chapt.1 job analysis (1)
TRANSCRIPT
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
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• 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
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• 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.
