Planning: To predetermine a course of action.

(Manpower Planning)

Forecastin g
Developing Procedures/ Processes Develo ping Policie s Budget ing

Activities of Planning
Schedu ling

Develop ing Objectiv es Develo ping Strate gies Taski ng

Forecasting: Estimating and predicting future conditions & Events

and the needs & opportunities associated with them.

Techniques for Forecasting Step 1 Determine forecasting period.

(For manpower planning, First of all, we need to specify period which may be 1 year or more)

Step 2 Determine critical factors to be forecasted.

(Than we need to identify critical Factors in the environment which will effect manpower planning- in internal as well as external environment. In internal environment we need to determine internal growth plans & demand of manpower and market condition related to supply of manpower).

Step 3 Select Forecasting methods.

(Than after we need to select forecasting methods for manpower planning that can be Trend analysis, and ratio analysis. Trend Analysis: Trend analysis means studying variation in firms employment levels over the last few (4-5) years. In which we need to compute the number of employees in the firm at the end of each of the last five years, or perhaps the number in each subgroup (like Audit Deptt, Taxation Deptt, secretarial and administrative) at the end of each of those years. The purpose is to identify trends that might continue into the future. Trend analysis can provide an initial estimate, but employment levels rarely

depend on the passage of time so we need to consider other factors like changes in audit volume also affect staffing needs.) Ratio Analysis: Ratio analysis means making forecasts based on the ratio between (1) some causal factor like audit volume and (2) the number of employees required (for instance number of employee for each audit assignments). For example, Four audit assignments are being handled by 6 auditors over a year one by one so if the volume of audits remains the same than, we would require 3 new auditors next year to complete expected 2 new audit assignments.

Step 4 Gather information about the predicted environment.

(Study the history & current situation of the factor selected in the environment. Factors which we analyzed at step no two. 1) Internal Growth plans & demand of manpower, gather information like no of audits & present strength of the firm, no of new audits, employee turnover per year. 2) Market condition related to supply of manpower, changing course policy of ICAI, Competitorspay policy. This data should be reliable information can be collected through survey)

Step 5 State assumptions and develop scenarios.

(Predict what critical factors will do in the future for the period of the forecast; develop worst case, best case or most likely case,)

Step 6 Complete Performance (SWOT) analysis.

(Estimate how the environment will affect our Manpower planning, positively or negatively. Firm should scan & analyze internal as well as external environment to determine strengths weaknesses, Opportunities & Threats). Strengths Brand image Weaknesses Employee welfare policies.

Opportunities Utilize positive image to expand firms manpower strength

Threats Competitors pay policies Changing ICAIs CA course policies

Step 7 Validate or develop a new mission.

(Get the understanding & acceptance of your your direct report group & approval of your manager.)

Developing Specific Objectives: What Measurable results will

satisfy the identified need or issue? Results are stated which are measurable and time-limited.

Techniques for Developing Specific Objectives Step 1 Use a title that summarizes the work to be done.
(Increase firms manpower strength by 20%)

Step 2 State both the work to be done.

(State what & why both. Q.What need to be done? Increase firms manpower strength by 20% Q.Why need to be done? To fulfill Firms Manpower Requirement

Step 3 State the results to be achieved.

(To fulfill firms timely manpower requirement so that we can recruit right no of employee in the firm with in specified time period of 1 year.)

Step 4 Verify real problem will be solved if objective is achieved.

(To beat timely insufficiency of Manpower in the firm.)

Step 5 Verify only one result contained in the objective.

(If more than one, than revise as necessary)

Developing Strategies: A General approach to follow in achieving a mission or objective.

Techniques for Developing Strategies Step 1 Validate or develop a new mission. (Assure that whatever steps has been taken up
till now on that basis that verify that is it still relevant to the needs of external customer, i.e. applicants.)

Step 2 Determine type of strategy you need.

Choose best strategy for manpower planning. People strategy.

Step 3 Identify alternative strategies.

(Purpose, Customer/client, Product/service, People Strategy.)

Step 4 Evaluate Alternatives. Step 5 Select the best strategy.

People strategy: - Formulate the IJP (Internal Job Posting) policy to recruit employee from within the firm to save time money & efforts & to get trained employees for higher position & to motivate present employees of the firm.)

Tasking: Establishing the sequence of work steps to be followed to achieve the objectives. Techniques for Tasking Step 1 Identify action steps.
(List separately each step you can think of, without trying to define the sequence in which the steps must be accomplished.) 1. Formulation of Job description for each position. 2. Manpower Requisition form shall be filled by each departmental head. 3. Information shall be gathered for: - new proposed audit assignment for the coming year, present audit assignments which shall not be worked upon in the coming year. 4. Employees are proposed to exit in the coming year.

Step 2 Specify what is to be done. (Specify what is needed to be done in each action step.)
1. Formulation of Job description for each position. Job shall be analyzed & Information shall be collected from all departmental heads on different positions to formulate Job description by HR Dep't.

2.

Manpower Requisition form shall be filled by each departmental head. Manpower requisition form shall be filled by each departmental head with in specified time limit. 3. Information shall be gathered related to new proposed audit assignment for the coming year & present audit assignments which shall not be worked upon in the coming year. Inputs shall be taken from each departmental head 4. Employees are proposed to exit in the coming year. List of employee proposed to leave the firm shall be prepared by HR deptt.

Step 3 Arrange the steps in Sequence.

(Make sure that whether any step is prerequisite to other or not, will any steps be completed simultaneously or not.)

Step 4 Specify accountability for each step. (Indicate accountability for each action
Step in order to make delegation easier & to eliminate misunderstanding about individual work.) Hr Dep't shall be responsible for all activities but inputs & full cooperation shall be given by all department heads.

Scheduling: steps.

Establishing a time sequence for action

Techniques for Scheduling

Step 1 Consider the principle of the Critical Few.
(The small no of causative factors in a situation which give rise to the largest part of the results. For example, 2% of Manpower planning at middle management level will usually account for 80% of Work/assignments completion.)

Step 2 Use the Minimax Scheduling technique.

a) Determine how long similar project have taken in the past. b) Calculate the minimum time. c) Calculate the maximum time. d) Estimate the most likely time. f) Make trade offs as required.

Budgeting: Allocating the Resources necessary to achieve the objective. Techniques for Budgeting
Step 1 Select the needed Resources.
(Select the needed resources In case of manpower planning, we need to select People (who will complete the project), time, relevant information, and finance required to complete the Manpower planning.)

Step 1 Allocate the Resources necessary to complete the work and Objective.
Allot no of people, amount of time, relevant information, and finance to complete the work. -How much time is required to complete the manpower planning project? -How many people are required to complete the manpower planning project? -What information is required to complete the manpower planning project? -How much finance is required to complete the manpower planning project?

Developing Policies: Establishing standing decisions that apply to recurring questions and problems of concern to the enterprise, or a component thereof, in achieving its objectives.
(For Manpower planning, we need to develop recruitment & selection & Induction policy.) Recruitment Policy: To set standards & guidelines for selecting different sources of recruitment, age, qualification, experience etc. Induction Policy: To introduce new joinee with the organization, culture & different policies of the firm to make him/her feel comfortable in the org.

Developing Procedures: A standardized continuing method of performing repetitive work.

(EX. Procedure of filling job application form.)

&

Developing Processes: A series of work steps formed by taking input, adding value to it, and providing an output that meets the needs of internal or external customers.
(Ex- Procedure of filling job application form will be the process.)