Ans-1) Designing a manpower plan.

Manpower Planning
also referred as Human Resource Planning, is a very important concept today for the success of an organization. When we talk about manpower planning, it implies the entire process of selecting and putting right number of people, right kind of people at the right time, right place, doing the right things for which they are selected which in turn help in achieving the goals of the organization. Manpower Planning Process and Steps:Analyzing the present manpower inventory: Before recruiting new personnel. Planning and forecasting for future manpower. Developing employment programs, which include factors like recruitment, selection procedures and placement plans. Design training programs, which include diversification, expansion plans, development programs etc. Recruitment Planning Recruitment refers to the process of identifying and attracting job seekers so as to build a pool of qualified job applicants. The Process includes five stages:Planning. Strategy Development. Searching Screening Evaluation and control.

STAGE 1:RECRUITMENT PLANNING The first stage in the recruitment process is planning. Planning involves the translation of likely job vacancies and information about the nature of these jobs into set of objectives or targets that specify the (1) Numbers and (2) Types of applicants to be contacted. 1. Numbers of contact:Organization, nearly always, plan to attract more applicants than they will hire. Some of those contacted will be uninterested, unqualified or both. Each time recruitment Programmed is contemplated, one task is to estimate the number of applicants necessary to fill all vacancies with the qualified people.

2.Types of contacts:It is basically concerned with the types of people to be informed about job openings. The type of people depends on the tasks and responsibilities involved and the qualifications and experience expected. These details are available through job description and job specification

STAGE 2:STRATEGY DEVELOPMENT:1. Make or Buy Organization must decide whether to hire less skilled employees and invest on training and education programmers, or they can hire skilledlabour and professional. Essentially, this is the make or buy decision. Organizations, which hire skilled and professionals shall have to pay more for these employees. 2. Technological Sophistication:-

The second decision in strategy development relates to the methods used in recruitment and selection. This decision is mainly influenced by the available technology. The advent of computers has made it possible for employers tocsin national and international applicant qualification. 3. Where to look:In order to reduce the costs, organisations look into labour markets most likely to offer the required jobseekers. Generally, companies look in to the nationalmarket for managerial and professional employees,regional or local markets for technical employees andlocal markets for the clerical and bluecollar employees. 4. When to look:An effective recruiting strategy must determinewhen to look- decide on the timings of events besides knowing where and how to look for jobapplicants.

STAGE 3:SEARCHNG:A) SOURCE ACTIVATION:Typically, sources and search methods are activated by theissuance of an employee requisition. This means that no actualrecruiting takes place until lone managers have verified thatvacancy does exist or will exist.If the organisation has planned well and done a good job of developing its sources and search methods, activation soonresults in a flood of applications and/or resumes.The application received must be screened. Those who passhave to be contacted and invited for interview. Unsuccessfulapplicants must be sent letter of regret. B) SELLING:A second issue to be addressed in the searching processconcerns communications. Here, organisation walks tightrope.On one hand, they want to do whatever they can to attractdesirable applicants. On the other hand, they must resist thetemptation of overselling their virtues.In selling the organisation, both the message and the mediadeserve attention. Message refers to the employmentadvertisement. With regards to media, it may be stated thateffectiveness of any recruiting message depends on the media.Media are several-some have low credibility, while others enjoyhigh credibility. Selection of medium or media needs to be donewith a lot of care.

STAGE 4:SCREENING Screening of applicants can be regarded as an integral part of the recruiting process, though many view it as the first step in the selection process. However, we have included screening in recruitment for valid reasons. The selection process will begin after the applications have been scrutinized and short-listed. a) Purpose of screening The purpose of screening is to remove from the recruitment process, at an early stage, those applicants who are visibly unqualified for the job. Effective screening can save a great deal of time and money. Care must be exercised, however, to assure that potentially good employees are not rejected without justification. In screening, clear job specifications are invaluable. It is both good practice and a legal necessity that applicants qualification is judged on the basis of their knowledge, skills, abilities and interest required to do the job. The techniques used to screen applicants vary depending on the candidate sources and recruiting methods used. Interview and application blanks may be used to screen walk-ins. Campus recruiters and agency representatives use interviews and resumes. Reference checks are also useful in screening.

