Human Resource PlanningPRESENTED BY:RACHANA BHOIRROHINI AGRE

Chapter 07

Job Analysis, Job Description and Job Evaluation

Source:

Human Resource Planning

By- Dipak Kumar Bhattacharyya

Objectives of Job Information Communicate duties and responsibilities

To perform organizational analysis and thus helps in job Re-structuring

Helps in analyzing scope for staffing various positions in the organization

In setting performance standards and establishing job objectives

Important for other HR related decisions like, promotion, transfer, compensation designing etc.

Job Analysis Gathering information about job and evaluating such information in terms of what is important and relevant

Involves three questions:

1. What is a Job?

2. What should be analyzed?

3. What methods of analysis should be used?

What is a Job?A job is a group of essentially similar activities or tasks performed by a person or a group of persons

However a more generic description of a job is named “position”

A position is a family of jobs in which specific duties vary but some interchangeability of work is possible and the functional nature of the work is similar

eg. Assemblers

Clerk-cum-typists

Book-keepers

What should be analyzed?•Fundamental purpose of the job

•Work elements in the job

•How these elements are integrated with the total job?

•Approximate time spent on each task or specific area of responsibility

•Scope of the job and its impact on the operation

•Inherent authority and formal/informal audits of work

•Working relationships

•Specific methods, equipment or techniques required for the job

•Job climate, including objectives and work environment

•Job conditions

What methods of analysis should be used?

Job information for Job Analysis can be gathered by various ways:

Questionnaires: The Position Analysis Questionnaire(PAQ); developed in early 1970s by McCormick et al

Direct observation of work performed

Organization manuals

Time and study reports

Former job descriptions and methods studies

Job Analysis Job Analysis

Job Descriptions

Job Specifications

The process of getting detailed information about jobs.

Job Description Compiled job information is translated into job descriptions

Job description are written records of job duties and responsibilities and they provide a factual basis for job evaluation

Job descriptions are recorded in a standard form in a uniform manner

PROCESSJOB DESCRIPTION•Job Identification•Job summary•Job duties and responsibilities•Working conditions•Machines tools and equipment's•Social environment•Supervision•Related to other job.

JOB SPECIFICATION•Qualifications • Experience •Physical characteristics•Soft skills- Inter personal skills, Analytical ability, problem solving skills or decision making skills etc.

Objectives of Job Description•Efficient organization of jobs

•Proper recruitment or staffing in the organization

•Assigning jobs to people

•Reviewing performance

•Improving performance through appraisal and training

•Rewarding employees

A Central Peripheral Relational Model of Job Analysis

Definition of Job Evaluation The process of determining worth of one job in relation to

that of another without regard to personalities Reasons for its use: To reduce layout turnover To increase output To improve morale To reduce loss of time due to wage negotiations and disputes To reduce the complaints regarding wages

Steps in Job Evaluation• Job Assessment

• Preparation of job description

• Preparation of job analysis

• Comparison of one job with another

• Arrangement of jobs in a progression

• Relating the progression of jobs to a money scale

Types of job evaluation schemes

• Ranking or job comparison• Grading or job classification

Non-quantitative

• Point rating• Factor comparisonQuantitative

Simple ranking method: jobs and the employees who perform those jobs are ranked from highest to lowest depending on

their quality and value to the organization.

Ranking the key jobs: the evaluator has to identify the key or representative jobs at the 1st stage, rank

the key jobs at the 2nd stage, identify and rank all other jobs at the 3rd

stagePaired comparison: the evaluator ranks each job in turn against all other jobs to be appraised, so that a series of paired ranking is produced.

The job classification method uses job

classes or job groups to provide more

customization in the evaluation.

This method also uses scales to

measure performance rather than comparing and ranking employees

The earliest approach for evaluating job based on

quantitative values.Quantitative as the

component of job is assigned a numerical value.

The higher the educational requirements of the job the

higher the points scored.The point method is usually

seen as the most reliable and valid evaluation method by

employees compared to more subjective methods such as

the job ranking method.The most well known points scheme was introduced by

Hay management consultants in 1951. This scheme

evaluates job responsibilities in the light of three major

factors - know how, problem solving and accountability.

