Manipal University Jaipur, Rajasthan

Roll No-2314508841

PRATYUSH KUMAR SARANGI

HUMAN RESOURCE MANAGEMENT
Subject Code-DMBA106
Set-1&2

Paper Due Date

December 31, 2023

 Set-1

Roles And Responsibilities Of HR:-

The main role of HR is to maximizing employee productivity and protecting the company from
any issues that may be arise within the workforce. Here are some main duties of an HR
professional:

Human resources planning

The HR department is responsible for developing and accomplishing the goals of the company.
Their proactive involvement in planning helps them have a full understanding of the actions
necessary to sustain the company's growth. It enables HR to assign the right resources to the
relevant projects.

Job analysis and design

HR creates job analysis to hire the right candidate for the position. A job analysis includes the
job description of the employees in the organization. It is the responsibility of HR to form high-
performance workgroups.

Maintaining work culture

Develop a good work culture is the important role of HR that can improve the employees'
performance. Creating an healthy work culture is very crucial so that employees can talk about
their problems.

Recruiting candidates
It is the responsibility of an HR to hire a suitable candidate for any vacant positions in the
organization.The HR department develops and executes the company's talent acquisition
strategy. They create company portfolio to attract valuable candidates.

Processing payroll
Payroll is part of HR in some organization. HR is also in deciding the salary, bonus and incentives
of all employees.The HR department manages multiple works such as attendance, leaves,
appraisal and other similar components.

Maintaining employee records

The maintenance of employee records is the responsibility of the HR department. These
records assist companies to identify skills that can help in the recruitment process.

Implementing performance appraisals

The HR department is very crucial in implementing performance appraisals. It acts as a
communicator between the management and the employee. It ensures a smooth transaction of
the appraisal process.
Managing compensation
Compensation management is a important role of HR. It involves planning, organizing and
managing the direct and indirect remunerations that employees receive for their work.
Companies gives compensation to their employees to appoint valuable talent.

Ensuring employee satisfaction

It is important to maintain employees satisfaction from their roles . HR is responsible for
keeping the employees happy, positive, motivated and satisfied. They can ensure employee
satisfaction by creating benefits for employees.

Maintaining employee relationships

It is the role of HR to ensure a healthy and positive relationship among employees and a
respectful relationship between employees and management. HR also plays a crucial role in
resolving any problems between employees and management.

Q-2: - Discuss selection process outcomes and its effect in the selection of candidates.

The selection process can be defined as shortlisting the right candidates with the required
qualifications to fill the vacancies in an organization.

Recruitment and Selection

Recruitment is the process where the potential applicants are searched and are encouraged to
apply for a vacancy. selection is the process of hiring the employees from the shortlisted
candidates and providing them with a job in the organization.

Steps in Selection Process

Application – After the announcement of job, the candidates apply for the respective jobs
which suit them.

Screening and Pre-selection – The role of this is to reduce the number of candidates from a
large group to a small group of between 5-10 people that can be interviewed. The selection is
based on their technique and according to the company’s needs.

Interview – The interview gives insight of aperson’s accuracy and how suitable they are. This
also provides the opportunity to ask the candidate job-related questions.

Decision- The next step is to decide the correct candidate for the organization.

Job Offer and Contract – After the decision-making process, the candidate needs to accept the
offer letter cum contract.
Q-3:- What is succession planning? What are the benefits of having a formal Succession
Planning System in an organization?

Definition: -

Succession planning is a business process that helps organizations prepare for situations where
an employee leaves an organization due to resignation or retirement. Planning allows
organizations to continue their operations when unprecedented staffing changes occur.
Creating a succession plan is essential for maintaining regular operations and high-performance
levels, ensuring the organization works without interruptions. In this article, we answer the
question, ‘What is succession planning?', learn about its numerous benefits, review how it
works and explore the steps for creating a succession plan and explain what it means for your
career

Benefits of Succession Planning: -

Creating succession plans for positions within an organization can help improve performance
during the transition process. Some key benefits of succession planning are:

Ensures talent retention

When an organisation creates a succession plan, it shows employees they are valuable. It might
encourage them to stay with the organisation for longer. When you put employees into a
succession plan, you clearly show their career path and advancement. This shows employees
that by staying longer in an organisation, they can eventually expect promotions. Creating a
succession plan is effective when an employee departs at a set date, providing certainty to the
employee waiting for the promotion.

Provides organisational clarity

When employees know who is in line to fill the position, it might provide stability and they
might prefer to stay with the organisation. It helps in a smoother transition and minimises
disruption during normal operations. Stability can encourage employees and they might feel
secure and comfortable. It can raise the morale of the organisation's employees.

Reduces transition cost

When employees leave the organisation, it can cause high organisational costs. The cost an
organisation incurs is because of replacing, hiring and training them. A succession plan can
prevent this financial disruption because you have already identified qualified internal
candidates.

