chapt.1 job analysis (1)

RECRUITMENT

AND

SELECTION

MODULE-I

RECRUITMENT AND SELECTION

Name of Paper:

Module 1: JOB ANALYSIS

Module 2: HIRING PROCESS AND HIRING DECISION

Module 3: HIRING INTERNALLY

Module 4: EXTERNAL HIRING

Module 5: SCREENING THE CANDIDATES

Module 6: TESTING

Module 7: REFERENCE CHECKING AND APPOINTMENT ORDERS

Syllabus

JOB ANALYSIS

JOB ANALYSIS

Meaning, definition and purpose. methods of job analysis: job analysis interviews, job analysis questionnaire, task analysis inventory, position analysis questionnaire, subject expert workshops, critical incident techniques, job analysis survey, functional job analysis, job element method, repertory grid, critical incident techniques.

HUMAN RESOURCE PLANNING

Def:

A process by which an organization should move from its current manpower position to its desired manpower position. Through planning management strives to have the right number and right kind of people at the right place at the right time, doing things which result in both organization and individual receiving maximum long run benefit.

HUMAN RESOURCE PLANNING

Def:

Is the process – including forecasting, developing and controlling by which a firm ensures that it has the right number of people and the right kind of people at the right places at the right time doing work for which they are economically most useful.

JOB ANALYSIS

Job analysis

It is a procedure by which pertinent information is obtained about the job i.e it is a detail and systemic study of information relating to the operation and responsibilities of specific job.

“It is a processes of getting information about the job specifically what the worker does ,how he gets it done ,why he does it, skills training required ,relationship with other jobs”

Areas covered in Job analysis

•Work allocation•Tools and equipment's used•Context of the work environment•Requirements of personnel performing the job

Job analysis uses

•Job evaluation•Job design and job re-design

Processes of job analysis

Steps 1 collection of background informationStep 2 selection of representative position to be analyzedStep 3 collection of job analysis dataStep 4 job descriptionStep 5 job specification

Sources of job analysis information

Employees who perform job Supervisors outside observers

Uses of job analysis

Recruitment and selectionTraining and management development Performance appraisal Wages and salary administration

Techniques of Job analysis

1)Personal observation2)Sending out questioners3)Maintenance of log records4)Personal interviews

JOB ANALYSIS

1) Job Terminology – description of technical terminology

2) Task – a task is an action or related group of actions designed to produce a definite result

3) Position –is a group of similar tasks and responsibilities assigned to one individual

4) Job – a group of positions that are similar as to the kind and level of work

5) Occupation – group of job that are similar

6) Job Analysis – the process of determining, by observation and study and reporting pertinent information relating to the nature of a specific job. It is the determination of the task which comprise the job and of the skills, knowledge, abilities and responsibilities required of the worker of a successful performance and which differentiate one job from all others

JOB ANALYSIS

7) Job Description – an organized, factual statement of the duties, responsibilities of a specific job

8) Job Specification – a statement of the minimum acceptable human qualities necessary to perform a job properly

9) Job Classification – a grouping of jobs on some specified basis such as the kind of work or pay

JOB ANALYSIS

JOB ANALYSIS PROCESS

Company Strategies

Collection of Information

Process of Information

Drafting Job Description

Drafting Job Specification

Job Analysis

Human Resource Planning

Teambuilding

Recruitment & Selection

Training & Development

Career Planning

Wage and Salary levels

Performance Analysis

Job Evaluation

Internal Mobility

Discipline & Grievance

Work Scheduling

Benefits

Sources of Job Analysis Information

From the employees who actually perform the job

From other employees such as supervisors and foremen

From outside observers specially appointed to watch employees performing job, such as a job analysts

Job Analysis Information and Facts

Job Description

Job Specification

Job Analysis Information and Facts

-- Job identification: Job title, Location, Job code, Short name, Department and Unit

-- Job summary: brief job comments, its authority, responsibility, hazards etc

-- Relation to other jobs (relation with supervisors, peer)

-- Supervision giv/taken, Location in the hierarchy

-- Machine tools and equipments used

-- Condition of work, location of work, working hours, posture, accuracy, health hazards, occupational disease, etc

-- Hazards (accidental hazards)

JOB DESCRRIPTION : contains information and facts about

Job Analysis Information and Facts

-- Education

-- Experience

-- Training

-- Judgement

-- Initiative

-- Physical effort

-- Physical skills

-- Communication skills

-- Emotional characteristics

-- Usual sensory demands like- vision, smell, hearing

JOB SPECIFICATION: contains information and facts about

Techniques for Data Collection for Job Analysis

i) Interviews

ii) Direct Observation

iii) Maintenance of log records

iv) Questionnaires

v) Critical incident techniques

Job Analysis: A Basic Human Resource Management Tool

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Tasks Responsibilities Duties

Job Analysis

Job Descriptions

Job Specifications

Knowledge Skills Abilities

Human Resource Planning

Recruitment

Selection

Training and Development

Performance Appraisal

Compensation and Benefits

Safety and Health

Employee and Labor Relations

Legal Considerations

Job Analysis for Teams

Job Analysis Methods

• Questionnaires

• Observation

• Interviews

• Employee recording

• Combination of methods

• Dairy or logs

• Internet based

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Widely Used: The Interview

• Individual interviews with each employee

• Group interviews with groups of employees who have the same job

• Supervisor interviews with one or more supervisors who know the job.

