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By Dr. Debashish SenguptaHuman Resource Management

Job Analysis4CHAPTER

Human Resource Management3Key Terms

Compensation Data Collection Methods Human Resource Planning Job Analysis Job Analysis Interview Format Job Design Performance Management Process Steps in Job Analysis Recruitment Selection

Human Resource ManagementWhat is a Job?

4A job is a rational set of tasks and responsibilities almost having the same level of complexity and related set of functions that are performed by an individual or a team.

A job will always be accompanied by:

A set of tasks and sub-tasks; Duties & responsibilities; Supervision and reporting; Accountability and authority.

Human Resource ManagementWhat is Job Analysis?

5Job analysis, most simplistically defined is to understand what the job is all about. Precisely job analysis is a planned study and analysis of job and job elements, employing a scientific technique.Job analysis data helps to articulate two primary components.

a. Job Description (JDs): which state clearly the set of tasks roles and responsibilities of a particular job.

b. Job Specification: which state what the ideal candidate should be like who can accomplish this job.

Human Resource ManagementPrimary Actors in Job Analysis

6The primary actors in job analysis process are:

1. The job incumbent himself/herself.2. The job supervisor.3. The Human Resource Department.4. External Analysts (if a company decides to hire external experts or partly outsource this activity).

All these will play role right from initiation to collection & validation of data and to final vetting.

Human Resource ManagementUse of Job Analysis Data

7Job analysis data has multiple uses, besides understanding the nature of the job itself.a) Human Resource Planning: Forecasting the demand and supply of workforce is an important foundation function and job analysis data helps in such planning activities.

b) Recruitment: Even before a firm starts looking for a candidate or a prospective employee, it should be clear about the purpose behind that search. The purpose is defined by the job and the best answer tothat comes from the job analysis data.

Human Resource Management8c) Selection: A reliable, valid selection process could always be able to employ tool and techniques which shall enable selection of the right candidate and vice-versa. One of the most fundamental information to get this right is to first understand what the ideal candidate should be like. The job analysis data provides the answers again.d) Fitment: Person-job fit is best achieved when both are well understood and then matched. The job analysis data is obviously critical in achieving the same.e) Performance Management: Effective setting of performance objectives, key result areas (KRAs) and performance benchmarks is only possible when the job is understood well.

Human Resource ManagementProcess Steps in Job Analysis

9The process steps in job analysis have been diagrammatically exhibited below:

Human Resource ManagementData Collection Methods

10The various methods of data collection of job analysis data are:a) Critical Incident Method: In this method the entire job may not be studied. Only the critical incident and critical behavior expected in that particular job context is recorded.b) Work Observation The observation method may be employed to collect job analysis data. It will involve observation of the job incumbent performing the job in the workplace, over a period of time, and recording datac) Performance Data: The performance data of a worker or workers on a job may be the source of job analysis data.

Human Resource ManagementInstructions for Completing PAQ

11When conducting a desk audit, the primary purpose is to gather as much data from the job holder as possible using a combination of both visual observation of the job as it is performed at the actual work site as well as a verbal interview of the job holder.When conducting the audit, keep the following in mind:1. What is done this is the task statement2. How it is done this is the tools, methods, standards by which the task is completed3. Why it is done this puts the task in context of the reason for actually doing the task

Human Resource ManagementTopics to Cover

121) Describe, in your own words, what is the primary reason or purpose this job exists.

2) ADA Stuff: do you have to ift/pull/push/climb/crawlwhat environment is the job performed (standard office environment? Outdoorsif so how much time outdoorssubject to heat/cold/damp/ hazardous materialsbe sure to capture what type and how often.

Human Resource Management133) Essential Tasks : These are the task statements of the job description that you want to be sure are identified as essential; how to differentiate between essential and marginal would be picked up from how the incumbent describes the task i.e. on occasion, I may be asked to do XXXX

4) Minimum Qualifications: Have the incumbent state in their own words what does it take to do this jobwhat do you thinkif you were to go on to another opportunity, and you were to hire your replacement, what do you feel is necessary to be successful in this role?

Human Resource Management145) Scope/Breadth Dimensions of the Job:a. Responsibility for supervision of othersand what type (participates in, initiates actionand what type of action, up to what point is it held at this level of the job and at what point is it passed up the chain of command).b. Responsibility for operating/expense budgetagain, what type, how extensive and at what point is it passed up the ladderc. How does work come to you, is it in meetings, via email, do you come up with work?

Human Resource Management156) Reporting Relationship: Meaning, what position title does this job report to, what position titles report to this job (rememberincumbents change, the job titles may be more stable).

7) Skills/Competencies: What other knowledge, skills, abilities do you think are useful, necessary or nice to haves that make you successful in performing your job?

8) Managers/Directors: Be sure to cover such items as describe your role/ participation in strategic planning, operating budget development/ monitoring/reporting, performance and career management of staff.