STAGE 5:EVALUATION AND CONTROL:Evaluation and control is necessary as considerable costs are incurred in the recruitment process. The costs generally incurred are: -1. Salaries for recruiters. 2. Management and professional time spent on preparing job description, job specifications, advertisements, agency liaison and so forth 3. The cost of advertisements or other recruitment methods, that is, agency fees. 4. Recruitment overheads and administrative expenses. 5. Costs of overtime and outsourcing while the vacancies remain unfilled. 6. Cost of recruiting unsuitable candidates for the selection.

EVALUATION OF RECRUITMENT PROCESS The recruitment has the objective of searching for and obtaining applications for job seekers in sufficient number and quality. Keeping this objective in the mind, the evaluation might include: 1. Return rate of application sent out 2. Number of suitable candidates for selection. 3. Retention and performance of the candidates selected. 4. Cost of the recruitment process 5. Time lapsed data.

Ans-2) Suggesting the most appropriate sources (internal and external)for recruiting the candidates.:Internal Sources of Recruiting 1. TRANSFERS:The employees are transferred from one department toanother according to their efficiency and experience. 2. PROMOTIONS:The employees are promoted from one department toanother with more benefits and greater responsibility based on efficiencyand experience. 3. Upgrading and Demotion of present employees according to their performance. 4. The dependents and relatives of Deceased employees and Disabled employees.Are also done by many companies so that the members of the family do not become dependent on the mercy of others.

External Sources of Recruiting:1. PRESS ADVERTISEMENTS:Advertisements of the vacancy in newspapers and journals are a widely used source of recruitment. The main advantage of this method is that it has a wide reach. 2. EDUCATIONAL INSTITUTES:Various management institutes, engineering colleges, medical Collegesetc. Are good sources of recruiting well qualified executives, engineers, medical staff etc? They provide facilities for campus interviews and placements. This source is known as Campus Recruitment.

3. PLACEMENT AGENCIES:Several private consultancy firms perform recruitment functions on behalf of client companies by charging a fee. These agencies are particularly suitable for recruitment of executives and specialists. It is also known as RPO(Recruitment Process Outsourcing) 4. EMPLOYMENT EXCHANGES:Government establishes public employment exchanges throughout the country. These exchanges provide job information to job seekers and help employers in identifying suitable candidates.

5. LABOUR CONTRACTORS:Manual workers can be recruited through contractors who maintain close contacts with the sources of such workers. This source is used to recruit labor for construction jobs. 6. UNSOLICITED APPLICANTS:Many job seekers visit the office of well-known companies on their own. Such callers are considered nuisance to the daily work routine of the enterprise. But can help in creating the talent pool or the database of the probable candidates for the organization. 7. EMPLOYEE REFERRALS / RECOMMENDATIONS:Many organizations have structured system where the current employees of the organization can refer their friends and relatives for some position in their organization. 8. RECRUITMENT AT FACTORY GATE:Unskilled workers may be recruited at the factory gate these may be employed whenever a permanent worker is absent. More efficient among these may be recruited to fill permanent vacancies.

SOURCES OF RECRUITMENT

Ans-3) Preparing an initial screening matrix.:

1. Initial Screening Matrix

Screening Matrix:1. Establish objective, job-related criteria which will beconsistently applied to all Applicants and which can bequantifiably measured. 2. Stipulate each qualification on the matrix. 3. Determine if qualifications need to be weighted.

Initial Screening:
1. Each applicant should be acknowledged immediately. Withinone week applicants should receive notification of the receiptof their application or inquiry. 2. Using the developed screening matrix evaluate theapplicants applying the established criteria and moving onlythe qualified applicants to the next level. 3. Rank the candidates and select top applicants for interviews. 4. Critically review the selected group to ensure that qualifiedpools of candidates will be interviewed. 5. Applicants that are unsuccessful should be notified at thistime. 6. Forward files of the selected top candidates to be interviewedalong with the Interview Questions to be asked to HumanResources for compliance review and approval.

Initial Screening Matrix for Junior& Middle Level Sales Management Job Related Criteria Communication Skill Convincing Skill Kanowladge Related Experience Attitude Overall Personality Target Orientation Qualification Poor Average Good

Initial Screening Matrix for Senior Level sales Management:

Job Related Criteria Leadership Skill Stress Handling Capcity Managerial Skill Communication Skill Convincing Skill Kanowladge Selling Skill Qualification Related Experience Attitude Target Orientation Overall Personality

Poor

Average

Good