JOB ANALYSIS

Job“A job is a pattern of tasks, duties and responsibilities that can be done by a person.”

Job analysis“Job Analysis seeks to study these patterns of activity to determine the tasks, duties and responsibilities needed for each job.”

Hris An HRIS, the abbreviation for Human

Resources Information System, is a system that lets you keep track of all your employees and information about them. It is usually done in a database or, more often, in a series of inter-related databases.

department, job title, grade, salary, salary history, position history, supervisor, training completed, special qualifications, ethnicity, date of birth, disabilities, veterans status, visa status, benefits selected, and more

Major HRM Activities that Rely on Job Analysis Information1. Improve productivity levels through careful study of

jobs.2. Eliminate unneeded job requirements that can

cause discrimination in employment3. Match job applicants to job requirements4. Plan for future human resource requirements5. Determine training needs for employees6. Compensate employees fairly and equitably7. Improve overall quality of work life8. Set realistic performance standards9. Redesign jobs to improve performance and/or

employee morale

Role of Job Analysts

1. Identify the jobs to be analyzed

2. Develop data collection approaches including questionnaire construction

3. Collect job analysis information

Job Identification Small organizations: process is simple

because there are few jobs

Large organizations: analysts may have to construct list of jobs from payroll records, organization charts, or discussion with workers and supervisors. Previous records may also be used.

Data Collection Instrument Design

To study jobs, analysts develop questionnaires that are sometimes called checklists or job analysis schedules. These questionnaires seek to collect job information uniformly. They uncover the duties, responsibilities, human abilities and performance standards of the jobs investigated. E.g job analysis questionnaire

Job Analysis Questionnaire Status refers to whether the job is

exempt or not exempt from overtime laws.

Identification information includes job title, division and title of supervisors and a unique job identification number.

Job Analysis Questionnaire Duties and Responsibilities- outlines the

purpose of job, what the job accomplishes and how the job is performed.

Human Characteristics and Working conditions- checklist uncovers the particular skills, abilities,

training, education, experience and other characteristics.

Working conditions may explain the need for particular skills, training, knowledge or a particular job design.

Collecting Job Analysis Information1. Interviews

Face to face interviews are effective2. Mail Questionnaires

Survey employees through mailed questionnaire sent by inter-office mail or by post.

Position Analysis Questionnaire Management Position Description Questionnaire

3. Employee LogWorkers periodically summarize their tasks and

activities in the log. They are time consuming.4. Observation

Direct observation is slow, costly and potentially less accurate. Language barrier may necessitate observation.

5. Combinations2-3 methods. High accuracy low cost.

The 3 phases of Job Analysis Information

General Familiarity with organization and Type of work

Job Identfn

Data collection instrument Design

Data Collctn

Applications

•Job Descrip

•Job specs

•Job stndrds

•Job design

•HRIS

•Identify job families

•Recruitmnt, selection & trng

•Redesign jobs

Collection of job analysiS info

Prep for JA Applications of JA Info

USES OF JOB ANAYLSIS1. HR Planning2. Recruitment3. Selection4. Placement and Orientation5. Training6. Counseling7. Employee safety8. Performance Appraisal9. Job design and Redesign10. Job Evaluation

Job description A list of a job’s duties, responsibilities,

reporting relationships, working conditions, and supervisory responsibilities, one product of a job analysis

Job Descriptions1. Job Identification

A job description is a written statement that explains the duties, working conditions and other aspects of a specified job.

○ Skill Level- amount and type of education and training○ Skill Type- type of work performed

2. Job Summary and DutiesIt is a written narrative that concisely summarizes the job in a few sentences. It tells what the job is, how is done and why.

3. Working ConditionsHours of work, safety and health hazards, travel requirements etc

4. ApprovalsSupervisors are asked to approve the job descriptions. It is a further test of the job description.

The job description should include at least the following elements:Job title.Job code.FLSA status.Job summary.Essential job duty task statements.Job context or any unusual elements.Date created.Revision number and date.

Job specifications A list of a job’s “human requirements,”

that is, the requisite education, skills, personality, and so on, another product of a job analysis.

The job specification should include at least the following elements:Job title.Job code.Job summary.Knowledge required to perform job.Skills required to perform job.Abilities required to perform job.Education required.Experience required.Licensure required or certification desired to perform the

job.Date created.Revision number and date.