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MBA 507MBA 507HUMAN RESOURCE HUMAN RESOURCE

MANAGEMENTMANAGEMENT

ASSOC.PROF. DRASSOC.PROF. DR

NOOR SAADAH ZAINAL ABIDINNOOR SAADAH ZAINAL ABIDIN

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AssessmentAssessment60% Coursework:60% Coursework:

30% : 2 Group presentations @ 20%30% : 2 Group presentations @ 20%

: 4 Assignments = 10%: 4 Assignments = 10%

30% : 2 Case studies = 20%30% : 2 Case studies = 20%

: 2 Individual Quizzes = 10%: 2 Individual Quizzes = 10%

40% Final Examination40% Final Examination

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Course ObjectivesCourse Objectives

To To understand understand concepts in managing concepts in managing HR and its importance in firms.HR and its importance in firms.

To To exposeexpose participants with participants with knowledge of HR process and HR knowledge of HR process and HR issues in today's organizationissues in today's organization

To To applyapply knowledge in dealing with knowledge in dealing with HR development and to improve HR development and to improve organizational performanceorganizational performance

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Definition of HRMDefinition of HRM

Responsibilities of HR DepartmentResponsibilities of HR Department

Skills of HRMSkills of HRM

Roles of supervisors in HRMRoles of supervisors in HRM

Ethical issues in HRMEthical issues in HRM

Typical careers in HRMTypical careers in HRM

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Definition of HRMDefinition of HRM

PPolicies, olicies, ppractices and ractices and ssystems that ystems that influence employees’ behavior, influence employees’ behavior, attitudes and performanceattitudes and performance

PoliciesPolicies::A plan of action or statements of aims A plan of action or statements of aims

and ideals made by a business or and ideals made by a business or company.company.

Eg: HR policies??? on promotions, Eg: HR policies??? on promotions, terminations etc.terminations etc.

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Definition of HRMDefinition of HRM

PracticesPractices::

analysis & work design, recruiting, analysis & work design, recruiting, selection, training and development, selection, training and development, performance management, performance management, compensation, employee relations compensation, employee relations and supporting the organization and supporting the organization strategy toward company strategy toward company performance.performance.

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Definition of HRMDefinition of HRM

SystemsSystems::

systems that support policies and systems that support policies and practices in the organizationspractices in the organizations

For the purpose of this course, the For the purpose of this course, the importance of HRM for companies importance of HRM for companies performance remains the main focus. performance remains the main focus.

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Companies performanceCompanies performancethe right people, at the right place, at the right timethe right people, at the right place, at the right timewhat to pay, what to train,what to pay, what to train,how to evaluate employees performancehow to evaluate employees performancewhat and how to motivate employee, quality products and what and how to motivate employee, quality products and efficient servicesefficient services excellent customer satisfaction. excellent customer satisfaction.

Effective HRM means:Effective HRM means:

employee & customers are more satisfied;employee & customers are more satisfied;companies need to be effective, innovativecompanies need to be effective, innovativegreater productivitygreater productivityfavorable reputation in the communityfavorable reputation in the community

Thus, companies must know:Thus, companies must know:What to invest in order to compete well with others, What to invest in order to compete well with others, How to promote quality products and services How to promote quality products and services How to invest in getting excellent staffing, training and How to invest in getting excellent staffing, training and compensations and benefits .etc. compensations and benefits .etc.

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CLASS DISCUSSIONS 1CLASS DISCUSSIONS 1*HOW DO YOU MEASURE YOUR COMPANY’S *HOW DO YOU MEASURE YOUR COMPANY’S PERFORMANCE?PERFORMANCE?

FORM A DISCUSSION GROUP,FORM A DISCUSSION GROUP,CREATE A HYPOTHETICAL COMPANY IN CREATE A HYPOTHETICAL COMPANY IN WHICH YOU ARE THE HR MANAGER, WHICH YOU ARE THE HR MANAGER, EXPLAIN AND ANSWER THE ABOVE EXPLAIN AND ANSWER THE ABOVE QUESTION* QUESTION*

SUBMIT AT THE END OF THIS CLASS PERIOD. SUBMIT AT THE END OF THIS CLASS PERIOD. LIMIT TO 2 A4 HANDWRITTEN PAGES ONLY.LIMIT TO 2 A4 HANDWRITTEN PAGES ONLY.

