job analysis 6 matakuliah: j0124-manajemen sumber daya manusia tahun : 2010

Job Analysis6

Matakuliah : J0124-Manajemen Sumber Daya ManusiaTahun : 2010

Learning Outcomes

After studying this chapter, the students should be able to :

• Explain why job analysis is a basic HR tool• The reasons for conducting job analysis

Bina Nusantara University 4

What is a Job?What is a Job?

•JobJob A group of related A group of related

activities and dutiesactivities and duties

•PositionPosition The different duties and The different duties and

responsibilities responsibilities performed by only one performed by only one employeeemployee

•Job FamilyJob Family A group of individual A group of individual

jobs with similar jobs with similar characteristicscharacteristics

JobJob

JobJob JobJob JobJob

© 2010 South-Western, a part of Cengage Learning. All rights reserved

Job RequirementsJob Requirements

•Job SpecificationJob Specification Statement of the needed knowledge, skills, and Statement of the needed knowledge, skills, and

abilities (KSAs) of the abilities (KSAs) of the personperson who is to who is to perform the jobperform the job

Since Since Griggs v Duke PowerGriggs v Duke Power and the Civil Rights and the Civil Rights Act of 1991, job specifications used in selection Act of 1991, job specifications used in selection must relate specifically to the duties of the job.must relate specifically to the duties of the job.

•Job DescriptionJob Description Statement of the tasks, duties, and Statement of the tasks, duties, and

responsibilities (TDRs) of aresponsibilities (TDRs) of a jobjob to be to be performedperformed


Job RequirementsJob Requirements

Relationship of Job RequirementsRelationship of Job Requirementsto Other HRM Functionsto Other HRM Functions

RecruitmentRecruitment

SelectionSelection

Performance Appraisal

Performance Appraisal

Training and Development

Training and Development

Compensation Management

Compensation Management

Determine recruitment qualificationsDetermine recruitment qualifications

Provide job duties and job specifications for selection process

Provide job duties and job specifications for selection process

Provide performance criteria for evaluating employees

Provide performance criteria for evaluating employees

Determine training needs and develop instructional programs

Determine training needs and develop instructional programs

Provide basis for determining employee’s rate of pay

Provide basis for determining employee’s rate of pay


Job AnalysisJob Analysis

•Job AnalysisJob Analysis The process of obtaining information about The process of obtaining information about

jobs by determining what the duties, tasks, or jobs by determining what the duties, tasks, or activities of jobs are.activities of jobs are.

HR managers use the data to develop job HR managers use the data to develop job descriptions and job specifications that are the descriptions and job specifications that are the basis for employee performance appraisal and basis for employee performance appraisal and development.development.

The ultimate purpose of job analysis is to The ultimate purpose of job analysis is to improve organizational performance and improve organizational performance and productivity.productivity.


The Process of Job Analysis


Determining Job RequirementsDetermining Job Requirements

• What employee doesWhat employee does• Why employee does itWhy employee does it• How employee does itHow employee does it

• What employee doesWhat employee does• Why employee does itWhy employee does it• How employee does itHow employee does it

• Determining job requirementsDetermining job requirements• Determining job requirementsDetermining job requirements

• Summary statement of the jobSummary statement of the job• List of essential functions of the List of essential functions of the

jobjob

• Summary statement of the jobSummary statement of the job• List of essential functions of the List of essential functions of the

jobjob

• Employee orientationEmployee orientation• Employee instructionEmployee instruction• Disciplinary actionDisciplinary action

• Employee orientationEmployee orientation• Employee instructionEmployee instruction• Disciplinary actionDisciplinary action

• Personal qualifications required Personal qualifications required in terms of skills, education and in terms of skills, education and experienceexperience

• Personal qualifications required Personal qualifications required in terms of skills, education and in terms of skills, education and experienceexperience

• RecruitmentRecruitment• SelectionSelection• DevelopmentDevelopment

• RecruitmentRecruitment• SelectionSelection• DevelopmentDevelopment

Nature of:

Job AnalysisJob Analysis

Job DescriptionJob Description

Job SpecificationJob Specification

Basis for:


Job Analysis and Essential Job FunctionsJob Analysis and Essential Job Functions

•Essential FunctionsEssential Functions Statements in the job description of job Statements in the job description of job

duties and responsibilities that are critical duties and responsibilities that are critical for success on the job.for success on the job.

