Unit II

Job Analysis

Job Analysis and Design

Job Analysis

Job analysis

The procedure for determining the duties and

skill requirements of a job and the kind of

person who should be hired for it.

Relationship of Job Requirementsto Other HRM Functions

TRAINING AND DEVELOPMENT

SELECTION

RECRUITMENT

PERFORMANCE APPRAISAL

COMPENSATION MANAGEMENT

LABOR RELATIONS

JOB

REQUIREMENTS

Determine recruitment qualifications.

Provide job duties and job specifications for selection process.

Determine training needs and develop instructional programs.

Provide performance criteria for evaluating employees.

Provide basis for determining employee’s rate of pay.

May help to determine bargaining units.

Job Analysis Job analysis is a systematic investigation of the tasks,

duties and responsibilities necessary to do a job. Job analysis is the process of collecting job related

information.

Objectives/Purpose of Job Analysis

JOB ANALYSIS SYSTEMJOB DESCRIPTION

-- Task -- Duties

--- ResponsibilitiesSOURCES OF DATA

-- Job Analyst

-- Employee

-- Supervisor

JOB DATA

-- Task

-- Performance

-- Standard

-- Responsibilities

-- Knowledge

-- Required

-- Experience

Needed

-- Job Content

-- Duties

-- Equipment

Needed

HUMAN RESOURCES FUNCTIONS

-- Recruitment

-- Selection

-- Training & Development

-- Performance Appraisal

-- Compensation Mgt.

-- Labour Relations

JOB SPECIFICATIONS

-- Skills Required

-- Physical Demand

METHODS OF

COLLECTING DATA

-- Interviews

-- Questionnaires

-- Observations

-- Records

-- Diaries

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Job Analysis Process

Step I Strategic Choices in JA

The extent of employee involvement in job analysis.

The level of details of the analysis. (objective and nature of job)

Timing and frequency of the analysis

Past oriented vs future oriented.

Step II Information Collection

Major Decision involved are:-

The type of information collected

Method of collection

Person involved in collection.

Types of Information to be Collected

Work activities

Human behaviors

Machines, tools, equipment, and work aids

Performance standards

Job context

Human requirements

Persons involved in Information Collection 3 categories of person that can be involved:

Trained Job Analysts

Superiors

Job holders

This decision depends on nature and objective of job Analysis.

Methods of Collecting information

Personal observation Interview Critical Incidents Questionnaire Position Analysis Questionnaire Management Position Description Questionnaire

Position Analysis Questionnaire (PAQ)

What is it? A standardized job

analysis questionnaire containing 194 questions about work behaviors, work conditions, and job characteristics that apply to a wide variety of jobs.

Key sections:1. Information input

2. Mental processes

3. Work output

4. Relationships with other persons

5. Job context

6. Other characteristics

Management Position Description Questionnaire (MPDQ)

MPQD is a standardised instrument designed specifically for use in analyzing managerial jobs. The 274-item questionnaire contains 15 sections. It would take 21\2hrs to complete the questionnaire. In most cases the respondents are asked to state how important each item is to the position.

Management Position Description Factors

1. Product, marketing and financial strategy planning. 2. Coordination of other organisational units and personnel.3. Internal business control. 4. Products and services responsibility. 5. Public and customer relations. 6. Advanced consulting. 7. Autonomy of actions.9. Staff service. 10. Supervision. 11. Complexity and stress.

COMBINATION

Since each method is faulty analyst often rely on combination.

Two or more techniques are used.

Application of job analysis information

Job Job Analysis Analysis

InformatiInformationon

JobJobSpecificationsSpecifications

Job Job PerformancePerformance

StandardsStandards

Job Job DescriptionsDescriptions

JobJobDesignDesign

Job Description

A recognized list of functions, tasks, accountabilities, working conditions and competencies for a particular occupation or job.

Job Description is a list of a job’s duties, responsibilities, reporting relationships,, and supervisory.

There is no standard format using writing job description but it contain:

Job Title

Job Identification

Job summary

Responsibilities and duties

1. Title.

2. Statement.

3. Essential Functions.

4. Specifications.

Job Description

1. XXX2. XXX3. XXX4. XXX

1. XXX2. XXX3. XXX4. XXX

Job Descriptions

Working condition

JOB TITLE Indicates job duties and organizational level It specifies title of job like, marketing manager,

clerk etc

JOB IDENTIFICATION Distinguishes job from all other jobs Contain several type of information. Job status section permits quick identification of the

exempt or non exempt status of job The date at which description written, the name of

a person who wrote it and name of a person who approved it.