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Responsibilities of HR DepartmentResponsibilities of HR Department

Analysis & work design,Analysis & work design,Recruitment & selection,Recruitment & selection,Training and development, Training and development, Performance management, Performance management, Compensation & benefits, Compensation & benefits, Employee relations, Employee relations, Personnel policies,Personnel policies,Compliance with Law,Compliance with Law,Support for strategy,Support for strategy,

------ toward company performance. toward company performance.

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Analysis & work designAnalysis & work designTasks need to be performed to produce Tasks need to be performed to produce products and servicesproducts and services

Job analysis: getting detailed information Job analysis: getting detailed information about the job.about the job.

Job design: defining how work will be Job design: defining how work will be performed and the tasks required.performed and the tasks required.

Job varies from simple to multi-skills Job varies from simple to multi-skills tasks.tasks.

With the advancement of technology With the advancement of technology the focus is on broadly defined jobs.the focus is on broadly defined jobs.

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CLASS DISCUSSION # 1CLASS DISCUSSION # 1

1.Issues in job analysis in relation to 1.Issues in job analysis in relation to technologytechnology

2.Issues in job designs in relation to from 2.Issues in job designs in relation to from the above.the above.

It’s a first come first serve basis.It’s a first come first serve basis.

Groups may have a different/same topic.Groups may have a different/same topic.

Presentations in the next class.Presentations in the next class.

(20 marks)(20 marks)

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Recruitment & Recruitment & Selection of EmployeesSelection of Employees

Recruitment: the process of seeking applicants Recruitment: the process of seeking applicants for potential employment.for potential employment.

-Internal & External Sources -Internal & External Sources

Selection: the process of identifying applicants Selection: the process of identifying applicants with with necessary SKAO*necessary SKAO* to help an organization to to help an organization to achieve its goal.achieve its goal.

(S=skills; K=knowledge; A=abilities ; O=other (S=skills; K=knowledge; A=abilities ; O=other abilities)abilities)

*10 top qualities employers seek in job candidates: *10 top qualities employers seek in job candidates: National Association of Colleges and National Association of Colleges and Employers(2005): communication skills, honesty, Employers(2005): communication skills, honesty, interpersonal skills, strong work ethics, team interpersonal skills, strong work ethics, team work, analytical skills, initiatives. motivation, work, analytical skills, initiatives. motivation, adaptability, computer skills etc.adaptability, computer skills etc.

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Training and developmentTraining and developmentTraining(T) : a short term planned effort to Training(T) : a short term planned effort to enable employees to learn job-related enable employees to learn job-related knowledge, skills and behavior.knowledge, skills and behavior.

Development(D): a long term effort to Development(D): a long term effort to acquire knowledge, skills and behaviors to acquire knowledge, skills and behaviors to improve employees abilities to meet improve employees abilities to meet changes in job requirements and customer changes in job requirements and customer demands.demands.Eg:learning about effective teamwork; Eg:learning about effective teamwork; preparing executives to managerial levelspreparing executives to managerial levels

Provide 2 examples of T and DProvide 2 examples of T and D

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HOW TRAINING & DEVELOPMEMT HOW TRAINING & DEVELOPMEMT CAN INCREASE THE VALUE OFCAN INCREASE THE VALUE OF

HUMAN CAPITAL HUMAN CAPITAL

SAFETY TRAININGSAFETY TRAINING

1) to how to safely spot hazards 1) to how to safely spot hazards new new skillsskills spotting hazards spotting hazards

2) teach the importance of safe 2) teach the importance of safe practices practices new behavior: noticing new behavior: noticing and correcting hazards and correcting hazards

RESULTS: safety conscious staffRESULTS: safety conscious staff

: fewer accidents: fewer accidents

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CLASS DISCUSSIONS # 2CLASS DISCUSSIONS # 2You are free to discuss with your friends.You are free to discuss with your friends.Using 2 original examples ,describe how Using 2 original examples ,describe how training and development training and development can can increase the increase the value of human capitalvalue of human capital in your workplace. in your workplace.

