© 2013 by nelson education1 job analysis and competency models

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Job Analysis and Competency Models

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Chapter Learning Outcomes

After reading this chapter you should:◦ Understand the importance of job analysis and

the role it plays in recruitment and selection

◦ Be able to describe guidelines for conducting analyses employing a variety of job analysis techniques

◦ Be able to use standard tools and techniques to conduct a job analysis

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◦ Recognize processes for identifying job specifications to be used in recruitment and selection of human resources

◦ Understand what competencies are◦ Understand the role competencies play in

recruitment and selection

◦ Know how to identify competencies

Chapter Learning Outcomes (continued)

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◦ Understand the need to validate competency-based systems

◦ Be able to distinguish competency-based HR models from those based on job analysis

◦ Recognize best practices in competency modelling

Chapter Learning Outcomes (continued)

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Work analysis: any systematic gathering, documenting, and analyzing of information about the content of work performed

Job analysis: the process of collecting information about jobs “by any method for any purpose”

What is Work and Job Analysis?

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Job description: a written description of what job occupants are required to do; how they are supposed to do it; and the rationale for any required job procedures

Job specification: the knowledge, skills, abilities, and other attributes or competences that are needed by a job incumbent to perform well on the job

Work and Job Analysis – Key Terms

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Job: a collection of positions that are similar in their significant duties

Position: a collection of duties assigned to individuals in an organization at a given time

Job family: a set of different, but related jobs that rely on the same set of KSAOs

Work and Job Analysis – Key Terms

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1. Do you have a current job description in your full-time, part-time or contract position?

2. Why are job descriptions important in the recruiting process?

Class Activity

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Subject-matter experts (SMEs): people who are most knowledgeable about a job and how it is currently performed◦ Data collected from job incumbents and their

immediate supervisors

Subject-Matter Experts

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Employment decisions must be based on job-related information

Job analysis: a legally acceptable way of determining job-relatedness

Job Analysis and Employment Law – A Reprise

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Job Analysis Methods

Three criteria in choosing a method:1. Goal of job analysis includes the description

of observable work behaviours and analysis of their products

2. Results of a job analysis should describe the work behaviour, not the personal characteristics of the individual

3. Any job analysis must produce outcomes that are verifiable and replicable

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KSAOs: the knowledge, skills, abilities, and other attributes necessary for a new incumbent to do well on the job◦ Also referred to as a job, employment, or

worker specifications

KSAOs

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National Occupational Classification System: systematically describes occupations in the Canadian labour market based on extensive occupational research◦ A NOC profile presents both a description and

specification of the job or occupation

National Occupational Classification (NOC) System

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Work-oriented job analysis: techniques that emphasize work outcomes and descriptions of tasks performed to accomplish those outcomes

Worker-oriented job analysis: techniques that emphasize general aspects of jobs; describes perceptual, interpersonal, sensory, cognitive, and physical activities

Work- and Worker-Oriented Job Analysis

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Interviews Direct Observation Self-Monitoring Data Rating Task Statements and KSAOs

Survey of Work-Oriented Job Analysis Methods

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Survey of Work-Oriented Job Analysis Methods (continued) Structured Job Analysis Questionnaires

and Inventories Task Inventories Functional Job Analysis Critical Incident Technique

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Interview: involves questioning individuals, small groups, and/or supervisors; designed to ask all interviewees the same job-related questions

Most common technique used May be structured or unstructured Should be well planned and carefully

conducted

Interviews

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Recruitment and Selection Notebook 4.1 Guidelines for a Job Analysis

Interview1. Announce the job analysis well ahead of the

interview date2. Participation in interviews should be voluntary,

and job incumbents should be interviewed only with the permission of their supervisors

3. Interviews should be conducted in a private location free from the trappings of status

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Recruitment and Selection Notebook 4.1(continued)

4. Open the interview by establishing rapport and explaining the purpose of the interview

5. Ask open-ended questions, using language that is easy to understand, and allow ample time for the employee’s responses

6. Guide the session without being authoritative or overbearing

7. Explain that records of the interviews will identify them only by confidential codes

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Direct observation: a job analyst watches employees as they carry out their job activities (or job shadowing)◦ This method is most useful when the job

analysis involves easily observable activities

Direct Observation

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Self-monitoring: a job analyst may ask incumbents to monitor their own work behaviour◦ Advantages:

Less time consuming and less expensive Can be used when the conditions of work do not

easily facilitate direct observation by another person

Can provide information on otherwise unobservable cognitive and intellectual processes involved in the job

Self-Monitoring

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Knowledge Skill Ability Other Attributes

Employee Specifications for a Job

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All tasks are not equal Some are performed more frequently Some are more important Some require a degree of difficulty to

perform

Rating Task Statements and KSAOs

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Require workers and other SMEs to respond to written questions about their jobs

Respondents are asked to make judgments (e.g., activities, tasks, tools, equipment, working conditions)

Structured Job Analysis Questionnaires and Inventories

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Work-oriented surveys: break down jobs into their component tasks

Inventory: comprises task statements that are objectively based descriptions of what gets done on a job

Tasks: worker activities that result in an outcome that serves some specified purpose

Task Inventories

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Functional job analysis: defines task statements as verbal descriptions of activities that workers do; it is what gets done on the job to facilitate recruitment, selection, and compensation

Functional Job Analysis

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Critical incident technique: highlights examples of effective and ineffective work behaviours ◦ Related to superior or inferior performance◦ Generates behaviourally focused descriptions

of work activities

Critical Incident Technique

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Position Analysis Questionnaire (PAQ) Common-Metric Questionnaire (CMQ) Work Profiling System (WPS) Threshold Traits Analysis System Fleishman Job Analysis Survey (F-JAS) Job Element Method (JEM) Cognitive Task Analysis (CTA)

Worker-Oriented Job Analysis Methods

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Competencies: groups of related behaviours that are needed for successful job performance in an organization; measurable attributes that distinguish outstanding performers from others

Part II: The Role of Competencies in Recruitment and Selection

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Competency model: a collection of competencies that are relevant to performance in a particular job, job family, or functional area◦ Usually developed as a three-tiered

competency framework based on an organization’s strategy and vision

Competency Model

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Competency profile: a set of proficiency ratings related to a function, job, or employee

Competency Profile

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Steps in Developing a Competency-Based Management Framework

1. Obtain executive-level support, including sufficient human and financial resources

2. Review the organization’s mission, vision, and values statements

3. Adopt a competency definition that meets the needs of the organization

Recruitment and Selection Notebook 4.4

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Recruitment and Selection Notebook 4.4 (continued)

4. Determine the HR functions for which competencies will be used

5. Determine the architecture of the competency model

6. Develop the competency dictionary7. Define the profiling methodology8. Identify reliable and valid assessment

strategies to determine employee competency profiles

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Recruitment and Selection Notebook 4.4 (continued)

9. Document all steps in the development and implementation of the system

10.Evaluate the system on an ongoing basis to ensure that the competency profiles continue to predict successful job performance

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Great Eight Competencies and Their Definitions and Likely Predictors (continued)

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Great Eight Competencies and Their Definitions and Likely Predictors (continued)

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Summary

An understanding of job analysis and its relevance to employee recruitment and selection is crucial

There are several job analysis methodologies

Competency-based models are increasing in importance

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1. What are the major differences between a competency-based selection system and one developed through job analysis?

2. What is a competency? Defend your answer.

Discussion Questions

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3. Discuss why you might not wish to fly in an airplane if the pilot was selected on the basis of only core competencies.

4. What is the difference, or similarity, between a proficiency level and a skill?

Discussion Questions (continued)