Human Resource ManagementJob Analysis

By

Engr. Attaullah Shah BSc. Civil ( Gold Medal), MSc. ( Str. Engg),

MBA, MA ( Eco), MSc ( Envir design) , PGD ( Comp Sc) PhD Scholar ( UET TAXILA)

Project Director Allama Iqbal Open University E-mail: pd@aiou.edu.pk

pdaiou@yahoo.comWebsite: www.aiou.edu.pk

Telephone/Fax: 051-9250100Cell: 0333-5729809

Outline

HRM Goal

Definitions

Format of a Job Description

Format of a Task Statement

Job Analysis Process

HRM Goal: Match Person & Job

Person

KSAsTalents & Interests

Motivation

Job

Tasks & DutiesRewards

Job Outcomes

PerformanceSatisfaction

Need information about person & job

Job analysis focuses on getting job information (tasks & duties and required qualifications)

Definitions

Task: a unit of work activity performed by a worker within a limited time period

Duty: several related tasks that are performed by an individual

Position: the set of all tasks and duties performed by an individual

Job: a group of identical positions

Definitions (cont’d.)

Job Description: a document that identifies the tasks and duties performed on a job

Job Specification: a document that identifies the qualifications necessary for successful performance of a job

Job Analysis: the process of collecting and analyzing information about a job to write the job description and the job specification

Format of a Job DescriptionRestaurant Manager

Job Summary:

Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages.

Tasks and Duties:

1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent checks to ensure consistent high quality of preparation and service.

2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations.

3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions.

4. Direct hiring, training, and scheduling of food service personnel.

5. Investigate and resolve complaints concerning food quality and service.

6. Enforce sanitary practices for food handling, general cleanliness, and maintenance of kitchen and dining areas.

7. Comply with all health and safety regulations.

8. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance.

9. Perform other duties as assigned by management.

Qualifications:

1. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate.

2. Good organizational skills for dealing with diverse duties and staff.

3. Pleasant, polite manner for dealing with public as well as staff.

Reports to: Department: Supervises: Division: Date: Approved: Source (revised from): http://www2.hrnext.com/Article.cfm/Nav/2.4.0.0.6719.0

Combine job description & job specification

Common Elements Job Title Job Summary Tasks & Duties Qualifications Other information

How much detail?

Format of a Task Statement

First word or phrase (required): Performs what action? (Present-tense verb) Example: “Supervise …”

Next word or phrase (required): To whom or what is the action performed? Example: “… operation of Machines …”

Next (optional): Additional information Example: “… to maximize profitability.”

Restaurant Manager

Job Summary:

Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages.

Tasks and Duties:

1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent checks to ensure consistent high quality of preparation and service.

2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations.

3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions.

4. Direct hiring, training, and scheduling of food service personnel.

5. Investigate and resolve complaints concerning food quality and service.

6. Enforce sanitary practices for food handling, general cleanliness, and maintenance of kitchen and dining areas.

7. Comply with all health and safety regulations.

8. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance.

9. Perform other duties as assigned by management.

Qualifications:

1. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate.

2. Good organizational skills for dealing with diverse duties and staff.

3. Pleasant, polite manner for dealing with public as well as staff.

Reports to: Department: Supervises: Division: Date: Approved: Source (revised from): http://www2.hrnext.com/Article.cfm/Nav/2.4.0.0.6719.0

Job Analysis Process

Source: Fisher, Schoenfeldt, & Shaw (2003), Figure 4.1

Phase 1: Scope of Project

Decide purposes of project Job design Recruiting Selection Performance appraisal Training Compensation

Decide which jobs to include

Phase 2: Methods

Decide which types of data are needed Tasks & duties Qualifications: KSAs & other characteristics

Identify sources of job data Job incumbents: observation, interview,

questionnaire Supervisors: interview, questionnaire Other sources

Phase 2: Methods (cont’d.)Select job analysis procedure

Narrative Engineering approaches (e.g., time & motion) Structured job analysis procedures

Other examples: Critical Incidents Technique (CIT), Functional Job Analysis (FJA), Position Analysis Questionnaire (PAQ), Task Inventory Procedure, Ability Requirements Scales, Personality-Related Procedures (e.g., PPRF), & Managerial Procedures (e.g., MPDQ & PMPQ)

Phase 3: Data Collection & Analysis

Collect job data

Analyze job data

Report results to organization

Recheck job analysis data periodically

Phase 4: Assessment

Evaluate results against criteria of benefits, costs, and legality Is the information job-related? Is the information reliable & valid? Are the job descriptions being used

appropriately?

Individual Work and Organizational Performance

Q: How exactly does individual work contribute to organizational performance?

 Or: How do organizational goals

translate into hiring requirements?

The Changing Nature of Work

Various types of jobs:

Traditional

Evolving

Flexible

Idiosyncratic

Team-based

Tele-work( Virtual Organizations)

Three Types of Job Analysis

Job Requirements

Competency-Based

Job

Rewards

Focus on specific tasks and KSAOs.

Focus on general KSAOs.

Focus on both intrinsic and extrinsic rewards.

Looks at context for a specific job.

Looks at the use of KSAOs across jobs.

Used for specific jobs.

Why Should Organizations Do Job Analysis?

1.        Assist with legal compliance

2.        Recruitment

3.        Selection

4.        Performance appraisal

5.        Training & development

6.        Compensation

7.        Employee/Labor relations

How is Job Analysis Conducted? (1)

1. Sources of job analysis information:

a. Job analyst

b. Job incumbent

c.  Supervisor

d. Other “SMEs”

How is Job Analysis Conducted? (2)

2. General approaches:

a. prior information

b. observation

c.  interviews

d. questionnaires

e.  diaries/logs

How is Job Analysis Conducted? (3)

3. Some specific approaches:A. Functional Job Analysis

Uses the Dictionary of Occupational Titles Breaks jobs down in terms of “data, people, and

things”

B. Structured Job Analysis Interviews One of the best ways to get information on both

tasks and KSAOs

C. Position Analysis Questionnaire (PAQ) Worker-oriented Good for comparing jobs

How is Job Analysis Conducted? (3 cont.)D. Management Position Description

Questionnaire (MPDQ) A generic approach to analyzing managerial jobs

E. Task Inventories Very specific analysis of particular jobs

F. Combination Approaches