Work out in class either individually or in Work out in class either individually or in groups)groups)Submit during the class hour.Submit during the class hour.Write your names and matrix number.Write your names and matrix number.You are given only 30 minutes. You are given only 30 minutes.

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Performance management (PM)Performance management (PM)Organizations keep track records of Organizations keep track records of employees performance in relation to job employees performance in relation to job descriptions and goals of certain positions. descriptions and goals of certain positions.

PM ensures employees activities and PM ensures employees activities and output matches organizational goals. output matches organizational goals.

Various measures are used to measure Various measures are used to measure performances of staff.performances of staff.

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Compensation & BenefitsCompensation & Benefits

Pay & benefits are motivators to Pay & benefits are motivators to employees.employees.

Rewards link to individual/ group Rewards link to individual/ group achievements. achievements.

Providing exclusive services require Providing exclusive services require exceptionally innovative employees.exceptionally innovative employees.

The pay is higher to attract employees The pay is higher to attract employees

among its competitors.among its competitors.

CB must be managed effectively and CB must be managed effectively and efficiently. efficiently.

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CLASS DISCUSSIONS #3CLASS DISCUSSIONS #3PAY AND BENEFITS ARE MOTIVATORS TO EMPLOYEESPAY AND BENEFITS ARE MOTIVATORS TO EMPLOYEES

Critique(Analysis) on the above statement.Critique(Analysis) on the above statement.Students may use Guidelines on critiques to assist them.Students may use Guidelines on critiques to assist them.

Provide your own scenario to make this discussion more Provide your own scenario to make this discussion more interesting and realistic.interesting and realistic.There is no right and wrong answers.There is no right and wrong answers.This is an inter-group critique.This is an inter-group critique.Be very creative, innovative and descriptive Be very creative, innovative and descriptive

Total Marks(20 marks)Total Marks(20 marks) Contents (6 marks)Contents (6 marks) Flow of ideas (3 marks)Flow of ideas (3 marks) Originality of the scenario (5 marks)Originality of the scenario (5 marks) Creativity (3 marks)Creativity (3 marks) Free of grammatical errors( 3 marks)Free of grammatical errors( 3 marks)

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Employee RelationsEmployee RelationsMaintain positive relationship with Maintain positive relationship with employeesemployees

Handle certain kind of Handle certain kind of communication with individual communication with individual employeesemployees

Prepare to address with employees’ Prepare to address with employees’ problemproblem

Maintain communication with union Maintain communication with union representative to resolve problems.representative to resolve problems.

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Personnel PoliciesPersonnel Policies HR help to establish policies relatedHR help to establish policies related

to hiring, discipline, promotions, and to hiring, discipline, promotions, and benefits etc.benefits etc.

Polices help to promote fair decision Polices help to promote fair decision making, safety work place and customer making, safety work place and customer serviceservice

Accurate record keepingAccurate record keeping Easy access for those who needs Easy access for those who needs

informationinformation Only those authorized are able to see it.Only those authorized are able to see it.

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Compliance with LawsCompliance with LawsEEO (equal employment opportunities)- to EEO (equal employment opportunities)- to employ disabilities;employ disabilities;

OSHA (Occupational Safety and Health Act OSHA (Occupational Safety and Health Act (OSHA)-to provide a safe and conducive (OSHA)-to provide a safe and conducive workplace,workplace,

Pay and benefits-fair salary systems that Pay and benefits-fair salary systems that commensurate with SKAOscommensurate with SKAOs

Employee Privacy-for a fair employment Employee Privacy-for a fair employment practices, discriminations against gender etc.,practices, discriminations against gender etc.,

Job security- the issue of employment at will, Job security- the issue of employment at will, increase law suits due to poor economic increase law suits due to poor economic condition, etc.,condition, etc.,

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Support for StrategySupport for StrategyHuman resource planning : identifies the Human resource planning : identifies the number and types of employees the firm number and types of employees the firm requires to meet its objectivesrequires to meet its objectives

Estimate and forecast in hiring, training, Estimate and forecast in hiring, training, reassigning of employeesreassigning of employees

Help to manage change processHelp to manage change process

Use HR knowledge and tools to manage Use HR knowledge and tools to manage change effectively and efficiently.change effectively and efficiently.