Sample Interview Questions

What is the job being performed? What are the major duties of your position? What

exactly do you do? What physical locations do you work in? What are the education, experience, skill, and [where

applicable] certification and licensing requirements? In what activities do you participate? What are the job’s responsibilities and duties?

How to Conduct a Questionnaire Session

• Use a specific questionnaire

• Establish rapport

• Follow a structured approach

• List duties in order of importance or frequency of occurrence

• Review and verify the data

PORTLAND STATE UNIVERSITYPOSITION DESCRIPTION

 * * PLEASE READ INSTRUCTIONS BEFORE COMPLETING THIS FORM * * ( ) New ( ) Revised SECTION 1. POSITION INFORMATION

a.         Class Title:b.         Class No.: c.         Effective Date:d.         Position No.:e.         Working Title:f.           Work Unit: g.         Agency No.:h.         Employee Name: i.           Work Location (City‑County): _________________________________________________________________________________j. Position: ( ) Permanent ( ) Seasonal ( ) Limited Duration ( ) Academic Year

( ) Full Time ( ) Part Time ( ) Intermittent ( ) Job Share _________________________________________________________________________________k. FLSA: ( ) Exempt ( ) Non‑Exempt l. Eligible for Overtime: ( ) Yes ( ) No _________________________________________________________________________________SECTION 2. PROGRAM/POSITION INFORMATION a. Describe the program in which this job exists. Include program purpose, who's affected, size, and scope.

Include relationship to agency mission.  b. Describe the purpose of this position, and how it functions within this program, by completing this statement:

The purpose of this job/position is to . . . 

SECTION 3. DESCRIPTION OF DUTIES List major duties. Note percentage of time duties are performed. If this is an existing position, mark "N" for new duties or "R" for revised duties.% of Time N/R DUTIES_________________________________________________________________________________ SECTION 4. WORKING CONDITIONS Describe special working conditions, if any, that are a regular part of this job. Include frequency of exposure to these conditions. ________________________________________________________________________________ SECTION 5. GUIDELINES a. List any established guidelines used to do this job, such as state or federal laws or regulations, policies, manuals or desk procedures. b. How are these guidelines used to perform the job? SECTION 6. WORK CONTACTS With whom outside of co-workers in this work unit must this position regularly come in contact?

Who Contacted How Purpose How Often?  SECTION 7. JOB‑RELATED DECISION MAKING Describe the kinds of decisions likely to be made by this position. Indicate affect of these decisions where possible.

Observation

• Observation may be combined with interviewing

• Take complete notes

Talk with the person being observed – explain what is happening and whyAsk questions

Diaries and Logs

• Time-consuming

• Self-reporting

• Remembering what was done earlier

• Can use dictating machines and pagers

Approaches of Job Analysis

33

• Functional Job Analysis – concentrates on interactions among work, worker and organization

• Position Analysis Questionnaire – structured questionnaire that uses checklist to identify job elements

Other Job Analysis Methods

34

• Management Position Description Questionnaire – designed for management positions using checklist method to analyze jobs

• Guidelines Oriented Job Analysis – step-by-step procedure for describing work of a particular job classification

Quantitative Job Analysis Techniques

• Position Analysis Questionnaire

• The U.S. Department of Labor approach

• Functional job analysis

Sample Position Analysis Questionnaire

Figure 3 - 4

Position Analysis Questionnaire Items

• Information Input

• Mental Processes

• Work Output

• Relationships with Other Persons

• Job Context

• Other Job Characteristics

Basic Department of Labor Worker Functions

DATA PEOPLE THINGS

0 Synthesizing 0 Mentoring 0 Setting up1 Coordinating 1 Negotiating 1 Precision working2 Analyzing 2 Instructing 2 Operating—controlling

3 Compiling 3 Supervising 3 Driving—operatingBasic 4 Computing 4 Diverting 4 ManipulatingActivities 5 Copying 5 Persuading 5 Tending

6 Comparing6 Speaking—signaling

6 Feeding—offbearing

7 Serving 7 Handling8 Taking instructions — helping

Table 3-1

Functional Job Analysis

• Used beginning in the 1940’s

• Seven scales to describe what workers do in jobs: (1) Things

(2) Data

(3) People

(4) Worker Instructions

(5) Reasoning(6) Math(7) Language

Writing Job Descriptions

1. Job Identification2. Job Summary3. Relationships4. Responsibilities and Duties5. Standards of Performance6. Working Conditions and Physical

Environment

Kindly refer to the TEXT books for in-

depth knowledge of the subject and to be better prepared for the exams.

THANK YOU

Ph: 9739664822Email: rakesh.nagaraj@rediffmail.com

Presented By: Rakesh. N