Job AnalysisJob Analysis

Job AnalysisJob Analysis is a systematic is a systematic exploration of the activities within a exploration of the activities within a

job.job.

It defines and documents the duties, It defines and documents the duties, responsibilities and accountabilities responsibilities and accountabilities

of a job and the conditions under of a job and the conditions under which a job is performed. which a job is performed.

Job AnalysisJob Analysis

Job Analysis Methods Job Analysis Methods Observation methodObservation method – job analyst – job analyst watches employees directly or reviews watches employees directly or reviews

film of workers on the job. film of workers on the job.

Individual interview methodIndividual interview method – a team – a team of job incumbents is selected and of job incumbents is selected and

extensively interviewed. extensively interviewed.

Group interview method Group interview method – a number of – a number of job incumbents are interviewed job incumbents are interviewed

simultaneously. simultaneously.

Job AnalysisJob AnalysisJob Analysis Methods Job Analysis Methods

Structured questionnaire methodStructured questionnaire method – – workers complete a specifically designed workers complete a specifically designed

questionnaire. questionnaire. Technical conference methodTechnical conference method – uses – uses supervisors with an extensive knowledge supervisors with an extensive knowledge

of the job. of the job. Diary methodDiary method – job incumbents record – job incumbents record

their daily activities. their daily activities.

The best results are usually achieved The best results are usually achieved with some combination of methods. with some combination of methods.

Job AnalysisJob Analysis The Position Analysis Questionnaire The Position Analysis Questionnaire General, worker-oriented inventory that General, worker-oriented inventory that

also involves all other methods of data also involves all other methods of data collectioncollection

195 items grouped into 6 categories:195 items grouped into 6 categories:• Information InputInformation Input• Mental ProcessesMental Processes• Work Output/Physical ActivitiesWork Output/Physical Activities• RelationshipsRelationships• Job ContextJob Context• Other Job CharacteristicsOther Job Characteristics

Job AnalysisJob Analysis Critical Incident Technique Critical Incident Technique Describes an action of individual Describes an action of individual

incumbent clearly responsible for the CIincumbent clearly responsible for the CI• Clearly describes what the worker did Clearly describes what the worker did

(or failed to do) that directly led to (or failed to do) that directly led to (in)effectiveness(in)effectiveness

• Clearly describes the backgroundClearly describes the background• Clearly describes the consequencesClearly describes the consequences

Principle: Concrete and detailed Principle: Concrete and detailed description of behavioural incidents that description of behavioural incidents that led to success or failure on the jobled to success or failure on the job

Job Analysis: A Basic Human Job Analysis: A Basic Human Resource Management ToolResource Management Tool

Tasks Responsibilities Duties

Job Analysis

Job Descriptions

Job Specifications

Knowledge Skills Abilities

Human Resource Planning

Recruitment

Selection

Training and Development

Performance Appraisal

Compensation and Benefits

Safety and Health

Employee and Labor Relations

Legal Considerations

Job Analysis for Teams

Linking Organizational Strategy Linking Organizational Strategy to Human Resource Planningto Human Resource Planning

Employment Planning and

the Strategic Planning Process

Job AnalysisJob Analysis

Relationship among Different Job Components

Questions Job Analysis Questions Job Analysis Should AnswerShould Answer

What physical and mental tasks does the worker accomplish?

When does the job have to be completed? Where is the job to be accomplished? How does the worker do the job? Why is the job done? What qualifications are needed to perform

the job?

Area of InformationArea of InformationContentsContents

Job title and locationJob title and location Name of job and where it Name of job and where it is located.is located.

Organizational relationshipOrganizational relationship A A brief explanation of the brief explanation of the

number of persons number of persons supervised (if applicable) supervised (if applicable) and the job title(s) of the and the job title(s) of the position(s) supervised. A position(s) supervised. A

statement concerning statement concerning supervision received.supervision received.

Relation to other jobsRelation to other jobs Describes and outlines the Describes and outlines the coordination required by coordination required by

the job.the job.

Information Provided by a Job Information Provided by a Job AnalysisAnalysis

Area of InformationArea of Information

ContentsContents

Job summaryJob summary Condensed explanation of Condensed explanation of the content of the job.the content of the job.

Information concerningInformation concerning

The content of this area The content of this area variesvaries

job requirementsjob requirements greatly from job to job and greatly from job to job and from organization to from organization to

organization. Typically it organization. Typically it includes information on includes information on

such topics as machines, such topics as machines, tools, and materials; tools, and materials;

mental complexity and mental complexity and attention required; attention required;

physical demands and physical demands and working conditions.working conditions.

