A PresentationPrepared by:

Sherry Lyne Astronomo

JOB ORGANIZATION AND

INFORMATION(Job Analysis)

Delineates the different departments, division,

sections and units in light of its philosophy, resources and

needs of the organization.

Job Organization and Information (JOI)

It is the analysis and evaluation of each job that

exists within the organization.

It is detailed, organized, and systematic study of jobs.

Job Organization and Information (JOI)

Functions of JOI

JOB ANALYSISJOB DESIGNJOB EVALUATION

Before discussing job analysis in more detail, many related terms used in

personnel should be carefully defined because, job analysis begins at the level

of the element and attempts to build understanding of the combination of components and total organizational

functions.

TERMINOLOGIES:

TERMINOLOGIES:•JOB ELEMENT: is the smallest unit

into which work can be divided•TASK: is a distinct work activity

carried out for a distinct purpose which has an identifiable beginning and end

Ex: Post Man Sorting Bag Full of mails in appropriate boxes

•DUTY: several tasks which are related by some sequence of events

TERMINOLOGIES:• POSITION: a collection of

tasks and duties which are performed by one person

Ex: Mail Room Clerk

•JOB: one or more positions within an organization

TERMINOLOGIES:•JOB FAMILY: several jobs of a

similar nature which may come into direct contact with each other or may be spread throughout the organization performing similar function

Ex: Jobs Located in different departments

TERMINOLOGIES:•OCCUPATION: is a group of similar jobs found across organizations.

•CAREER: Sequence of positions, jobs, or occupations that a person has over his or her working life.

What is Job Analysis?JOB ANALYSIS

Is the process of gathering information about a job.

It is, to be more specific, a systematic investigation of the tasks, duties and responsibilities necessary

to do a job.

Job AnalysisIt is a process to identify and determine in detail the particular job, duties and requirements and the relative importance of these duties for a given job.

Right PERSON for the RIGHT JOB at

the Right Time and In a RIGHT PLACE.

While Job Analysis data may be collected from incumbents

through interviews or questionnaires, the product of the analysis is a description or specifications of the job, not a

description of the person.

An important concept of Job

Analysis is that the analysis is conducted

of the Job, not the person.

Methods for Collecting DataThere are several ways to conduct a job

analysis, including: interviews with incumbents and supervisors,

questionnaires, observation, and gathering background information such as duty

statements or classification specifications.

In job analysis conducted by Human Resource (HR) professionals, it is common to use more than one of these methods.

Methods for Collecting Data

Job performance Observation Method

Critical Incidents Technique

Interview Method

Panel experts or Technical

Conference Method

Diary Method

Structured Questionnaire

Method

Process of Job Analysis

Organizational Analysis

Selection of Representative position to be analyzed

Collection of Job analysis data

Preparation of Job Description

Preparation of Job specification

Organizational Analysis: It is necessary to first have an overall picture

of the various jobs in an organization.Selection of representative positions to be analyzed: It is not possible to analyze

all the jobs and a representative sample of jobs can be selected for analysis keeping

in mind time and cost constraints.

Process of Job Analysis:

Collection of job analysis data: The step involves the

collection of data on the characteristics of the job, the

required behavior and personal qualifications needed to carry

out the job effectively.

Process of Job Analysis:

Preparation of job description: This step involves describing the contents of

the job in terms of functions, duties, responsibilities, operations, etc.

Preparation of job specification: The step involves conversion of the job description statements into a

specific job.

Process of Job Analysis:

Purpose of Job Analysis:

Job analysis is performed as a preliminary to successive actions, including to define a job domain, write a job description, create

performance appraisals, selection and promotion, training needs assessment,

compensation, and organizational analysis and planning.

Job Description &

Job Specification

A job description is a written statement of what the jobholder does how it

is done, under what conditions it is done, and

why it is done.

Job Description

Job DescriptionJob title: Tells about the job title, code

number, and the department where it is done. A good title will closely

approximate the nature of the work content and will distinguish the job from

others.Job summary: A brief write-up about

what the job is all about.

Job DescriptionJob activities: A description of the tasks done, facilities used, extent of supervisory

help, etc.Working conditions: The physical

environment of job in terms of heat, light, noise and other hazards.

Social environment: Size of work group and interpersonal interactions required to

do the job.

Job SpecificationThe job specification states the

minimum acceptable qualifications that the incumbent must possess to perform

the job successfully.

It is a statement of human qualifications necessary to do the job.

Job SpecificationEssential attributes: Skills,

knowledge and abilities (SKAs) a person must possess.

Desirable attributes: Qualifications a person ought to possess.

Contra-indicators: Attributes that will become a handicap to successful

job performance

Thank You!!!