job analysis and description

© 2003 Prentice Hall. Inc.1

Instructor presentation questions: [email protected]

Job Analysis

Dr. Shrikant Sant (PT)


Chapter Outline

I. The Nature of Job Analysis

Job Analysis Defined

Uses of Job Analysis Information

Steps in Job Analysis

II. Methods of Collecting Job Analysis Information

Introduction

The Interview

Questionnaire

Observation

Participant Diary/Logs

Quantitative Job Analysis Techniques

Using Multiple Sources of Information


Job Analysis – What is it and how is it used?

The procedure for determining the

duties and skill requirements of a job

and the kind of person who should be

hired for it.


DEFINITION

Job analysis is the process of studying

jobs to gather, analyze, synthesize and

report information about job

responsibilities and requirements and the

conditions under which work is

performed.

Modified from Heneman and Judge (2009)


Jobs: Analyze, Describe and Provide Specifications

Determining duties and

skills

Listing job duties,

responsibilities,

reporting, conditions,

supervision

“Human requirements”


What Information do I Collect?

Work activities

Human behaviors

Machines, tools, equipment and work aids

Performance standards

Job context

Human requirements


Work activities

Cleaning

Selling

Teaching

Painting

How, why and when the

activities are performed


Human behaviors

Sensing

Communicating

Deciding

Writing

Job demands

Lifting

Walking

Jumping jacks?


Machines, Tools, Equipment, Work Aids

Products made

Materials processed

Knowledge

Services


Performance Standards

Check out these sites for samples of

work standards. What are some of the

common threads?

National Health and Safety Guidelines

Job descriptions and performance

standards


Job Context

Working conditions

Schedule

Organizational

context

Social context


Human Requirements

Job-related knowledge

and skills

Education

Training

Work experience

Personal attributes

Aptitudes

Physical characteristics

Personality

Interests



Job Analysis

Recruiting and

Selection

Decisions

Performance

Appraisal

Job Evaluation—

Wage and Salary

Decisions

(Compensation)

Training

Requirements

Job Description

and

Job Specification

Figure 3-1



Recruitment

Compensation

Performance Appraisal

Training

Discovering unassigned duties

Assessment and selection


Training

The job description

should show the activities

and skills—and therefore

the training—that the job

requires.


Steps in Job Analysis

1. Decide how to use the information

2. Review relevant background information

3. Select representative positions

4. Conduct the analysis

5. Verify with the worker and supervisor

6. Develop a job description and job

specification


Input from

Plant Managers

Input from

Suppliers

Job Under

Study—

Inventory Control

Clerk

Information

Output to

Plant Managers

Inventory

Output to

Plant Managers

Process Chart for Analyzing Work Flow


Part 2: Methods of Collecting Job Analysis Information

The interview

Questionnaire

Observation

Participant diary/logs

Quantitative techniques

Multiple sources of information


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?


Sample Interview Questions (continued)

What are the basic accountabilities or performance

standards that typify your work?

What are your responsibilities? What are the

environmental and working conditions involved?

What are the job’s physical demands? The emotional

and mental demands?

What are the health and safety conditions?

Are you exposed to any hazards or unusual working

conditions?


Interview Guidelines

• The job analyst and supervisor should

identify the workers who know the job

best and would be objective

•Establish a rapport with the interviewee

•Follow a structured guide or checklist

•Ask a worker to list duties in order of

importance and frequency of occurrence

•Review and verify data


PORTLAND STATE UNIVERSITY

POSITION 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.


SECTION 8. REVIEW OF WORK

Who reviews the work of this position? (List classification title and position number.) How? How often? Purpose of the

review?

SECTION 9. SUPERVISORY DUTIES TO BE COMPLETED ONLY FOR POSITIONS IN MANAGEMENT SERVICE

a. How many employees are directly supervised by this position? _______ Through Subordinate Supervisors?

_______

b. Which of the following supervisory/management activities does this job perform?

( ) Plans Work ( ) Responds to Grievances ( ) Hires/Fires (or Effectively Recommends)

( ) Assigns Work ( ) Disciplines/Rewards ( ) Prepares and Signs Performance Appraisals

( ) Approves Work

SECTION 10. ADDITIONAL JOB-RELATED INFORMATION

Any other comments that would add to an understanding of this position:

SPECIAL REQUIREMENTS: List any special mandatory recruiting requirements for this position:

BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate in what area, how much

(biennially) and type of funds:

_________________________________________________________________________________

SECTION 11. ORGANIZATIONAL CHART

Attach a current organizational chart. See instructions for detail to be included on the chart.