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Skills of HRMSkills of HRMHuman relation skillsHuman relation skills

Decision making skillsDecision making skills

Technical skillsTechnical skills

Leadership skillsLeadership skills

Give Give specific examples specific examples of each skill of each skill individually and submit in class. individually and submit in class.

(20 marks)(20 marks)

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Among ethical issues in HRMAmong ethical issues in HRMMaking decisions consistent with Making decisions consistent with sound ethical principlesound ethical principle

Decision should result in the Decision should result in the greatest good for the largest greatest good for the largest number of people;number of people;

-Respect basic rights to privacy;-Respect basic rights to privacy;

-Fair treatment to employees (avoid -Fair treatment to employees (avoid discrimination);discrimination);

-Protect employees safety-Protect employees safety

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Roles of supervisors in HRMRoles of supervisors in HRMEven non-HR managers need the basics Even non-HR managers need the basics of HRof HRSupervisors:Supervisors:

Help analyze workHelp analyze work Interview job candidatesInterview job candidates Involve in selection decisionsInvolve in selection decisions Provide trainingsProvide trainings Conduct performance appraisalsConduct performance appraisals Recommend pay raiseRecommend pay raise Represent the company to their Represent the company to their

employees on a daily basisemployees on a daily basis

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Typical careers in HRMTypical careers in HRMRecruiting, Training, Labor relations, etcRecruiting, Training, Labor relations, etc

HRM include :HRM include : enhancing communication with employeesenhancing communication with employees concern for well being of employeesconcern for well being of employees great deal of paper work and patiencegreat deal of paper work and patience A variety of non-skill peopleA variety of non-skill people A good knowledge of business and lawsA good knowledge of business and laws

1a.Serve the internet and get as much as 1a.Serve the internet and get as much as possible possible about various careers in HRMabout various careers in HRM

1b.Given the opportunity, choose the best 1b.Given the opportunity, choose the best career and give reasons for your choice.career and give reasons for your choice.

(15 marks)(15 marks)

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HR Environment & ChallengesHR Environment & ChallengesTrends in labor force competition and how Trends in labor force competition and how it affects HRMit affects HRM

The tremendous growth of women The tremendous growth of women workforce.workforce.Competition of talents requires:Competition of talents requires:

Flexible organization thru redesigning jobs,Flexible organization thru redesigning jobs, Meeting needs of older workers,Meeting needs of older workers, Recruiting from diverse population,Recruiting from diverse population, Establishing bias free HR systems,Establishing bias free HR systems, Helping employees to understand & Helping employees to understand &

appreciate cultural differencesappreciate cultural differences Discuss issues that affect HR environment and Discuss issues that affect HR environment and

challenges. challenges. (For the next 2 weeks class discussions ) (For the next 2 weeks class discussions )

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HUMAN RESOURCE HUMAN RESOURCE ENVIRONMENTENVIRONMENT

Trends in HRMTrends in HRM

Providing Equal Employment Providing Equal Employment OpportunityOpportunity

Analyzing Work and Design Analyzing Work and Design jobsjobs

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Trends in HRMTrends in HRMLabor Force CompositionLabor Force Composition

- Internal labor market (the firms workers) - Internal labor market (the firms workers) - External labor market( workers outside the - External labor market( workers outside the

forms, i.e individuals seeking employment)forms, i.e individuals seeking employment) Aging workforce*Aging workforce* Share of woman workforce*Share of woman workforce* Flexible organization to cater for both Flexible organization to cater for both

needs*needs* Recruit from diverse populationRecruit from diverse population Set bias free HR systemSet bias free HR system Help employees to understand and Help employees to understand and

appreciate cultural differencesappreciate cultural differences

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High performance work systemsHigh performance work systems

HRM to find and keep the best possible fit HRM to find and keep the best possible fit between social system and the technical between social system and the technical system.system.Firms require broad skills and strongly Firms require broad skills and strongly motivated employees.motivated employees.Firms require knowledge workers through Firms require knowledge workers through effective recruitment and selection.effective recruitment and selection.Job design and appropriate assessment Job design and appropriate assessment and reward system are required.and reward system are required.How? Through empowerment and How? Through empowerment and teamwork.teamwork.