Information Provided by a Job Information Provided by a Job AnalysisAnalysis

JobJob Descriptions/SpecificationsDescriptions/Specifications

Job description - A document that provides information regarding the tasks, duties, and responsibilities of the job

Job specification - Minimum acceptable qualifications that a person should possess in order to perform a particular job

Contents of a Job DescriptionContents of a Job Description

A job description should be a formal, A job description should be a formal, written document, usually from one to written document, usually from one to

three pages long. At a minimum, it should three pages long. At a minimum, it should include the following:include the following:

Date written.Date written.

Job Status (full-time or part-time; salary or Job Status (full-time or part-time; salary or wage).wage).

Position title.Position title.

Job summary (a synopsis of the job Job summary (a synopsis of the job responsibilities).responsibilities).

Detailed list of duties and responsibilities.Detailed list of duties and responsibilities.

Supervision received (to whom the jobholder Supervision received (to whom the jobholder reports).reports).

Job Description Job Description (Continued)(Continued)

Supervision exercised, if any (who reports Supervision exercised, if any (who reports to this employee).to this employee).

Principal contacts (in and outside the Principal contacts (in and outside the organization).organization).

Related meetings to be attended and Related meetings to be attended and reports to be filed.reports to be filed.

Competency or position requirements.Competency or position requirements.

Required education and experience.Required education and experience.

Career mobility (position[s] for which job Career mobility (position[s] for which job holder may qualify next).holder may qualify next).

Job Description Job Description (Continued)(Continued)

Supervision exercised, if any (who reports Supervision exercised, if any (who reports to this employee).to this employee).

Principal contacts (in and outside the Principal contacts (in and outside the organization).organization).

Related meetings to be attended and Related meetings to be attended and reports to be filed.reports to be filed.

Competency or position requirements.Competency or position requirements.

Required education and experience.Required education and experience.

Career mobility (position[s] for which job Career mobility (position[s] for which job holder may qualify next).holder may qualify next).

Job SpecificationsJob SpecificationsMinimum Acceptable Qualifications:

Educational Requirements Experience Personality Traits Physical Abilities

Job Job Analysis in Analysis in PerspectivePerspective

Job Job Analysis in Analysis in PerspectivePerspective

Typical Areas Covered in a Typical Areas Covered in a Job Analysis QuestionnaireJob Analysis QuestionnaireTypical Areas Covered in a Typical Areas Covered in a Job Analysis QuestionnaireJob Analysis Questionnaire

Stages Stages in the in the Job Job

Analysis Analysis ProcessProcess

Stages Stages in the in the Job Job

Analysis Analysis ProcessProcess

The Nature of Job AnalysisThe Nature of Job AnalysisThe Nature of Job AnalysisThe Nature of Job AnalysisJob AnalysisJob Analysis

A systematic way to gather and A systematic way to gather and analyze information about the analyze information about the

content, context, and the human content, context, and the human requirements of jobs.requirements of jobs.

Work activities and behaviorsWork activities and behaviors Interactions with othersInteractions with others Performance standardsPerformance standards

Financial and budgeting impactFinancial and budgeting impact Machines and equipment usedMachines and equipment used

Working conditionsWorking conditions Supervision given and receivedSupervision given and received

Knowledge, skills, and abilities neededKnowledge, skills, and abilities needed

Job Analysis

• Task: A distinct work activity which has an identifiable beginning & end.

Ex:Hand sorting of a bag of mail

• Duty : Several tasks which are related by some sequence of events. Ex:

pick up, sort and deliver incoming mail.

• Position: A collection of tasks & duties which are performed by one

person.Ex: mail room clerk prepares outgoing mail, sorts incoming mail,

operates addressing machine & postage m/c.

• Job:One or more positions within an organization.Ex: 3 mail clerks have

same job but different payroll position.

• Job family: Several jobs of similar nature at one place or spread out over

the entire organization.Ex: clerical jobs located in different departments.

• Job analysis : A systematic investigation into the tasks, duties and responsibilities of a job.

• Job description: A written summary of tasks, duties and responsibilities of a job.

• Job specification: The minimum skills, education, and experience necessary for an individual to perform a job.

• Job evaluation: The determination of the worth of a job to an organization. Job evaluation is usually a combination of a internal equity comparison of jobs and an external job market comparison.

• Job classification: The grouping or categorizing of jobs on some specified basis such as the nature of the work performed or the level of pay.

Process of Job Analysis

Jobs can be analyzed through a process, which consists of six basic steps.