A job function is essential if:A job function is essential if:1.1. The reason that the position exists is to perform the The reason that the position exists is to perform the

function.function.

2.2. A limited number of employees are available to perform A limited number of employees are available to perform the function.the function.

3.3. The function is specialized, requiring needed expertise The function is specialized, requiring needed expertise or abilities to complete the job.or abilities to complete the job.


Performing Job AnalysisPerforming Job Analysis

1.1. Select jobs to studySelect jobs to study

2.2. Determine information to collect: Tasks, Determine information to collect: Tasks, responsibilities, skill requirementsresponsibilities, skill requirements

3.3. Identify sources of data: Employees, Identify sources of data: Employees, supervisors/managerssupervisors/managers

4.4. Methods of data collection: Interviews, Methods of data collection: Interviews, questionnaires, observation, diaries and questionnaires, observation, diaries and recordsrecords

5.5. Evaluate and verify data collection: Evaluate and verify data collection: Other employees, supervisors/managersOther employees, supervisors/managers

6.6. Write job analysis reportWrite job analysis report© 2010 South-Western, a part of Cengage Learning. All rights reserved

Gathering Job InformationGathering Job Information

•InterviewsInterviews•QuestionnairesQuestionnaires•ObservationObservation•DiariesDiaries


Controlling the Accuracy of Job InformationControlling the Accuracy of Job Information

•Factors influencing the accuracy of job Factors influencing the accuracy of job informationinformation Self-reporting exaggerations and omissions by Self-reporting exaggerations and omissions by

employees and managersemployees and managers Collecting information from a representative Collecting information from a representative

sample of employeessample of employees Capturing all important job informationCapturing all important job information

Length of job cycle exceeding observation periodLength of job cycle exceeding observation period Lack of access to job site for personal observationLack of access to job site for personal observation Lack of familiarity with the tasks, duties, and responsibilities Lack of familiarity with the tasks, duties, and responsibilities

of a jobof a job Ongoing changes in the jobOngoing changes in the job


Popular Approaches to Job AnalysisPopular Approaches to Job Analysis

Position AnalysisSystem

Position AnalysisSystem

Critical Incident Method

Critical Incident Method

Task Inventory Analysis

Task Inventory Analysis

Competency Job Analysis

Competency Job Analysis


Approaches to Job AnalysisApproaches to Job Analysis

•Position Analysis Questionnaire (PAQ)Position Analysis Questionnaire (PAQ) A questionnaire covering 194 different tasks A questionnaire covering 194 different tasks

that, by means of a five-point scale, seeks to that, by means of a five-point scale, seeks to determine the degree to which different tasks determine the degree to which different tasks are involved in performing a particular jobare involved in performing a particular job

•Critical Incident MethodCritical Incident Method Job analysis method by which job tasks are Job analysis method by which job tasks are

identified that are critical to job success.identified that are critical to job success. The job analyst writes five to ten important The job analyst writes five to ten important

task statements for each job under study.task statements for each job under study.


FIGURE

4.2A Sample Page from the PAQ


Approaches to Job Analysis (cont’d)Approaches to Job Analysis (cont’d)

•Task Inventory AnalysisTask Inventory Analysis Is an organization-specific analysis developed Is an organization-specific analysis developed

by identifying—with the help of employees and by identifying—with the help of employees and managers—a list of tasks and their descriptions managers—a list of tasks and their descriptions that are components of different jobs.that are components of different jobs.

•Competency-Based AnalysisCompetency-Based Analysis Involves constant development of job profiles Involves constant development of job profiles

of current worker tasks, duties, and of current worker tasks, duties, and responsibilities that are “key” competencies responsibilities that are “key” competencies for use in creating job descriptions, setting for use in creating job descriptions, setting recruitment requirements, and in performance recruitment requirements, and in performance evaluation.evaluation.


