Statistical Role in Hr Functions

STATISTICAL ROLE IN HR FUNCTIONS

EMPLOYEE APPLICATIONS FOR RECRUITMENT

INTERVIEW EVALUATION FORMAT (RE-DESIGN)

PERFORMANCE APRAISALS

TRAINING NEED IDENTIFICATIONS

MEASURING EFFECTIVENESS

VALUE ADDITION BY HR

JOB DESCRIPTION

SUCCESSION PLANNING

CONTINUOUS IMPROVEMENT BY HR

EXIT INTERVIEW

ALL FINDINGS ARE GIVEN IN NUMERICAL VALUE AND THUS YOU CAN PRESENT IT IN TABULAR FORM OR SIMPLE GRAPHS SUCH AS BAR CHART, ETC.

…….2

ADVANTAGES OF STATISTICAL TOOLS (DATA) IN HR

CORRECTIVE ACTION IN HR POLICY
ATTITUDINAL CORRECTION
UNIFORM CULTURE PRACTICE
TO REDUCE LABOUR TURN-OVER
COMPARATIVE STUDY OF VALUE ADDITION
STRENGTHENING TRAINING ACTIVITY
BUDGETING TRAINING PROGRAMMES
COST EFFECTIVENESS FROM TRAINING
EFFECTIVE RECRUITMENT METHODS
PREVENTIVE MAINTENANCE IN HUMAN RELATIONS
PREDICTIVE MAINTENANCE IN HUMAN RELATIONS
MODIFICATION OF JOB DESCRIPTION
TO IDENTIFY STAR PERFORMER
HELP IN REWRDS/RECOGNITION
HELP IN LONG TERM PLANNING
TO KNOW INTERNAL EMPLOYEE RELATIONS
COMMUNICATION EFFECTIVENESS
POSITVE AND NEGATIVE INFLUENCES THAT AFFECT JOB PERFORMANCE
WELFARE
QUANTIFICATION OF ATTITUDES
TO DIFFERENTIATE BETWEEN HUMAN ERROR AND TECHNICAL OR PROCEDURE ERROR
CUSTOMER FEED-BACKON EMPLOYEE ATTITUDE
TO HELP JOB ENRICHMENT
TO CHECK SUB-CULTURES THAT INFLUENCE THE TOTAL CULTURE
COST CONTROL

…..3

Data Utilisation in

Employee Application Data Bank

HR Department must maintain a Data Bank on the Applications that they receive for Recruitment.

While they create Data Bank, they can very refer to inputs/data received from Exit Interviews and accordingly Data Bank can be created:

DATA APPLICABLE IN PERFORMANCE APPRAISALS

Utilisation of Statisitcal Data in Performance Appraisals are very important to modify Systems, Procedures, Attitude, and further development. It will also give a comparative study of performance of employees and Departments. The data will help in identifying the Star Performer and Dead Woods, and also Motivational and De-Motivational Factors.

Training Needs are also derived individually or group-wise as per data available.

Collection of Data:

For this your Pas must be designed in such a way, every behaviour trait must be quantified and represented in numerical value. How it is possible? Following is an example:

Job Knowledge: (5 ------4------3------2------1------0)

DescriptionRating

Knows present level of Job knowledge thorough and without supervision5—4.5 He will deliver the goods.

2. Knows present level but with little supervision. Rarely commits mistakes 4—3.5

3. Knows satisfactory level of Job Knowledge, but needs total supervision 3.5-3

4. Poor needs lot improvement/Training3-1

Like this, you define each Attitude or Functional Traits and give numerical value to it.

For each Trait, you split into many components and quantify it thro numerical value. Never go by vague statements, like Very Good, Satisfactory, Poor…..

After giving rating, consolidate it Trait-wise. Consolidate it as per need vz.

Grade-wise/Employee-wise/Experience-wise/Attitudie-trait-wise/Experience-wise/

Qualification-wise/and alike.

When you finally quantify, you will plan for Corrective Action or Preventive Action, Employee-wise or Section-wise or Department-wise or for Total Organisation in a particular Trait. You will also try to change the HR Policy and Systems.

All the Data can be presented in Tabular Form and also Graph Form.

….6

DATA UTILIZATION IN TRAINING NEED IDENTIFICATION (TNI)

The Statistical Data applicable in TNI is very important.

All HR Managers, at least, in this they have to utilize the Data collected from various sources. It is better to use the data for Group TNI instead of individual TNI. Data are available from the following sources:

a)Performance Appraisals

b)Accident Reports

c)Production/QC Reports

d)Customer Feedback

e)Internal Audits findings

f)Training Reports

g)Group Counseling

Collect the data group-wise or category-wise under a particular Trait Certain Traits are for whole organization purpose such as

a)Culture practices

b)Value Additions

c)Procedure Corrections

d)Quality Policy Awareness

e)Quality Policy evidence in job practices

f)Structural /hierarchy level changes

TNI Form is so designed that Identification of Training Need is for a particular Group or Department or Organisation as a whole. Collect the data from the present level accordingly and compare it with your expected level of performance. The difference given is TNI for whole group.

Even for individuals, you can use the data, as follows:

a)Mistakes/Attitudes are repetitive by the employee concerned

b)Static level of performance

All Training Needs are to be compared with the expected Level. The advantages of TNI for Groups are to be appraised to the Management with evidences and numerical values.

Training Needs are a continuous Process. It never ends. If you satisfy the present level of performance, you are expected to perform beyond expectations by developing multi-skills. Hence Multi-skill development is a need of the day.

…..7

MEASUREMENT OF EFFECTIVENESS OF EACH TRAINING PROGRAMME:

Measurement of Effectiveness is the core function of each Training Programme. If the Training Programme is organized and attended well but it is not measured in comparison with expected/targeted, then the said training programme is a waste one.