The immediate supervisor title is some times also shown in identification section.

Job summary: Describes general nature of job, listing only major function and

activities. For example,marketing managerPlans, direct and coordinates themarketing of the organizational product. Responsibilities and duties List of major responsibilities and duties. All major duties should be separately and described in few

sentences. Example.establishes marketing goals,develop marketing plans and

programs, communicates with advertising agencies etc.

Working conditions: It also explain working condition, hours of

work, safety and health hazards etc

Writing Job Descriptions

Step 1. Decide on a Plan

Step 2. Develop an Organization Chart

Step 3. Use a Job Analysis/Description Questionnaire

Step 4. Obtain Lists of Job Duties

Step 5. Compile the Job’s Human Requirements

Step 6. Complete Your Job Description

Example of Job DescriptionJOB TITLE:_____ OCCUPATIONAL

CODE:________

REPORTS TO:_____________ JOB NO. : ______

GRADE LEVEL: _______________

AS ON DATE :_________

FUNCTIONS (job summary): ______________________________________________________________________________________________________

TASKS AND DUTIES: ______________________________________________________________________________________________________

WORKING CONDITIONS: ______________________________________________________________________________________________________

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Specimen of Job Description

Title Compensation manager

Code HR/2310

Department Human Resource Department

Summary Responsible for the design and administration of employee compensation programmes.

Duties Conduct job analysis.

Prepare job descriptions for current and projected positions.

Evaluate job descriptions and act as Chairman of Job Evaluation Committee.

Insure that company’s compensation rates are in tune with the company’s philosophy.

Cont…

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USES OF JOB DESCRIPTION

grading & classification placement & orientation of new employees promotions & transfers defining & outlining career paths redressal of grievances investigating incidents locating faults defining limits of authority health & fatigue studies developing performance standards

JOB SPECIFICATION

Skills required to perform the job Physical demands of the job specify the minimum qualifications required of a worker

to fill specific jobs Describes what the job demands of employees and the

human factors and traits required to do job well. It include specific tool, action, experience, education,

training, that help clarify individual requirement for successful job performance.

It is written record of the physical ,mental,social & psychological and behavioral characteristics which a person should possess in order to perform the job effectively

JOB SPECIFICATION FACTORS

SKILLSFORMAL EDUCATIONEXPERIENCECOMMUNICATION SKILLSMATHEMATICAL SKILLSCOMPUTER SKILLSREASONING ABILITY

EFFORTPHYSICAL EFFORTDEXTERITYMENTAL CONCENTRATION

RESPONSIBILITYSUPERVISION OF OTHERSCONFIDENTIALITY/INFORMATIONPHYSICAL ASSETSCONTACTS WITH OTHERS

WORKING CONDITIONSHAZARDSJOB CONDITIONS

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Specimen of job specification

Education MBA with specialisation in HRM/MA in social work/PG Diploma in HRM/MA in industrial psychology.

A degree or diploma in Labour Laws is desirable.

Experience At least 3 years’ experience in a similar position in a large manufacturing company.

Skill, Knowledge, Abilities Knowledge of compensation practices in competingindustries, of job analysis procedures, of compensation survey techniques, of performance appraisal systems.

Skill in writing job descriptions, in conducting job analysis interviews, in making group presentations, in performing statistical computations

Ability to conduct meetings, to plan and prioritise work.

Work Orientation Factors The position may require upto 15 per cent travel.

Age Preferably below 30 years.

Job Evaluation (JOB STANDARDS)

Job evaluation provides the relative value of each job in the organization. It is an important tool to determine compensation administration.

If an organization is to have an equitable compensation program, jobs that have similar demands on terms of skills, education and other characteristics should be placed in the common compensation groups.

Job DesignJob Design

Is the process of structuring work and Is the process of structuring work and designating the specific activities at designating the specific activities at individual or group levels . individual or group levels .

It determines the responsibility of an It determines the responsibility of an employee employee

The authority he enjoys over his The authority he enjoys over his

work work Scope of decision making , level of Scope of decision making , level of

satisfaction & productivity satisfaction & productivity