Key Elements of a Job DescriptionKey Elements of a Job Description

•Job TitleJob Title Indicates job duties and organizational levelIndicates job duties and organizational level

•Job IdentificationJob Identification Distinguishes job from all other jobsDistinguishes job from all other jobs

•Essential Functions (Job Duties)Essential Functions (Job Duties) Indicate responsibilities entailed and results to Indicate responsibilities entailed and results to

be accomplishedbe accomplished

•Job SpecificationsJob Specifications Skills required to perform the job and physical Skills required to perform the job and physical

demands of the jobdemands of the job


Job DescriptionsJob Descriptions

•Job TitleJob Title Provides status to the employee.Provides status to the employee. Indicates what the duties of the job entails. Indicates what the duties of the job entails. Indicates the relative level occupied by its Indicates the relative level occupied by its

holder in the organizational hierarchy.holder in the organizational hierarchy.


Job Descriptions (cont’d)Job Descriptions (cont’d)

•Job Identification SectionJob Identification Section Departmental location of the jobDepartmental location of the job Person to whom the jobholder reportsPerson to whom the jobholder reports Date the job description was last revisedDate the job description was last revised Payroll or code numberPayroll or code number Number of employees performing the jobNumber of employees performing the job Number of employees in the department where Number of employees in the department where

the job is locatedthe job is located O*NET code number.O*NET code number. ““Statement of the Job”Statement of the Job”


1Job Description for an Employment Assistant



•Job Duties, or Essential Functions, SectionJob Duties, or Essential Functions, Section Statements of job duties that:Statements of job duties that:

Are arranged in order of importance that indicate the weight, Are arranged in order of importance that indicate the weight, or value, of each duty; weight of a duty is gauged by the or value, of each duty; weight of a duty is gauged by the percentage of time devoted to it.percentage of time devoted to it.

Stress the responsibilities that duties entail and the results to Stress the responsibilities that duties entail and the results to be accomplished.be accomplished.

Indicate the tools and equipment used by the employee in Indicate the tools and equipment used by the employee in performing the job.performing the job.

Should comply with law by listing only the essential functions Should comply with law by listing only the essential functions of the job to be performed.of the job to be performed.


1Job Description for an Employment Assistant (cont’d)



•Job Specifications SectionJob Specifications Section Personal qualifications an individual must Personal qualifications an individual must

possess in order to perform the duties and possess in order to perform the duties and responsibilitiesresponsibilities The skills required to perform the job:The skills required to perform the job:

– Education or experience, specialized training, personal Education or experience, specialized training, personal traits or abilities, interpersonal skills or specific behavioral traits or abilities, interpersonal skills or specific behavioral attributes, and manual dexterities.attributes, and manual dexterities.

The physical demands of the job:The physical demands of the job:

– Walking, standing, reaching, lifting, talking, and the Walking, standing, reaching, lifting, talking, and the condition and hazards of the physical work environmentcondition and hazards of the physical work environment


1Job Description for an Employment Assistant (cont’d)


Problems with Job DescriptionsProblems with Job Descriptions

1.1. If poorly written, they provide little If poorly written, they provide little guidance to the jobholder.guidance to the jobholder.

2.2. They are not always updated as job They are not always updated as job duties or specifications change.duties or specifications change.

3.3. They may violate the law by containing They may violate the law by containing specifications not related to job success.specifications not related to job success.

4.4. They can limit the scope of activities of They can limit the scope of activities of the jobholder, reducing organizational the jobholder, reducing organizational flexibility.flexibility.


Writing Clear and Specific Job DescriptionsWriting Clear and Specific Job Descriptions

•Create statements that:Create statements that: Are terse, direct, and simply worded; eliminate Are terse, direct, and simply worded; eliminate

unnecessary words or phrases.unnecessary words or phrases.

Describe duties with a present-tense verb, the Describe duties with a present-tense verb, the implied subject being the employee performing implied subject being the employee performing the job.the job.

Use “occasionally” to describe duties Use “occasionally” to describe duties performed once in a while and “may” for duties performed once in a while and “may” for duties performed only by some workers on the job. performed only by some workers on the job.

State the specific performance requirements of State the specific performance requirements of a job based on a job based on validvalid job-related criteria. job-related criteria.


job analysis 6 matakuliah: j0124-manajemen sumber daya manusia tahun : 2010

Documents

job description of job

job analysis6matakuliah

job descriptionstatement

cengage learning

learning outcomesafter

civil rights act

activities of jobs

employee performance