Improves employee performance

Succession planning can benefit employees in both the short and long term. Employees can
enrol in training and development programs to fill the talent gap. This helps employees achieve
organisational goals and ensures they complete their work.

Identifies employee for key positions

Succession planning can help identify exceptionally skilled and qualified professionals and help
them advance to higher executive posts. Through this process, you can identify the weaknesses
of the employees and provide training to help them improve their work performance. When
you know your skilled employees, you can further motivate them to excel in their job.

Enhances job performance

With succession planning, you are in a better position to provide your expectations during the
transition phase. When employees know what the organisation expects from them during the
transition phase, they are more likely to outperform their job duties. It can help maintain
production standards and each employee works toward achieving organisational goals.

Facilitates knowledge transfer

When experienced employees leave the organisation, they take a lot of knowledge gained
through their experience. With succession planning, it becomes easier to retain this information
and knowledge. It also ensures that leaving or retiring employees transfer knowledge to other
employees.

Set-2

Q-1:- Describe competency mapping. Discuss the steps involved in competency mapping with
a result of job evaluation.

Competency Mapping

Competency mapping is a process where we can determine the skills, behaviors, abilities and
knowledge a job title requires. Organizations sometimes begin this process by determining their
goals and analyzing the abilities of their existing employees.

Importance of Competency Mapping

Optimized employee performance

Because competency mapping involves the evaluation of current employees, you can identify
existing strengths and weaknesses in your organization. This information allows you to optimize
employees' potential by assigning them to tasks where they have the highest chances of
success.

Improved productivity

This specialization ensures employees can focus their talents on the most relevant tasks and
rely on peers for support related to their expertise..

Streamlined hiring process

An organization can use its competency mapping to write a job descriptions and attract
talented employees with required qualifications. As a result, hiring managers may have less
resumes to review and can spend more time interviewing candidates who are a good fit for the
role.

Increased morale

Competency mapping can increase morale by outlining expectations and ensuring employees
understand how to achieve good evaluation scores.

How to perform competency mapping

Follow these steps to perform competency mapping:

1. Identify the organization's goals

An organization can begin the competency mapping process by identifying its goals. It can
review its mission statement or meet with senior executives to understand the larger goals that
employees are trying to achieve.

2. Analyze competencies of existing employees

By analyzing the skills of existing employees, an organization can create outlines for
competency maps and identify opportunities for improvement.

3. Define competencies

Once an organization understands what employee goals are and what skills are necessary for
achieving them, it can define competencies for each job role.
4. Determine metrics

An organization can more clearly define competencies by assigning metrics to them. A common
example of a metric is a sales quota that indicates an employee's performance expectations.

5. Provide additional resources

Throughout the process of competency mapping, organizations may recognize employee

demand for additional resources. Departments might require more training or upgraded
equipment to adequately perform their duties.

6. Implement results of competency mapping

After an organization clearly defines roles through competency mapping, it can share results
internally and externally.

Q-2:-Define wage and salary. What are the factors for effective wage administration ?

Definition :-

Wages and salaries are the remuneration paid or payable to employees for work performed on
behalf of an employer or services provided. Normally, an employer is not permitted to withhold
the wages or any part thereof, except as permitted or required by law.

Wages and salaries are typically paid directly to an employee in the form of cash or in a cash
equivalent, such as by cheque or by direct deposit into the employee's bank account or an
account directed by the employee.

1. External factors :-

Demand and supply :

When the demand of a labor is more and supply is less then the wages will increase. if supply of
labor is more demand is less then the persons will be available at lower wage rates .

Cost of living :

The wage rates are directly affected by cost of living. The workers will accept a wage which can
support them for a minimum standard of living. Wages will also be adjusted according to price .
The increase in price will decrease the purchasing power of workers and they will demand
higher wages.

Economy : Economy also has its impact on wage and salary rates. A affected economy will may
be increase the labor supply. By this the wage rate should be lower.

Technological development:

By the growth of industries, there minimum skilled resources. Then the wage rates of skilled
employees will constantly change and an organization has to higher their level to match the
market needs.

2. Internal factors influencing Wage and Salary Administration

Ability to pay:

The ability to pay of an organization will affect wage rates. If the organization is in loss then it
will not pay the higher wage. A profitable organization can pay good wages to attract effective
workers.

Performance is always rewarded with a pay increase. It motivates the employees to do better
and better in future.

Seniority. Seniority is a crusial factor for pay increase where management things the good
performance is a effective factor for pay increases.

Experience. Experience can provide a good reward to the employee.

Potential.

Organization are paying some employees based on their potential. Young managers are paid
more because of their potential as compare to experience with lower potential.

Q-3:-What is a workplace grievance, and why is it important for organizations to have a

structured grievance procedure in place?
You must acknowledge the growing importance of a structured workplace grievance process as
an employer. It boasts satisfactory resolution for employees in distress because of rising issues
in the company’s policy or culture.
Set up grievance redressal systems properly to gauge the cause of employee grievances. These
tribunals limit the cost and shorten lengthy processes. Committees can be internal and
anonymous to avoid bias and roll out an objective verdict.
The scope of the grievance process is unsurmountable. But understand it critically throughout
the blog post below.