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Employee empowermentEmployee empowermentGiving employee responsibility and authority Giving employee responsibility and authority to make decision related to product /services.to make decision related to product /services.

Employees are accountable for the outcome Employees are accountable for the outcome of product /services (ie they share of product /services (ie they share reward/losses) decisions.reward/losses) decisions.

Firms need to make the best selection to Firms need to make the best selection to recruit people with necessary decision making recruit people with necessary decision making & interpersonal skills.& interpersonal skills.

HRM must design jobs that give employees HRM must design jobs that give employees ample opportunities for employees to make ample opportunities for employees to make decision and handle responsibilities.decision and handle responsibilities.

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Employee empowermentEmployee empowerment

HRM must train employees to make HRM must train employees to make decision and take broader decision and take broader responsibilities.responsibilities.

HRM must provide appropriate HRM must provide appropriate feedback and rewards for the work feedback and rewards for the work empowered to those employees.empowered to those employees.

HRM must provide access to the HRM must provide access to the information required by employees.information required by employees.

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HR PRACTICES TO SUPPORT HR PRACTICES TO SUPPORT ORGANIZATIONAL STRATEGEIS (OS) ORGANIZATIONAL STRATEGEIS (OS)

OSOS Quality, Growth, Efficiency Quality, Growth, Efficiency • QUALITY strategy QUALITY strategy job designjob design is important for is important for

empowered workers.empowered workers.

• GROWTH strategy (includes acquisition, GROWTH strategy (includes acquisition, merger, downsizing)merger, downsizing) HRM needs employees HRM needs employees with leadership and appropriate employee with leadership and appropriate employee relation skills as well as meaningful rewards.relation skills as well as meaningful rewards.

• EFFICIENCY strategy EFFICIENCY strategy HR must train HR must train

employees with conflict resolution skills and employees with conflict resolution skills and knowledge in mergers/acquisitions/downsizing.knowledge in mergers/acquisitions/downsizing.

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HR PRACTICES TO SUPPORT HR PRACTICES TO SUPPORT ORGANIZATIONAL STRATEGIES (OS)ORGANIZATIONAL STRATEGIES (OS)

• HR professionals must resolve HR professionals must resolve differences between the companies differences between the companies HR systemsHR systems compensation, compensation, benefits packages and the benefits packages and the performance appraisal.performance appraisal.

• HR to ensure foreign employees HR to ensure foreign employees must have knowledge of differences must have knowledge of differences in culture and HR/ business in culture and HR/ business practices.practices.

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HR PRACTICES TO SUPPORT HR PRACTICES TO SUPPORT ORGANIZATIONAL STRATEGIES (OS)ORGANIZATIONAL STRATEGIES (OS)

Qualified immigrants as employees;HRM Qualified immigrants as employees;HRM requires knowledge of different cultures.requires knowledge of different cultures.

Selected staff for overseas assignments.Selected staff for overseas assignments.

Reengineered firms require HR Dpt to Reengineered firms require HR Dpt to train, appraise and reward employees train, appraise and reward employees accordingly.accordingly.

When getting employees from agents When getting employees from agents (outsourcing) HR will also face problems (outsourcing) HR will also face problems such as cultural differences. such as cultural differences.

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How HRM supports organization to How HRM supports organization to expand internationally?expand internationally?

To support efficiency and growth,HR staff To support efficiency and growth,HR staff must prepare companies for off shoringmust prepare companies for off shoring

i.e operations are moved to lower-wage i.e operations are moved to lower-wage countries.countries.

HR expert can help to identify :whether in HR expert can help to identify :whether in off shore locations can provide same or off shore locations can provide same or better skills,better skills,

Whether managers are prepared to Whether managers are prepared to manage offshore employees manage offshore employees

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Technological developments affect HR?Technological developments affect HR?

Information systems can be obtained from Information systems can be obtained from internets by most HR professionals eg:e-business internets by most HR professionals eg:e-business and internets as tools for HR professionals. and internets as tools for HR professionals.

