HR Planning and Job Analysis: Manpower Planning, Job Description, Job Specification and Job Design (Basics) Questions

Question 1

Define HR planning (manpower planning).

Accepted Answer

HR planning is forecasting future **human resource demand and supply** and preparing action plans to ensure the right people are available at the **right time** and **right place**.

Question 2

What is job analysis?

Accepted Answer

Job analysis is the systematic collection and study of information about a job’s **duties, responsibilities, working conditions** and the **skills/abilities** required.

Question 3

State any one method of job analysis.

Accepted Answer

One method of job analysis is **observation** (watching the job being performed to record tasks and conditions).

Question 4

What is a job description (JD)?

Accepted Answer

A job description is a written statement of a job’s **tasks, duties, responsibilities** and reporting relationships (i.e., what the job involves).

Question 5

What is a job specification (JS)?

Accepted Answer

A job specification states the **minimum qualifications, skills, experience and traits** required in a person to perform a job effectively.

Question 6

JD and JS are the same document.

Accepted Answer

False. **JD** describes the **job** (duties/responsibilities) while **JS** describes the **person** (qualifications/skills) needed for the job.

Question 7

Explain the steps in HR planning (brief) with a simple flow.

Accepted Answer

Steps in HR planning:

- study organisational plans/objectives
- forecast **HR demand**
- forecast **HR supply**
- do **gap analysis** (shortage/surplus)
- prepare action plan (recruitment, training, redeployment)

Flow: Business plan → Demand forecast → Supply forecast → Gap analysis → HR action plan → Review

Question 8

Differentiate job description and job specification using a table (any three points).

Accepted Answer

JD vs JS:

| Basis | **Job Description (JD)** | **Job Specification (JS)** |
|---|---|---|
| Focus | **job** | **person** |
| Answers | what to do? | who can do it? |
| Contents | duties, responsibilities, reporting | education, experience, skills, traits |

Hence, JD defines the role, while JS defines the person requirements.

Question 9

List any three methods of job analysis and explain any one briefly.

Accepted Answer

Methods of job analysis (any three):
- **Observation**
- Interview (job holder/supervisor)
- Questionnaire
- Work diary/log
- Critical incident method

Brief explanation (Observation): the analyst watches the employee performing the job to record tasks, sequence of work and working conditions.

Question 10

Explain job design and distinguish job rotation, enlargement and enrichment using a table.

Accepted Answer

Job design means organising work tasks and responsibilities to improve **efficiency** and **motivation**.

| Technique | What changes | Key idea |
|---|---|---|
| **Rotation** | different jobs | learning + reduce boredom |
| **Enlargement** | more tasks (same level) | horizontal loading |
| **Enrichment** | more authority/responsibility | vertical loading |

Thus, all three redesign jobs but the nature of change differs.

Question 11

Write the key contents of a job description and a job specification (brief) using a table.

Accepted Answer

Key contents:

| Document | Typical contents |
|---|---|
| **Job Description (JD)** | job title, department, reporting, duties/responsibilities, working conditions |
| **Job Specification (JS)** | education, experience, skills/competencies, physical/mental requirements, behavioural traits |

Thus, JD lists job details, while JS lists person requirements.

Question 12

Explain demand forecasting and supply forecasting in HR planning (exam-style) with a table and conclusion.

Accepted Answer

Meaning:
- **Demand forecasting**: estimates number and skills of employees required in future.
- **Supply forecasting**: estimates number and skills of employees likely to be available (internal/external).

| Basis | **Demand** | **Supply** |
|---|---|---|
| Focus | required workforce | available workforce |
| Output | needed number/skills | available number/skills |

Both are compared to find **shortage/surplus** and plan HR actions.

Question 13

Write an exam-style note on HR planning: need/importance and the action plan for manpower gap (include a small table).

Accepted Answer

### Need/importance of HR planning
HR planning helps avoid manpower **shortage** and **surplus**, supports expansion, reduces recruitment cost and ensures timely training for skill gaps.

### Manpower gap and action plan
After comparing demand and supply, an organisation may face shortage or surplus.

| Gap situation | Typical HR actions |
|---|---|
| **Shortage** | recruitment, overtime, training, outsourcing |
| **Surplus** | redeployment, retraining, hiring freeze, voluntary retirement |

### Conclusion
Hence, HR planning converts business plans into a practical people plan, ensuring the organisation has the right talent mix at the right time.

Question 14

Explain job analysis outputs (JD and JS) and their uses in HRM (exam-style) with a table/flow.

Accepted Answer

### Job analysis outputs
Job analysis produces two key documents:
- **Job Description (JD)**: duties, responsibilities, reporting and working conditions.
- **Job Specification (JS)**: qualifications, skills, experience and traits required.

Flow: Job analysis → JD (job details) + JS (person requirements) → recruitment, training, appraisal

| Document | Key use |
|---|---|
| **JD** | role clarity, job evaluation, performance standards |
| **JS** | recruitment criteria, selection tests/interviews |

### Conclusion
Therefore, JD and JS provide the base information for several HR decisions and ensure better person–job fit.

Question 15

Write a note on job design: meaning, objectives and approaches (rotation, enlargement, enrichment) with a table and conclusion.

Accepted Answer

### Meaning and objectives
**Job design** is arranging job tasks and responsibilities to improve **efficiency**, **quality** and employee **motivation**.

### Approaches
| Approach | What it does | Benefit |
|---|---|---|
| **Rotation** | moves employees across jobs | learning + reduces monotony |
| **Enlargement** | adds more tasks at same level | increases variety |
| **Enrichment** | adds autonomy and responsibility | increases ownership and motivation |

### Conclusion
Good job design balances productivity needs with employee satisfaction, leading to better performance and retention.

HR Planning and Job Analysis: Manpower Planning, Job Description, Job Specification and Job Design (Basics)

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