WHAT IS A JOB?

JobA group of related activities and duties

Job FamilyA group of individual jobs with similar

characteristicso Taskis an action or related gp. of action designed to produce a definite outcome or result.

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.

The process of determining by observation & study & reporting pertinent information relating to the nature of specific job. It is the determination of the tasks which comprise the job & the skills ,knowledge, abilities & responsibilities required of the worker for a successful performance & which differentiates one job from all others.

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

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

A job can be analyzed only after it has been designed & someone is already performing it.Job analysis is therefore performed on ongoing jobs.

DETERMINING 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

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• 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:

Uses of Job AnalysisOrganisation structure

Responsibility Authority Accountability

Manpower planning

Future job requirement Skill requirement

Recruitment,selection, placement matching job requirement and skill

Labour relations Deviation from agreed job standards

Orientation What is expected?

Counselling Vocational guidanceRehabilitation Counselling

JOB ANALYSIS

Job description Job specification

Performance appraisal Performance std. Performance review

Factual statement of tasks, duties and responsibilities of a job

Statement of human attributes, abilities, skill required to perform job

Engineering design & methods of improvement job design and matching of social and psychological requirements of employees technical system requirements

Job evaluation and rating

Training and development Updating of skills changing job requirements

Career path planning Future prospects for movement along career paths

PARTIAL JOB ANALYSIS QUESTIONNAIRE

The information about a job is usually collected through a structured questionnaire:

JOB ANALYSIS INFORMATION FORMAT

Your Job Title_______________ Code__________Date_____________

Class Title_______________ Department_____________________

Your Name_________________Facility___________________________

Superior’s Title______________ Prepared by_______________________

Superior’s Name____________ Hours Worked______AM______to AM____

PM PM

1. What is the general purpose of your job?

2. What was your last job? If it was in another organisation, please name it.

3. To what job would you normally expect to be promoted?Cont…

PARTIAL JOB ANALYSIS QUESTIONNAIRE

4. If you regularly supervise others, list them by name and job title.

5. If you supervise others, please check those activities that are part of your supervisory duties:

Hiring Coaching Promoting

 Orienting  Counselling  Compensating

 Training  Budgeting  Disciplining

 Scheduling  Directing  Terminating

 Developing  Measuring Performances  Other____________

6. How would you describe the successful completion and results of your work?

7. Job Duties – Please briefly describe WHAT you do and, if possible, How you do it. Indicate those duties you consider to be most important and/or most difficult:

Cont…

PARTIAL JOB ANALYSIS QUESTIONNAIRE

(a) Daily Duties

(b) Periodic Duties (Please indicate whether weekly, monthly, quarterly, etc.)

(c) Duties Performed at Irregular Intervals

8. Education – Please check the blank that indicates the educational requirements for the job, not your own educational background.

No formal education required College degree

 Less than high school diploma Education beyond graduate

 High school diploma or equivalent degree and/or professional license.

 College certificate or equivalent

List advanced degrees or specified professional license or certificate required.

Please indicate the education you had when you were placed on this job.

THE PROCESS OF JOB ANALYSISTHE PROCESS OF JOB ANALYSIS

PERFORMING JOB ANALYSIS1. Select jobs to study

2. Determine information to collect: Tasks, responsibilities, skill requirements

3. Identify sources of data: Employees, supervisors/managers

4. Methods of data collection: Interviews, questionnaires, observation, diaries and records

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

6. Write job analysis report

O*NET AND JOB ANALYSIS

Dictionary of Occupational Titles (DOT) A systematic occupational classification structure

based on interrelationships of job tasks and requirements.

Contains standardized and comprehensive descriptions of twenty-thousand jobs.

O*NET Database A online database of all DOT occupations plus an

update of over 3,500 additional DOT occupations.

Data are collected and published continuously.

