STAGE ONE

JOB ANALYSIS

What is Job Analysis?

Job Analysis is a process to identify and determine in detail the particular job duties and requirements and the relative importance of these duties for a given job.

The Job; not the person

An important concept of Job Analysis is that the analysis is conducted of the Job, not the person. While Job Analysis data may be collected from incumbents through interviews or questionnaires, the output of the analysis is a description or specifications of the job, not a description of the person.

Job Analysis ( cont’d)

Job AnalysisProcess

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Job Analysis MethodsJob Analysis Methods

Job AnalysisJob AnalysisMethodsMethods

Job AnalysisJob AnalysisMethodsMethods

InterviewingInterviewingInterviewingInterviewing Dairy/LogsDairy/LogsDairy/LogsDairy/LogsComputerizedComputerizedJob AnalysisJob Analysis

(WPS )(WPS )

ComputerizedComputerizedJob AnalysisJob Analysis

(WPS )(WPS )QuestionnaireQuestionnaire

ss

ObservationObservation

Methods of Job Analysis: Observation

• Information Source• Observing and noting the physical activities of employees as

they go about their jobs

• Advantages• Provides first-hand information

• Reduces distortion of information

Methods of Job Analysis: Observation (cont’d)

• Disadvantages:• Time consuming

• Difficulty in capturing entire job cycle

• Of little use if job involves a high level of mental activity

• Observer’s Difference of mental disposition.

• Analyst’s caliber should match employee’s caliber

Methods of Job Analysis: The Interview

• Information Sources• Individual employees (existing job holder)

• Immediate boss (Supervisors ) with knowledge of the job.

• Interview format

Structured

Unstructured

Methods of Job Analysis: The Interviews (cont’d)

• Advantages• Quick, direct way to find overlooked

information required.

• Disadvantages• Exaggeration of importance of job

• In case of supervisor, he may not be interesting in the JD of the subordinates.

• Attitude may not be supportive.

• Difference in perception, attitude and aptitude of the interviewee.

• Lack of communication.

• Analyst’s caliber should match employee’s caliber.

Methods of Job Analysis: Questionnaires

• Information Source:Have employees fill out questionnaires to describe

their job-related duties and responsibilities.

• Questionnaires format:

1. Structured checklist.( to identify the task performed)

2. Open ended questions

Methods of Job Analysis: Questionnaires (cont’d)

• Advantages• Quick and efficient way to gather information from large numbers of

employees• Quick and economical to use

• Disadvantages• Expense and time consumed in preparing and testing the

questionnaire.• Becomes less useful where the employees lack verbal skills.

Methods of Job Analysis: Work Diaries

• Information Source• Workers keep a chronological diary/ log of what they do and the time

spent on each activity.

• Advantages• Produces a more complete picture of the job

• Employee participation

• Maintained on daily basis.

• Disadvantages• Distortion /Falsification of information

• Depends upon employees to accurately recall their activities

• Is designed to help employers accomplish human

resource functions. There are three versions of the WPS tied to types of occupations: managerial, service, and technical occupations.

• The WPS is computer-administered on-site at a company. It contains a structured questionnaire which measures ability and personality attributes in areas such as

Methods of Job Analysis:Work Profiling System (WPS) Saville & Holdsworth's ( SHL)

Hearing Skills, Sight, Taste, Smell, Touch, Verbal Skills, Number Skills, Complex Management Skills, Personality, and Team Role.

Advantages-Structured, menu driven process -Data is collected in a Consistent fashion throughout the organization,-Allowing easy comparison of results for every job. -User-friendly navigation and basic System requirement s.

- WPS Meets a Range of Organizational Needs.

Methods of Job Analysis: Work Profiling System (WPS) Saville & Holdsworth's ( SHL)

Which Method /Technique Should Be Followed ?

Human resource experts cannot rely on individual job analysis techniques so normally all the methods are used collectively.

Job Analysis Process Output

Job Analysis Output Data• Job Identification • Job summary• Job duties and responsibilities• Working conditions• Machines tools and equipment• Social environment• Supervision• Relation other job• Qualifications and experience• Social characteristics• Specific Skills required /Physical Skills• Knowledge required• Health Considerations

Component of job analysis

Job

DescriptionJob

Specification

JOB DESCRIPTION

• Definition It is the statement that defines the duty, relationship, responsibilities and results expected of the person in the job. It is an overall view of what to be done in the job

JOB SPECIFICATION

• Definitionis the delineation of the knowledge, skills, and abilities along with the associated education, training, and experience required to successfully perform within a position

Job Description and Job Specification in Job Analysis

21

Job DescriptionA statement containing items such as

• Job title• Location• Job summary• Duties• Machines, tools, and

equipment• Materials and forms used• Supervision given or received• Working conditions• hazards

Job specificationA statement of human qualifications necessary to do the job. Usually contains such items as

• Education• Experience• Training• Judgement• Initiative• Physical efforts• Physical skills• Responsibilities• Communication skills• Emotional characteristics• Unusual sensory demands such as

sight, smell, hearing

Job AnalysisA process of obtaining all pertinent job facts

Relationship of Job Analysisto Other HRM Functions

HRM FunctionsHRM FunctionsHRM FunctionsHRM Functions

RecruitmentRecruitmentRecruitmentRecruitment

SelectionSelectionSelectionSelection

Performance Performance AppraisalAppraisal

Performance Performance AppraisalAppraisal

Training and Training and DevelopmentDevelopment

Training and Training and DevelopmentDevelopment

Compensation Compensation ManagementManagement

Compensation Compensation ManagementManagement

Determine recruitment qualificationsDetermine recruitment qualificationsDetermine recruitment qualificationsDetermine recruitment qualifications

Provide job duties and job Provide job duties and job specifications for selection processspecifications for selection process

Provide job duties and job Provide job duties and job specifications for selection processspecifications for selection process

Provide performance criteria for Provide performance criteria for evaluating employeesevaluating employees

Provide performance criteria for Provide performance criteria for evaluating employeesevaluating employees

Determine training needs and develop Determine training needs and develop instructional programsinstructional programs

Determine training needs and develop Determine training needs and develop instructional programsinstructional programs

Provide basis for determining Provide basis for determining employee’s rate of payemployee’s rate of pay

Provide basis for determining Provide basis for determining employee’s rate of payemployee’s rate of pay

Uses of Jobs Analysis

Human Resource Management, 5E 23

Job Analysis

Job Description

Job Specification

Job Evaluation

Remuneration

Training and Development

Recruitment and Selection

HR Planning

Performance Appraisal

Personnel Information

Safety and Healthy

Job Analysis in Job Analysis in PerspectivePerspective

Problems with Job Descriptions• If poorly written, they provide little guidance to the

jobholder.• They are not always updated as job duties or

specifications change.• They may violate the law by containing specifications not

related to job success.• They can limit the scope of activities of the jobholder,

reducing organizational flexibility.

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April 7, 2023 Prepared and Delivered By Tarek Hegazy 26

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