_________________________________________________________________________________________________

Employee Signature Date Supervisor Signature Date

_________________________________________________

Appointing Authority Signature Date


Observation

Observation may be

combined with

interviewing

Take complete notes

Talk with the person being

observed – explain what is

happening and why

Ask questions


Diaries and Logs

Time-consuming

Self-reporting

Remembering what

was done earlier

Can use dictating

machines and

pagers


Step 3: Use a Job Analysis Questionnaire

JOB ANALYSISJob Title:

Description of the Job:

Tasks Tools UsedStandards for

Performance

Conditions for

Performance

http://www.erexchange.com/

http://www.erexchange.com/


Step 3: Continued

CONTENT ANALYSISSubject Area Title:

Content Description and Relevant Definitions:

Tasks Tools UsedStandards for

Performance

Conditions for

Performance


JOB DESCRIPTION AND STANDARDS

•Job description:

Systematic, detailed summary of job tasks, duties

and responsibilities.

Assures that employees and managers are on the

same page regarding who does what.

•Job specification:

Detailed summary of qualifications needed to

perform required job tasks.

•Performance standards:

Establishes the level of satisfactory performance.


Mobility

•Walking – to move about on foot (greater than 2 steps).

•Standing – to remain on one’s feet in an upright position

without moving greater than 2 steps.

•Sitting – to remain in a seated position.

•Crawl – to move about on ones hands and knees.

•Driving – to operate a motorized vehicle, non-motorized

vehicle (such as bicycle), forklift, backhoe or other piece of

equipment.

Physical Demands Definitions and Tips


Posture – Back

Bending Forward – to bend forward and downward by bending

the spine at the waist.

Bending Backwards – to extend the back, backwards (arching

the back).

Twisting – twisting the upper body (trunk) or bending the

upper body to the side (lateral

bending)




Posture – Reaching

•Above shoulder level – moving hand(s) and arm(s) in any

direction so that the hand(s) is/are above the shoulders (while

handling objects less than 5 lbs.).

•Chest to shoulder level – moving the hand(s) and arm(s) in

any direction so that the hand(s) is/are between chest and

shoulder level (while handling objects less than 5 lbs.). If the

upper arm(s) is/are hanging vertically at ones sides, this is not

considered Reaching.



•Posture – Elbow/Forearm/Wrist

Elbow Flexion/Extension – to bend and/or straighten the arm,

moving about the elbow joint.

•Wrist Flexion/ Extension - to bend and/or straighten the hand,

moving about the wrist joint.

•Wrist rotation – to twist / turn the wrist (as if to open a door

handle).



Posture - Neck

•Forward Bending / Flexion – to curve or flex the neck

forward / downward towards the chest.

•Backward Bending / Ext. – to curve or extend the neck

backwards as if to look up (i. e. towards the ceiling).

•Twisting / Turning / Tilting – to look / turn the neck sideways

towards the shoulder, or to tilt the head so that the ear moves

closer towards the shoulder.


•Below chest level – moving the hand(s) and arm(s) in any

direction so that the hand(s) is/are below chest level (while

handling objects less than 5 lbs.). If the upper arm(s) are

hanging vertically at ones sides, this is not considered

reaching.

•Behind the body – moving the hand(s) and arm(s) anywhere

behind the body




Posture – Hip/Knee/Ankle/Foot

•Crouching/Squatting – bending the body forward and downward

by bending the knees and spine/hips

•Kneeling – bending one or both knees, to come to rest on the

knees.

•Climbing (stairs/other) – ascending or descending stairs,

ladders, scaffolding, poles, equipment or other apparatus using the

feet and legs, and/or hands and arms.



Lifting – raising or lowering an object from one level to

another (including holding an object in a static position)

Carrying – transporting an object from one location to another

by moving ones feet 2 or more steps, usually holding the object

in the hands, arms or on the shoulder.

Pushing/Pulling – exerting a force upon an object so that the

object moves toward or away from the force (includes exerting

force to hold an object in a static position and jerking an

object).

Gripping / Grasping – seizing, holding, turning or otherwise

working with the hands.



•Jumping – to spring up from the ground or down to a lower

level using the foot and leg muscles.

•Foot Pedal/Action – to use one or both feet to activate a foot

pedal, or some other foot action / movement required

•Pushing (palm press / finger) – using the open palm or

fingers to apply force to an object. Some examples my include

using the palm as a hammer, using one or more fingers to

insert small parts into small openings.



Pinching – pressing the thumb and one or more fingers

together to hold an object, examples of such activities may

include turning butterfly bolts, pulling fabric, turning a key.

Fine Finger Movement – using the fingers to manipulate /

handle an object(s), examples of such activities may include

typing, sorting papers, activating buttons, sorting / separating

small parts.

Writing – to inscribe or trace words, letters, numbers, symbols,

etc., using a pen, pencil or other writing instrument.

job analysis and description

Healthcare

prentice hall

job analysis job analysisdr

job responsibilities

job analysismethods

job duty

skillslisting job duties

samples of work standards

jobs performance standards