Globalization Globalization HR to use on-line posting, on-line HR to use on-line posting, on-line search, on-line screening of candidates etcsearch, on-line screening of candidates etcCompany websites provide information to Company websites provide information to potential employees.potential employees.On-line information sharing; On-line trainingOn-line information sharing; On-line trainingOn-line communications; On-line communications; On-line collaborations from different places and On-line collaborations from different places and different times all over the worlddifferent times all over the world

eg: video-conferencingeg: video-conferencingThus, HR must ensure communication remains Thus, HR must ensure communication remains effective to detect and correct problems…how?effective to detect and correct problems…how?

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Find an article about HRIS and HRM.Find an article about HRIS and HRM.Answer the following questions:Answer the following questions:1)Based on your article ,1)Based on your article ,discuss issues discuss issues related to related to ‘ON-LINE’ in managing HRM in an organization.‘ON-LINE’ in managing HRM in an organization.(10 marks)(10 marks)2)How does “2)How does “on-line communication on-line communication ” replace the ” replace the conventional way? Discuss the conventional way? Discuss the advantagesadvantages and and disadvantagesdisadvantages ( minimum 3 advantages and ( minimum 3 advantages and disadvantages).(12 marks)disadvantages).(12 marks)

Is it a good practice for a company to adopt on-line Is it a good practice for a company to adopt on-line communications ? Give reasons for your answers.communications ? Give reasons for your answers.( 3 marks) ( 3 marks) (25 marks) (25 marks)

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ANALYZING WORK & ANALYZING WORK & DESIGN JOBS DESIGN JOBS

LEARNING OUTCOMES:LEARNING OUTCOMES:

Elements of workflow analysisElements of workflow analysis

Elements of job analysis (JA)Elements of job analysis (JA)

How to obtain info about JAHow to obtain info about JA

Recent trends in JARecent trends in JA

Methods of Designing Jobs (DJ)Methods of Designing Jobs (DJ)

How to make DJ motivating?How to make DJ motivating?

How companies plan for mental How companies plan for mental demands of a job? demands of a job?

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Elements of workflow analysis (WA)Elements of workflow analysis (WA)

Work to be done? Providing a service? Work to be done? Providing a service?

The analysis identifies :The analysis identifies : Output of the process Output of the process Inputs : raw materialsInputs : raw materials

: equipment: equipment

: human resource: human resource

WA shows the output of a particular work WA shows the output of a particular work unit. unit.

In terms of HR: quantity, quality, In terms of HR: quantity, quality, effectiveness of each unit.effectiveness of each unit.

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Elements of workflow analysis (WA)Elements of workflow analysis (WA)

Input Input work process work process output output Work process involves activities.Work process involves activities.Every process has an operating Every process has an operating proceduresproceduresProcedures consist of all task that Procedures consist of all task that must be done to produce the output. must be done to produce the output. Simple eg: Making biscuitsSimple eg: Making biscuits

(inputs? Work process? Output)(inputs? Work process? Output)Refer Fig 4.1 Refer Fig 4.1

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Elements of workflow analysis (WA)Elements of workflow analysis (WA)

Workflow design & organizationalWorkflow design & organizational

structure i.e how work fit into the structure i.e how work fit into the organizational structure?organizational structure?

- Structure bring people together to - Structure bring people together to cooperate and produce the desired cooperate and produce the desired output.output.

--centralizedcentralized (C)vs (C)vs decentralized)decentralized) structurestructure

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Elements of workflow analysis (WA)Elements of workflow analysis (WA)Organization may group jobs based on Organization may group jobs based on functionsfunctions

Strongly narrow function jobs Strongly narrow function jobs low low authority and highly specialized jobsauthority and highly specialized jobs

Broadly based function jobs Broadly based function jobs teamwork ,goals are empowered eg. Jobs teamwork ,goals are empowered eg. Jobs such as serving customers, products.such as serving customers, products.

Such jobs require cognitive/thinking skills, Such jobs require cognitive/thinking skills, similarly in managing a division. similarly in managing a division.