Purpose of Workplace Grievance Redressal Systems and Processes:

A grievance is a complaint formally raised by an employee in the firm. It could be against any
staff/employee, policy, discrimination, mental torture, workplace harassment, or similar issues.

The issues raised by employees need to be heard and addressed formally in the company.
Otherwise, it could lead to several severe issues like a bad reputation, adverse effects of word-
of-mouth, breach of trust, and lower job involvement.
Internal branding suffers the most when causes of grievances are not solved timely.
There has to be a management or committee in place. These people will be independent of the
management to discern and dismiss the case with clarity and conscience.
Overall, a stable workplace grievance system helps curb the issues rising between employees
and management. But that’s one example of those common issues in organisations.
There could be wage wars, price issues, and collective resistance against changing cultural
norms.
What matters here is how fast, intelligently, empathetically, and diligently the committee
releases the verdict. Clear-cut investigations should be carried out. These can be anonymous
and overt. It varies with cases in the limelight.
A robust and just employee grievance redressal system helps solve employee relations,
management differences, and similar problems.
It understands the pain points of each case. Later, it breaks down each case into sections for
hearings, discussions, and appeals to be held.
In the end, employers need a structured format for these systems. The employee then knows
how to approach the helpdesk using the innovative uKnowva HRMS solutions. That’s again one
of the examples to make the journey easy for the grieving employee.

Critical Steps in Grievance Procedure:

Each organisation identifies a grievance system differently. There can be five steps in one; eight
in another. It depends on the complexity of the workplace grievance hierarchy created within.
But a few steps always remain constant to complete the grievance cycle from one end to
another. These are:

Submit your written complaint:

Employees who feel distressed or unheard must submit the complaint in writing. It would be
best if the grievant attaches as many pieces of evidence as possible while raising the ticket.
The letter has to be specific. It must list all issues, time, place, and date of the incidents that
occurred. To some employees, this might sound rude or hurtful. But they have to be strong and
list out all the case scenarios to get the compensation for the distress.

Forward the complaint to the manager/committee:

Organisations can set up a workplace grievance submission box in their HRMS systems. These
submissions will be forwarded either to the immediate reporting manager or the committee.
The reporting managers have to vet the e-submission from every perspective. They can also
approve or reject a submission before it goes to the committee.
However, employees are often suggested to directly submit their complaint letters to the
committee to avoid any manipulation.
This committee on the modern HRMS systems can be anonymous or identified. It varies with
the company policies.
The raised issue should get a ticket number. Employees should check its status on the platform.

Following this step assists human resources flawlessly in discerning causes of grievances
without delays. Additionally, employees witness/experience a transparent system. The
committee must notify the employees of the process and the hearing dates if allotted any.

Attend the scheduled meeting or hearing:

If the cause of employee grievance is not solved remotely, meetings are conducted. Now, these
could be online or offline. That happens when matters are serious and not easily solved.
The grieving employee must be present at the meeting. They have to face the person they
accused. However, if the issue is about wages, cultural or policy changes, the management gets
directly involved.
So, it would be a case of the employee vs. the management/employers/policymakers. There
has to be a moderator in each hearing. These could be committee members acting as the jury
and moderators.
The case will be heard from both perspectives. Soon after, the verdict will be rolled out. It could
be in any favour of either party or no one in general. That means it could be a settlement, too,
if both parties involved agree.

Appeal the verdict:

The outcomes of these hearings might not be satisfactory to grieving employees. They must
have another way to get their justice. This could be by appealing the decision from the higher
court.
This could be a labour court next time if the firm’s internal committee cannot resolve the issue
for the employee (s).
However, this stage of workplace grievance is unfavourable, highlighting a lousy impression of
company culture to the world.

Importance of Structured Workplace Grievance Systems:

A structured workplace grievance procedure should be objective and error-free. It has to be run
by committee members unrelated to the management. Only then can employees have faith in
such a committee for hearing them out without a halo effect.

The rising importance of structure is seen in how formal steps can decrease confusion and
ambiguity between employees. Anyone distressed in the company can reach out to the
committee without being under anyone else’s influence or pressure.

Employees want to work at a firm where their voice matters and is heard.

A structured employee grievance redressal is precisely what they need as a representative of a

dignified workplace.

Conclusion:
Form a workplace grievance system in your firm when the number of employees keeps growing
from 10 to 100. Or it could be more. Do not let your organisation land in human resource issues
without such a system.

That is why this blog post clearly explains steps in addressing the causes of employee
grievances.

When employees know your firm has such a procedure or policy, they favour your culture
more. Then, they know they have an educated and valued vote in shaping the firm’s culture
where they want to work more.