying the employee about the allegation against him/her and invite employee to a meeting to discuss subject matter.

Step 2

This involves the management hold a meeting and discusses the issue with employee and inform employee about the action.

Step 3

This involves that employee exercise the right of appeal against the action then a meeting is held. At the end of meeting employee is informed about the action.

Role of employment tribunal

Employment tribunal hear cases and claims of unfair dismissal, redundancy payments and discrimination. Employment tribunal is an independent body that exist to resolve issues and disputes between employees and employers. Employment tribunal is run by Administrative Justice and Tribunal Service and it is administrated by the Tribunals Service. employment tribunal hear cases of following nature. Redundancy Payments The

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Discrimination Unfair dismissal

All parties take oath before claiming and defending the cases. It has judicial power to settle case. Successful claimants received compensations and tribunal also issue recommendations to employees and reinstatement of employees.

Role of other agencies

There are many agencies exist to resolve matters between employees and employers. Those agencies are

Equality and human rights commission

Equality and human rights commission is independent body which is establish to get rid of discrimination, eliminate inequality, safeguarding human rights and development of good relations. The objectives are to protect, promote and enforce equality on the following grounds. Age Disability Gender Race Religion Belief Pregnancy Sexual Gender reassignment

Equality and human rights commission promote equality law to provide protection to employees. The equality law provide procedure for disciplinary issues.

Health and safety executives

Health and safety executives exist to avoid injury, death and ill health of employees.