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Elements of job analysis (JA)Elements of job analysis (JA)

To match job requirement & peopleTo match job requirement & peopleJA is to get detailed info about the job: JA is to get detailed info about the job:

what is required to perform the job?what is required to perform the job?

what are important knowledge for what are important knowledge for staffing, training, performance appraisal staffing, training, performance appraisal and other HR activities?and other HR activities?

Eg; appraisal vs job requirementsEg; appraisal vs job requirements Who conducts JA?Who conducts JA? : in large organizations: in large organizations job analyst or job analyst or contracting firms contracting firms : in smaller : in smaller line manager line manager

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CLASS DISCUSSION # 4CLASS DISCUSSION # 4Search for 3 job positions from different Search for 3 job positions from different companies. Differentiate and indicate companies. Differentiate and indicate between JD & JS among the jobs.between JD & JS among the jobs.

JOB DESCRIPTION(JD): List of TDRsJOB DESCRIPTION(JD): List of TDRsTask, Duties and Responsibilities of a job.Task, Duties and Responsibilities of a job.Eg Fig 4.2Eg Fig 4.2

JOB SPECIFICATION(JS): List of KSAOsJOB SPECIFICATION(JS): List of KSAOsKnowledge, Skills, Abilities, OtherKnowledge, Skills, Abilities, Othercharacteristics of a jobcharacteristics of a jobEg. Fig 4.3Eg. Fig 4.3

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Elements of job analysis (JA)Elements of job analysis (JA)

JA is a process of getting detailed JA is a process of getting detailed information about jobs.information about jobs.

What is required to carry out a job?What is required to carry out a job?

Who does the JA?Who does the JA?- Line managers?Line managers?- Supervisors?Supervisors?- HR professionals?HR professionals?- Job analyst?Job analyst?

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Sources of information about JA?Sources of information about JA? People who hold the job, such as People who hold the job, such as

supervisors etc; supervisors etc; Details about the job.Details about the job. DOTS: Dictionary of Occupational Titles DOTS: Dictionary of Occupational Titles

created by the Department of Labor in created by the Department of Labor in 1930.1930.

Listed 12,000 jobs and requirements.Listed 12,000 jobs and requirements.

O*NET: Occupational Information NetworkO*NET: Occupational Information Network Listed job vacancies, i.e to match workers Listed job vacancies, i.e to match workers

to a particular jobs (desired skills, job to a particular jobs (desired skills, job descriptions, trainings to fill the job descriptions, trainings to fill the job described). described).

To analyze jobsPAQ( Position Analysis Questionnaire)194 items on work behaviors and conditions6 aspects of the job:

- Information about the job- Mental process- Work output- Relationship with others- Job context: physical and social- Other characteristics:Each item is analyzed using a 6 scale.Scores are obtained through a computer

generated output;

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Importance of job analysis (JA)Importance of job analysis (JA)HRM requires some types of information HRM requires some types of information from JA in terms of:from JA in terms of:Work designWork designHuman resource PlanningHuman resource PlanningSelectionSelectionTrainingTrainingPerformance appraisalPerformance appraisalCareer planningCareer planningJob evaluationJob evaluation

Please read on the Fleishman Job Analysis Please read on the Fleishman Job Analysis SystemSystem

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Trends in JATrends in JAThe workplace today must be adaptable The workplace today must be adaptable and constantly subject to change.and constantly subject to change.

Do we design work by project or by jobs?Do we design work by project or by jobs?

Jobs must be stable and evolve( changes Jobs must be stable and evolve( changes over a period of time) over a period of time)

Minor adjustments are required on the job Minor adjustments are required on the job to meet changes/situations/preferences.to meet changes/situations/preferences.

Hence, job analysis (JA) is not only about Hence, job analysis (JA) is not only about defining jobsdefining jobs but also but also detecting changesdetecting changes in in jobs with the passing time.jobs with the passing time.

Trends in JATrends in JADue to rapid changes in products and markets, the concept of job is obsolete.Dejobbing –” to do away with job”, meaning organization is viewed as a field of work needing to be done rather than as a set of series of jobs held by individuals.amazon.com practices ‘dejobbing’.

DejobbingBroad worker specificationLess focused on job descriptions

Eg: Mr X may be on the same job 2 months later he is doing a different

job altogether.