Human Resource ManagementLogistics

16It is best practice to work through the area administrative support to have that individual coordinate schedules. Provide this person with the parameter of setting at least 1 hour per interview with about 10 minute break between (or take into consideration any travel time between physical locations). Also, be sure to do a touch base with the management person of the group that youre conducting the desk audits (if they are not part of the exercise) so that you give management an opportunity to provide background and insight relative to the jobs studied; take this opportunity to probe for potential/planned organizational shifts, dynamics between staff members which may color (enhance) responses or any other areas/issues that may effect the exercise.

Human Resource ManagementFactors to be Considered in Collection of Job Analysis Data

171. Freedom from Bias (exaggeration/hiding of facts): Respondents at times tend to exaggerate the facts to show the complexity of their jobs and consequently their mastery over the same. Vice-versa few also tend to hide the facts emanating out of their fear as they suspect that the organization may find him/her incompetent. Both exaggeration and hiding of facts will lead to erroneous data and hence care should be taken by the data collector that such bias do not occur.

Human Resource Management182. Allaying Anxiety Respondents: As told earlier, some respondents look at this activity with suspicion and think that it may be a managements covert strategy which may harm them in the long-run. Allaying all such fears and anxieties is very important to ensure correctness and consistency of data.

3. Use of Right Data Collection Method: Choosing a right data collection method is very important in conducting job analysis. Out of the various methods available the method which suits best must be selected and not necessarily the best method.

Human Resource Management194. Recency Impact: Respondents tend to talk about their job aspects more which have occurred recently or they have been more involved in the recent past, while ignoring other dimensions. Interviewer must ensure that such errors do not occur and guide the respondents in overcoming this bias.

5. Commitment: The commitment of the top management, line functions and finally of the HR department is paramount to ensure the success of job analysis.

Human Resource ManagementAdditional Job Information

20Indicate the specific knowledge, skills and abilities your job requires.

I NEED KNOWLEDGE OF?

I need knowledge of Shipping Services knowledge, the various functionalities of the modules that the team is working on, including past data. For example, order generation, shipment etc. It is required in order to understand the customer needs as well as to clear the doubts of team members.

Human Resource Management21I NEED SKILLS IN?

Software life cycle and application expertise. I need skill to work on and understand the various tools used to execute the functionalities. For example, knowledge of oracle apps e-biz suite to use forms and reports for order and invoice generation, DB2 knowledge is essential for data warehousing and Mainframe which is the framework on which the project is built.

Human Resource Management22I NEED THE ABILITY TO?

Manage teams and training skills. I need the ability to manage team activities smoothly, by ensuring that all members are given work according to their skill and competency. I also need enough leadership abilities to delegate work and to ensure that it is completed on time. Besides the above, I need to have the ability to address team grievances and solve them in a diplomatic way so as to not hurt the feelings of the persons involved. In addition, I need to have good communication skills so as to understand the customer requirements and translate the same to the team members.

Human Resource ManagementDecision Making/Problem Solving

23I must comply with the intellectual property right of the customer, which means that i am not allowed to discuss customer issues outside office or with any person who is not part of the same team. If there are any specific requirements of the customer regarding the work flow or the way in which a certain activity has to be carried out, then that has to be respected and followed by all team members. Apart from these, formal guidelines regarding work ethics, behavior with peers and subordinates, dress code and conduct in office premises are to be very strictly adhered to.

Human Resource Management24WHAT ISSUES WOULD YOU REFER TO YOUR SUPERVISOR PRIOR TO TAKING ACTION?

Issues such as promoting a subordinate or firing them have to be referred to my supervisor before taking any action, so that he is aware of the situation and will advise on what action is to be taken. Also, decisions regarding the change of roles of an employee or shifting from one team to another has to be referred to my supervisor. Client handling issues, important status mails must be reported to project managers.

Human Resource ManagementWorking Environment

25Its a very stressful task both mentally - where the deadlines that have to be met, and emotionally because team members need to be pulled to their limits to meet the demands of the customer.

Desktops and servers connected through LAN/WAN, 4 Databases and finally a simulator.

Human Resource ManagementPrimary Purpose

26My job exists in order to direct, manage and guide a team responsible for certain client activities, without which there would be a lot of chaos regarding each ones work, responsibilities and duties. In my capacity as a business analyst, I must ensure the team is well trained and has a good understanding of the application. The primary purpose of my job is to ensure the smooth working of my team, motivate them in times of crisis, extend support when they need it and also appraise them for good performance.

Human Resource ManagementPrimary Purpose

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Human Resource ManagementTraining for Senior/ Middle Level Management

28Both external and internal training is given for the executives. Faculty from outside agencies will be arranged for training them. They also get faculty from

Corporate Level. Training for senior/middle level management is done on the following basis:

1. Technical2. Behavioral3. Functional

Human Resource Management