HR Manager’s skill lies only on Measuring the Effectiveness and apprising the Management accordingly. But most of the HR Professionals stop their work only in identifying and organizing the Training Programmes, but not measuring the effectiveness. May be they may not know the particular technique or skill in measuring the effectiveness.

Effectiveness is the difference between the Knowledge/Skill/Attitude level before the Training Programme and KSA after the Training Programme is complete and its utilization on the job.

The ratio between KSA level before Training and KSA Level after Training and its effective utilization on the job is above 1, then the Training is Effective one and if it is less than 1, then the Training is not an effective one.

Hence give numerical value to the levels of KSA as per target or job description.

Arrive the effectiveness Training-wise and jot it on a Graph. Also find the value of Total Training Programmes during the year. Find the total value of Effectiveness and compare it with Training Budget. Apprise the Management about the value addition by the Training Programmes thro data and Graphs or charts.

Unless HR Manager show interest or special skill, Effectiveness of Training Programmes cannot be possible.

….8

DATA USED IN VALUE ADDITIONS BY HR

Value Addition by HR Department is very important. Except HR Department, the other Departments can show their value additions very easily because they have ready numerical value data whereas for HR Department, they do not have any material or production figures on hand. Only they are Service or Facilitating Departments. Hence it is the role of HR Managers to create their Service into numerical values and thus supplement data for value additions. This they can do in following areas:

a)Selection Procedure: Best selection methods will reduce labour turn-over

b)Potential Performance Appraisals System: Best tool for TNI of each employee because strengths and weakness are identified thro a potential appraisal system

c)Training: Thro Training Programmes, more internal training programmes are organized by internal trainers(their own employees) without engaging outside agencies.

d)Continuous Improvement: By introducing zero paper work in HR Department, organizing more internal training programmes, open appraisals systems, Quality Circle, re-structuring organization structure, succession planning, job enrichment, … are some of the examples of Continuous Improvement. Collect data and jot in on a chart and find the value of Continuous Improvement done from previous level to current level.

…..9

….9

DATA USED FOR PREPARTING JOB DESCRIPTION MANUAL

Data can be collected from the following sources to prepare/modify Job Description Manual:

a)Interview findings

b)Performance Appraisals

c)Employment Advertisements

Data Collected from competitors industries also and Job Description Manual can be modified.

The level of Qualification, Designations, Experience and Maturity level can be drawn in your graph from the findings of Job Description Manual.

The utilization of Data will lead you to prepare Job Enrichment Manual.

…10

DATA UTILISATION IN SUCCESSION PLANNING:

This is very important for promoting right type of existing employee to next higher position.

Data can be collected from the following sources:

a)Performance Appraisals

b)Personal Files

c)Data on Continuous Improvement

d)Scope and Advantages if you consider a particular employee

e)Job relevant reports like,.Project/Production/Quality/Customer/Service

If you want to short-list, then you can compare who will be fit in for next higher position.

Everything data must speak and it is the ultimate evidence. Never be biased in selection procedures because you are doing justice to your organization and not to please your sub-ordinates.

…..11

….11

DATA TO BE USED IN CONTINUOUS IMPROVEMENT

Find the Numerical value of each job content at your present level.

Arrive the numerical value of job content after the improvement is made.

For example, before Improvement, you were maintaining Employee Personal Files manually. Now you have introduced a Computer and Software for up-dating the personnel data on the computer for all employees. The advantages may be arrived in numerical value and arrive the cost benefit. Apprise the Management thro a chart or Graph.

Like this, you arrive the cost benefit on each Continuous Improvement you are doing. Continuous Improvement is a Continuous Process and it never end. If it is static, then the HR Manager has reached the level of Static Performance and he is not required for the organization. Hence each day, you have to do Continuous Improvement howsoever small may be, but it should be quantifiable. You can send monthly/quarterly Continuous Improvement Statement to the Managers in Value Terms and not the beautify sentences.

CI Can be done in so many HR Areas. Some are:

a)Selection Methods

b)Performance Appraisals (Easy methods)

c)Training Programmes

d)Training Methods

e)Training Evaluation

f)Quality Circles/Suggestion Schemes

g)Employee Counseling

h)Succession Planning

i)Welfare Programmes

j)Zero Paper Work

k)Reduce Structural Levels

l)Enjoy working and Freedom on the job

m)Six Sigma Concepts/Statistical DataUtilisation

…12

DATA COLLECTED FROM EXIT INTERVIEWS

Good Organisations have this Exit Interview Procedures. Don’t generate reports but bring data from the exit interviews. Even the statement by an out-going employee can be converted into numerical values:

The advantages of Exit Interviews are:

a)to correct Selection Methods

b)to correct structural/hierarchy level

c)to correct work methods

d)to correct monetary benefits

e)to know the Attitude level of seniors or sub-ordinates

f)to correct communication procedures

g)to organize Training Programmes (a kind of TNI)

Also jot the chart on what ground the employee(s) leave the organization of an on. From the findings of the chart, take policy correction accordingly.

….13

STATISTICAL DATA UTILISATION IN HR

It is a new topic for HR Professionals.

They have to take interest in Statistics and utilize the data for their day-to-day job to bring value addition to their role.

The above Statistical Usage are some of the examples only. HR Managers can use their knowledge and bring many more utilization in their Departments. Fortunately for HR Department, they have to use only the Simple Statistical Methods only and simple charts and graphs such as bar chart, etc.

Have the Graphs displayed in your Department and replace regularly.

Statistical Role in Hr Functions

Employee Application Data Bank

Categories

DATA APPLICABLE IN PERFORMANCE APPRAISALS