AN ANALYSIS OF HUMAN RESOURCE PLANNING AND ITS EFFECT ON ORGANISATIONAL EFFECTIVENESS – A CASE STUDY OF INFORMATION SERVICES DEPARTMENT, ACCRA OFFICE
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The study was to examine the effectiveness of Human Resource Planning (HRP) and its effect at Information Services Department (ISD). The study which contains the research design, research population, sample and sampling procedure and data gathering instruments. It also sought to find out whether there are HRP policies and practices in the ISD; to establish whether the Human Resource Planning practices and procedures within ISD are functioning effectively; and to find out the challenges of the provision of a framework to guide the implementation of HRP in the ISD. The results of the study reveal that most of the ISD staff do not have in-depth knowledge on Human Resource Planning, thus it is not well practiced by the senior officers. The study concludes with the organization being proactive in recruiting and retaining employees. A recommendation for Information Services Department towards an effective Human Resource Planning for the organisation.
CHAPTER ONE 1.0 INTRODUCTION
1.1 Background to the study
Although people‟s understanding of Human Resource Planning (HRP) differs, the general objective is how to use scarce talents in an effective way in the interest of work and organisation. Human Resource Planning may be seen in its entirety as an effort to anticipate the future of the organisation and to provide personnel to fulfil that organisation and to satisfy customer‟s demands.
According to Bulla and Scott (1994,p.66) as „the process of ensuring that human resource requirements of an organisation are identified and plans are made for satisfying those requirements‟. This view suggests several specific, interrelations activities that together constitute HRP which include personnel inventory, human resource process, action plan, control and evaluation.
Human Resource Planning is also the personnel process that attempt to provide adequate HR to achieve future organisational objectives. It includes forecasting future needs for employees of various types, comparing these needs with the present workforce and determining the numbers and types of employees to be recruited or phased out of the organisation‟s employment group.
“Human resource planning is the system of matching the supply of people, internally (existing employees) and externally (those to be hired and searched for) with over a given time frame” (Watters cited in Byars & Rue, 1991). Human resource planning has two objectives; the optimum utilization of
currently employed human resources and providing future HR needs in the areas of skills and numbers (Harvey & Bowin, 1996).
HRP will enhance the process of decision making, encourage open discussion, bringing the right people together around the right questions, resolving conflicts among strong technical professionals, and managing emotional ups and downs of employees of the organisation.
Schein (1976,p.3) noted that, the more complex organizations become, the more they will be vulnerable to human error. They will not necessarily employ more people, but they will employ more sophisticated highly trained people both in managerial and in individual contributor, staff roles. The price of low motivation, turnover, poor productivity, sabotage, and intra-organizational conflict will be higher in such an organization. Therefore it will become a matter of economic necessity to practice effective human resource planning at Information Services Department.
1.2 Statement of the Problem
Human resource has been considered or described by many human resource writers as the most valuable resource of an organisation. Despite the complex nature of human beings, which is their personality, character and the ability to achieve goals, people differ in all aspects.
People are in constant demand, but, cannot be easily replaced by technology or moved around like finance. Again, the Human Resource Planning is
underpinned by Government‟s priorities to provide tangible improvements in services to citizens and to build strong, interconnected and sustainable communities. A systematic approach to human resource planning is needed to ensure that the public service is made up of the right people, in the right place, at the right time to deliver high quality, value for money services in partnership with communities, all the time.
Like many other parts of the world, organisations in Ghana of which Information Services Department is no exception, are facing looming challenges in attracting and retaining skilled and valuable employees to meet changing service delivery needs. Together with rapid advances in communication technology, these factors are already having a profound effect on what and how services are provided, to whom, and at what cost. This has made the need for effective planning of the organisation‟s most valuable asset.
The issue of Human Resource Planning raises series of questions. For instance, how effective is Human Resource Planning policies and practices in the Information Services Department? How do they address human capital challenges that hamper the execution of service delivery initiatives and interventions at the Information Services Department? How effective is the Human Resource Planning practices and procedures at the Information Services Department?
It is against this background, that this researcher seeks to analyse the Human Resource Planning and its effect on the Information Services Department.
1.3 Objective of the Study
The main objective of the study was to examine the effectiveness of Human Resource Planning and its effect on the Information Services Department.
The specific objectives of the study were:
To find out whether there are HRP policies and practices in the Information
To establish whether the Human Resource Planning practices and
procedures within Information Services Department are functioning
To find out the challenges of the provision of a framework to guide the
implementation of HRP in the ISD.
How effective is Human Resource Planning (HRP) policies and practices in Information Services Department (ISD)?
How effective is Human Resource Planning practices and procedures within ISD and are functioning effectively?
What challenges are hindering the implementation of HRP in the Information Services Department?
Significance of the study
The research will be valuable reference material for students, organisations and other interested persons who may want to undertake similar study. Recommendations made by the study would enable organisation to have more
insights on the need to shift from ad hoc planning to more systematic and scientific based planning of their human resources. Finally, it would enable ISD to appreciate the effectiveness of Human Resource Planning on the organisation.
1.6 Brief Methodology
The researcher adopted the descriptive research design that focus on in-depth description of the Human Resource Planning practices and procedures, roles and responsibilities of key units in HRP processes at the Department. The staffing of the Department head office Accra, constitute the population for the study. A representative sample size was determined and selected from the population for the study.
Both primary and secondary data were collected and analysed. Primary data were collected basically from the interviews with selected respondents. Secondary data were also be collected from both published and unpublished reports of the department, books, and journals among other studies done on the subject matter. The study also used both qualitative and quantitative data for its analysis.
1.7 Scope and limitation of the Study
The scope of the study will be limited to Information Services Department head office in Accra. The headquarters of the Department has the mandate for the centralised Human Resource Planning in the entire establishment, despite the
fact that the Department has decentralised units at Regional and Metropolitan/Municipal/District levels across the country.
It is anticipated that a couple of factors may limit the credibility for future use of this work and render it less appropriate in making general conclusions. The study focusing on only one public sector organisation may not provide adequate and representative facts and empirical evidence applicable to all public sector organizations in Ghanaian. The study may not cover all aspects and dimensions of Human Resource Planning and therefore, may not be able to provide comprehensive empirical facts and evidence of HRP in organisations. Using the head office of the Information Services Department may leave vital HRP perspectives and other empirical facts and evidence from the Regional and Metropolitan/Municipal/District units of the Department.
1.8 Organisation of the Study
The study is organised into five chapters. Chapter one is the introduction, which outlines the background to the study, statement of the problem, objectives of the study, research questions, significance of the study, methodology to be used, scope and limitations of the study and the organisation of the study.
Chapter two presented the review of various work related to the topic and discussions of concepts on the subject matter, from both published and unpublished sources, while chapter three contained the methodology in details. It also provided a brief background of the study area, Information Services Department.
Chapter four focused on the analysis, discussion and presentation of data collected for the study and finally, chapter five presented a summary of the study, drew conclusions and recommendations for the study.