JOB DESIGNA process of defining how work will be donewhat task are required in given job. when should jobs be redesigned/revised?

- When organizations are expanding?- adopting latest technology?- trying to improve quality products/

efficiency?- Reviewing ( to revise )work process?- Reviewing ( to revise )work unit?- Revamping ( to operate by making major

changes) certain units in the organization?

JOB REDESIGNA process that involves changing the existing job design.HOW?

- to have a detailed knowledge about the job,

(Eg the task to be performed in the unit)- to have more than one way (alternative

ways) to design the job- See Figure 4.5 page 102

Different aspects of jobsHow to do a job efficiently:

-Industrial engineers~ studies jobs to find the simplest way to structure work in order to maximize efficiency

Aspects of jobs: TO DESIGN FOR EFFICIENCY TO DESIGN FOR MOTIVATION TO DESIGN FOR SAFETY & HEALTH

(EGRONOMICS) TO DESIGN FOR MENTAL CAPACITY

~ Job Characteristics Model

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Methods of Designing Jobs (DJ)Methods of Designing Jobs (DJ)

TO DESIGN FOR EFFICIENCY(at lower cost and grater output)

i.e the one best way to perform t he job

TO DESIGN FOR MOTIVATION merely focus on efficiency will not

achieve HR objectives - organizations need skilled knowledge workers (K workers) - needs workers who cares about satisfying the customers. skill variety ; task identity task significance ; autonomy; feedback

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How to design jobs which are How to design jobs which are motivating?motivating?

Job Enlargement (job extension and job Job Enlargement (job extension and job rotation)rotation)Job Enrichment ( empowering workers by Job Enrichment ( empowering workers by giving more decision making authorities giving more decision making authorities on the jobs)on the jobs)Self managed work teams(Self managed work teams(Flexible work schedules ( fulfil core hours)Flexible work schedules ( fulfil core hours)Telework( not for manufacturing firms)Telework( not for manufacturing firms)Occupational Safety and Health Act Occupational Safety and Health Act (OSHA) is established to protect workers (OSHA) is established to protect workers from work hazards. from work hazards.

TO DESIGN FOR SAFETY & HEALTH (ERGONOMICS)

Ergonomics~ the study of interface between individual psychology and characteristic of the physical work environment.

Objective: to minimize physical strain on worker by structuring physical work environment

Examples: Redesigning equipments, reduces fatigues, pains, health complaintsLighting ,space and hours worked

TO DESIGN FOR MENTAL CAPACITY

The human mind has capabilities and limitations.Jobs have to design is such a way that mental skills can accurately and safely performed given the way the brain processes information. In short, to reduce the information processing requirements of a job.

Ways to simplify jobs include:(+)limit information and memorization reduce cost of errors, wastage;(-)use of technology could break the workers train of thought, reduce performance, increase errors.Fig 4.8 ( pg 110)

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How companies plan for mental How companies plan for mental demands of a job?demands of a job?

In the field of medicines,hospitals used In the field of medicines,hospitals used SBAR( SBAR( SSituation, ituation, BBackground, ackground, AAssessment ssessment and and RRecommendation), a standardised ecommendation), a standardised information delivered at the click of a information delivered at the click of a finger.finger.

In a split of a second, a patient gets In a split of a second, a patient gets control of the SBAR to get the best action.control of the SBAR to get the best action.

Studies had shown from 90 to just 40 of Studies had shown from 90 to just 40 of every thousand patients treated.every thousand patients treated.

How companies plan for mental How companies plan for mental demands of a job?demands of a job?

To reduce mental and physical strain.The job design may limit the amount of information & memorization,

- Adequate lighting, simple-to-operate equipment, - use clear instruction, minimize mental

stain,- use computers soft ware,- Select the best employees with

necessary abilities to handle mental demands.

6363

Managing Work Flows and Managing Work Flows and Job AnalysisJob Analysis

Structuring and Designing Structuring and Designing OrganizationOrganization

Designing Jobs Designing Jobs

Conducting Job AnalysisConducting Job Analysis

HRIS Human Resource Information HRIS Human Resource Information SystemSystem