1. Collection of background information: Background information consists of organization charts, class specifications and existing job descriptions. Organization charts show the relation of the job with other jobs in the overall organizations. Class-specifications describe the general requirements of the class of job to which this particular job belongs. The existing job description provides a good starting point for job analysis.

1. Selection of representative positions to be analyzed: It would be highly difficult and time-consuming to analyze all the jobs. So, the job analysis has to select some of the representative positions in order to analyze them.

3. Collection of job analysis data: This step involves actually

analysing a job by collecting data on features of the job,

required employee behaviour and human resource

requirements.

4. Developing a job description: This step involves describing

the contents of the job in terms of functions, duties,

responsibilities, operations etc. The incumbent of the job

is expected to discharge the duties and responsibilities and

perform the functions and operations listed in job

description.

5. Developing a job specification: This step involves conversion of the job description statements into a job specification. Job specification or job requirements describes the personnel qualities, traits, skills, knowledge and background necessary for getting the job done.

6. Developing employee specification: This final step involves conversion of specification of human qualities under job specification into an employee specification. Employee specification describes physical qualifications, educational qualifications, experience requirements etc., which specify that the candidate with these qualities possess the minimum human qualities listed in the job specification.

Job Description

Job description is an important document which is basically descriptive in nature and contains a statement of job analysis. It serves to identify a job for consideration by other job analysts. It tells us what should be done, and why it should be done, and where it should be performed.

The job description should indicate the scope and nature of the work including all important relationships.

The job description should be clear regarding the work of the position, duties etc.

(a) The kind of work, (b) the degree of complexity, © the degree of skills required, (d) the extent to which problems are standardized, (e) the extent of the worker’s responsibility for each phase of the work, and (f) the degree and type of accountability.

The content of Job Description

The job description normally contains the following information:

• Job Title;

• Organizational location of the job;

• Supervision given and received;

• Materials, tools, machines and equipment worked with;

• Designation of the immediate superiors and subordinates;

• Salary level: Pay, D.A., other allowances, bonus, incentive wage, method of payment, hours of work, shift, break;

• Complete list of duties to be performed-separated according to daily, weekly, monthly and causal, estimated time to be spent on each duty;

• Definition of unusual terms;

• Conditions of work: Location, time, speed of work, accuracy, health hazards, accident hazards;

• Training and developmental facilities;

• Promotional chances and channels.

Job Specification

It is a written statement of qualifications, traits, physical and

mental characteristics that an individual must posses to

perform the job duties and discharge responsibilities

effectively.

• Physical specifications

• Mental specifications

• Emotional and social specifications

• Behavioural specifications

EMPLOYEE SPECIFICATIONS

Age :

Sex :

Educational Qualifications :

Experience :

Physical Specifications :Height, Weight etc.

Social Background :

Family Background :

Extra Curricular Activities :

Hobbies :

Job Analysis Process and Benefits

Collection of Background Information

Selection of Representative Jobs

Collection of Job Analysis

Drafting of Job Analysis

I II III IVI

1. Organizational Charts

2. Class of Jobs

3. Existing Job Descriptions

Job Description Job Specifications Employee Specification

1. Organization & Human Resource Planning.

2. Selection, Induction & Training

3. Performance Appraisal

4. Job Evaluation

5. Wages & Salary Administration

6. Internal Mobility

7. Preventing Dissatisfaction

8. Discipline

9. Health Safety

10.Industrial Relations

Techniques for Obtaining Data

1. Interviews

2. Direct Observation

3. Maintenance of Past Records

4. Questionnaire

5. Critical Incident Techniques

Department or

Sub- Unit

Present Human

Resources

ADDITION Voluntary quitsVoluntary quits

DeathsDeaths

Retrenchment, Retrenchment,

dismissalsdismissals

RetirementRetirement

Promotions outPromotions out

Demotions outDemotions out

Transfers outTransfers out

Loss of some skills, Loss of some skills, capability etc. due to ill capability etc. due to ill health or accidenthealth or accident

Loss of values, aptitudes Loss of values, aptitudes etc. due to change in etc. due to change in the attitude of existing the attitude of existing employees towards job, employees towards job, department and department and organizationorganization

Absenteeism Absenteeism (temporary loss)(temporary loss)

Deputations out lay offDeputations out lay off

Consultancy or adviceConsultancy or advice

New hiresNew hires

Promotions inPromotions in

Transfers inTransfers in

Demotions inDemotions in

Acquiring New Acquiring New skills skills knowledge, knowledge, values, values, aptitude etc. aptitude etc. by the existing by the existing employeesemployees

Deputations inDeputations in

Permanent total

Permanent partial

Temporary total

LOSSForecasting of Changes in Manpower Supply