CONTROLLING THE ACCURACY OF JOB INFORMATION

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

employees and managers Collecting information from a representative

sample of employees Capturing all important job information

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

responsibilities of a job Ongoing changes in the job

THE COMPETENCY APPROACH TO JOB ANALYSIS

This approach encourages employees to develop

role based competencies (knowledge, skills and

abilities needed to play diverse roles ) that may

be used in diverse work situations, instead of

being boxed into a job.

Job Description And Job Specification

The end products of job analysis are:

Job description: this is a written statement of what the job holder does, how it is done, under what conditions it is done and why it is done.

SPECIMEN OF JOB DESCRIPTION

Title Compensation manager

Code HR/2310

Department Human Resource Department

Summary Responsible for the design and administration of employee compensation programmes.

Duties Conduct job analysis.

Prepare job descriptions for current and projected positions.

Evaluate job descriptions and act as Chairman of Job Evaluation Committee.

Insure that company’s compensation rates are in tune with the company’s philosophy.

Cont…

SPECIMEN OF JOB DESCRIPTION

Relate salary to the performance of each employee. Conduct periodic salary surveys.

Develop and administer performance appraisal programme.

Develop and oversee bonus and other employee benefit plans.

Develop an integrated HR information system.

Working conditions Normal. Eight hours per day. Five days a week.

Report to Director, Human Resource Department.

PREPARING THE JOB DESCRIPTION

Job Job AnalystAnalyst

Job Job AnalystAnalyst

InterviewInterviewQuestionnaireQuestionnaire

InterviewInterviewQuestionnaireQuestionnaire

InterviewInterviewQuestionnaireQuestionnaireObservationObservation

InterviewInterviewQuestionnaireQuestionnaireObservationObservation

SupervisorSupervisorSupervisorSupervisor

EmployeesEmployeesEmployeesEmployees

Combine and Combine and reconcile datareconcile data

Combine and Combine and reconcile datareconcile data

Tentative Tentative draftdraft

Tentative Tentative draftdraft

Final Final DraftDraft

Final Final DraftDraft

Securing Securing consensusconsensus

Securing Securing consensusconsensus

KEY ELEMENTS OF A JOB DESCRIPTION

Job Title Indicates job duties and organizational level

Provides status to the employee. Indicates what the duties of the job entails. Indicates the relative level occupied by its holder

in the organizational hierarchy.

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

accomplished Job Identification Section

Departmental location of the job Person to whom the jobholder reports Date the job description was last revised Payroll or code number Number of employees performing the job Number of employees in the department where the

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

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

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

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

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

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

Job specification: it offers a profile of human characteristics (knowledge, skills and abilities)needed by a person doing a job.

States the min. acceptable qualifications that the incumbent must possess to perform the job successfully.

It is written record of the physical ,mental,social & psychological and behavioral characteristics which a person should possess in order to perform the job effectively

It tells essential attributes which a person must possess

desirable attributes which a person ought to possess

contra- indicators which will become a handicap to successful performance

Specimen of job specification

Education MBA with specialisation in HRM/MA in social work/PG Diploma in HRM/MA in industrial psychology.

A degree or diploma in Labour Laws is desirable.

Experience At least 3 years’ experience in a similar position in a large manufacturing company.

Skill, Knowledge, Abilities Knowledge of compensation practices in competingindustries, of job analysis procedures, of compensation survey techniques, of performance appraisal systems.

Skill in writing job descriptions, in conducting job analysis interviews, in making group presentations, in performing statistical computations

Ability to conduct meetings, to plan and prioritise work.

Work Orientation Factors The position may require upto 15 per cent travel.

Age Preferably below 30 years.

In recent times, the traditional way of jobs having a clearly-delineated set of duties and responsibilities is being increasingly questioned. For example, knowledge workers do not like standardized, routinised operations to be carried out in a fixed, predetermined time schedule. Talented ones, again, may require jobs with stretch pull and challenge. They may want to carry out their duties in a flexible manner.