12305 Job Analysis

8/6/2019 12305 Job Analysis

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JOB ?

A group of finite tasks to be performed and duties

to be fulfilled in order to achieve an end result.



Job Analysis

Job Analysis

Job Description Job Specification

Job analysis is the process of collecting job relatedinformation. Such information helps in the preparation of job description and job specification.

is a conscious effort to organise tasks, duties and

responsibilities into a unit of work to achieve a certainobjective.



Job Analysis:

A process of obtaining all pertinent facts

Job Description• A statement containing items such

as:• Job Title•Location

• Job Summary •Duties

•Machines, Tools, and equipment•Materials and forms used

•Supervision give or received• Working Conditions

•Hazards

Job Specification A statement of human qualifications

necessary:•Education

•Experiences•Training• Judgment•Initiatives

•Physical Effort•Physical Skills

•Responsibilities•Communication Skills

•Emotional Characteristics•Unusual Sensory demands such as sight,

smell and hearing.



Job Analysis Job Analysis specifically involves the following steps:

Collecting and recording Job InformationChecking the Job Information for accuracy.

Writing Job descriptions based on the information.

Using the information to determine the skills, abilities andknowledge that are required on the job.

Updating the information from time to time.



Job Characteristics Model

Core JobCharacteristics

Critical PsychStates

Personal & Work Outcomes

Skill Variety

Task Identity

TaskSignificance

Autonomy

Job Feedback

Experienced

meaningfulnessof the work

Experiencedresponsibility for

work outcomes

Knowledge of work results

High internal

work motivation

High quality workperformance

High satisfaction

with workLow absenteeism& turnover

Individual Differences



Benefits of Job Analysis

Laying the foundation for human resource planning.

Laying the foundation for employee hiring.

Laying the foundation for training and development.

Laying the foundation for training and development. Laying the foundation for performance appraisal.

Laying the foundation for salary and wage fixation.

Laying the foundation for safety and wealth.



Job Analysis (contd.) Job description -: A statement containing items such

as Job title, Location, Job summary, Working conditionetc.

Job specification -: A Statement of humanqualifications necessary to do the job. Usually containsitems such as Education, Experience, Training,

Communication skills etc.



Purposes of Job Analysis

HRP

Recruitment & Selection Training & Development

Remuneration

Safety & Health

Performance Appraisal



Methods of Collecting Job Data

Observation

Interviews Questionnaire

Technical Conference Method

Participant diary/logs



Process of Job AnalysisStrategic Choices

Gather Information

Process Information

Job Description

Job Specification



Process (contd.) Strategic Choices –:1. Employee Involvement2. Level of Details

3. When and How often4. Past oriented and Future oriented

Gather Information –:1. What type of Data to Collected (machine, tools &

work activities)2. Data collection methods3. Who to collect Data (Trained analyst, Supervisors,

Job incumbents)



Process (contd.) Information Processing -:

How collected information will be used in forming Job

Description and Job Specification.

Job description –:

Job Specification -:



Methods of Collecting Job Analysis

Information: Observation

Information source

Observing and notingthe physical activities of employees as they goabout their jobs.

Advantages Provides first-hand

information

Reduces distortion of information

Disadvantages Time consuming

Difficulty in capturing entire job cycle

Of little use if job involves ahigh level of mental activity.




Information: Observation

Information source

Observing and notingthe physical activities of employees as they goabout their jobs.

Advantages Provides first-hand

information

Reduces distortion of information

Disadvantages Time consuming

Difficulty in capturing entire job cycle

Of little use if job involves ahigh level of mental activity.




Information: Participant Diary/Logs

Information source

Workers keep achronological diary/ log

of what they do and thetime spent in eachactivity.

Advantages

Produces a more completepicture of the job

Employee participation

Disadvantages

Distortion of information

Depends upon employees toaccurately recall theiractivities



Writing Job Descriptions

A job description

A written statement of what the worker actually does, how he or she does it, and what the job’s

working conditions are.

Sections of a typical job description

Job identification Job summary

Responsibilities and duties

Authority of incumbent

Standards of performance

Working conditions



The Job Description Job identification

Job title: name of job

Grade: where it fits in the hierarchy Preparation date: when the description was written

Prepared by: who wrote the description

Job summary

Describes the general nature of the job Lists the major functions or activities



The Job Description (cont’d)

Relationships (chain of command)

Reports to: employee’s immediate supervisor

Supervises: employees that the job incumbent directly supervises

Works with: others with whom the job holder will beexpected to work and come into contact with internally.

Outside the company: others with whom the job holderis expected to work and come into contact with

externally.



The Job Description (cont’d) Standards of performance and working conditions

Lists the standards the employee isexpected to achieve under each of the

job description’s main duties andresponsibilities.



Job Specifications

What human traits and experience are required to dothe job well?

Qualifications

Prior experience

Special training

Personality factors

Physical characteristics

Other attributes/qualities



Steps in Job Analysis

1. Clarify why you are collecting theinformation

2. Review relevant background information

3. Select representative positions

4. Conduct the analysis

5. Verify with the worker / supervisor / mgmt.

6. Develop a job description and jobspecification



The Job Analysis System

SOURCESOF DATA

METHODS OF

COLLECTINGDATA

JOBSPECIFICA-TION

JOBDESCRIP-TION

HR FUNCTIONS

JOBDATA



Considerations Employees have about being

involved in Job Analysis –

Lack of trust of consequences

Possible changes to job duties

Changes to pay The same job title may have different responsibilities

and pay rates in different departments



Job Analysis in a “ Jobless” World From specialized to

enlarged jobs

Managers are “de- jobbing”their companies



De-JobbingDe-jobbing is broadening the responsibilitiesof the company’s jobs, and encouragingemployees not to limit themselves to what’son their job descriptions

- is a result of the changes taking place inbusiness today.

http://www.indiainfoline.com/bisc/mdihr06.html







Trends leading to De-JobbingRapid product and

technologicalchanges

GlobalChanges

Demographics

Competition





Competency-Based Job Analysis Competencies

Demonstrable characteristics of a person that enableperformance of a job.

Competency-based job analysis

Describing a job in terms of the measurable, observable,behavioral competencies (knowledge, skills, and/orbehaviors) an employee must exhibit to do a job well.

Skill M i f O J b



Skills Matrix for One Job

Note: The light blue boxes indicate the minimum level of skill required for the job.



HRP, JD &

JA Model

HR Planning

Job Analysis

Macro

Micro

Job Description Job Specification

Other HRM Activities

(Recruitment, Selection, Performanceappraisal, Training, Compensation)

Productivity, QWL, Legal

Compliance

Job Design

Documents

12305 Job Analysis