The single most important task to be performed in a

job is identified and compared with

the single most important task to be performed in

other jobs.

Grading or Job Classification

Point ratingRanking or job comparison

Factor comparison

Limitations if job Evaluation Job Evaluation alone cannot establish a wage scale Is highly subjective (based on judgmental estimate)

Job Design Factors affecting job design

Job specialization & repetitive operations

Changing technology

Labor union policies

Ability 0f present personnel

Adequate availability of potential personnel

Interaction among jobs with the system

Psychological and social needs that can be met by the job

Job Assessment Information about each job is made available to the assessors. Each job whether manual or not is closely observed and inspected in actual operation by the assessors.

Methods:

Pricing job value

Work study

Method study

Work Measurement ILO’s definition, “ as the application of techniques designed to establish the work content of a specified task by determining the time required for carrying it out at a defined standard of performance by a qualified worker”

Techniques:

1. Time study

2. Ratio-delay study (statistical sampling technique)

3. Synthesis from standard data

4. Predetermined motion time standard

5. Analytical estimating

Concept and definition of Ergonomics

Ergonomics is derived from two Greek words- Ergon: work; Enomos: laws

It is the study of the effects of work system on workers and it aims at fitting the work to the men to increase their efficiency comfort and satisfaction.

ILO (international labor organization) defines ergonomics as follows:

“The application of human biological sciences in conjunction with engineering sciences to the worker and his working environment, so as to obtain maximum satisfaction for the work which, at the same time, enhances productivity.”

An example of ergonomics:Ideal set up at work station

Areas of Ergonomic investigation of work Human characteristics Work Working conditions Environment

Motion Economy The process of minimizing the physical and perpetual loads imposed on people engaged in any type of work, whether it be in the office the shop floor, the kitchen or at the driving wheel.

For achieving motion economy following principles have been evolved:

1. Principle of minimum movement

2. Principle of natural movement

3. Principle of simultaneous movement

4. Principle of rhythmic movement

5. Principle of habitual movement

6. Principle of continuous movement

Thank you!

Case Study: Goodearth Financial Services

Goodearth Financial Services Limited has grown considerably during the last 5 years. Mr. Jashpal Bhatti started the company with two employees and business for ` 6,00,000/- in gross sales. The company now employs 200 people and is expected to have business for ` 6,00,00,000/- this year. During the early years, it was always clear what was expected from each employee. Everyone knew how to do everything and was often called upon to do exactly that. This is no longer true and it is apparent to Mr. Jashpal Bhatti that each employee must be given a clear set of general guidelines as to what duties the employee must perform.A number of new players are now in financial services who are the arch competitors for Mr. Bhatti's company. The service-mix for Goodearth also has significantly changed to keep pace with the changing customers' expectation. The company, therefore, had to change its operation strategy.In addition, it is becoming increasingly difficult to hire employees without having a clear understanding of exactly what the individual will be doing. Applicants seem reluctant to join the firm without some information about their probable job profile and it is difficult to know exactly what skills, the prospective applicants should have without knowing in some detail what they will be doing.Mr. Jashpal Bhatti decided to write job descriptions and job specifications for his employees. It is his belief that such documents will clear any misunderstandings among employees regarding responsibilities, help to organize better the work that must be done, inform prospective employees about their probable job duties, orient new employees and help to make better selection decisions.You have been retained by Mr. Bhatti to determine whose responsibility it will be to gather the data and write the descriptions and specifications, how the data will be gathered (observation, questionnaire or interview) and how detailed descriptions and specifications should be.Mr. Bhatti is currently considering these job analysis issues but has a number of questions about how each will affect the final results.

Questions: What recommendations would you make to him regarding the most appropriate individuals and methods to be used for data collection?

What approach to the design of jobs should be considered by you and why? Keeping in mind the recent trends in financial services companies, design the job of different hierarchical levels for at least four operational areas with supporting background information, like; job analysis, job description etc.

Do you think that Mr. Bhatti’s decision of fixing responsibilities and job duties was good and it affects the final results of the company. Give your opinion to support this statement.

If you were at the place of Mr. Bhatti. What strategy you make for your prospective employees?