Job Analysis

Job Analysis is a systematic

exploration of the activities within a
job.
It defines and documents the duties,
responsibilities and accountabilities
of a job and the conditions under
which a job is performed.
Job Analysis
Job Analysis Methods
Observation method job analyst
watches employees directly or reviews
film of workers on the job.
Individual interview method a team
of job incumbents is selected and
extensively interviewed.
Group interview method a number of
job incumbents are interviewed
simultaneously.
Job Analysis
Job Analysis Methods
Structured questionnaire method
workers complete a specifically designed
questionnaire.
Technical conference method uses
supervisors with an extensive knowledge
of the job.
Diary method job incumbents record
their daily activities.
The best results are usually achieved
with some combination of methods.
Job Analysis
The Position Analysis Questionnaire
General, worker-oriented inventory that
also involves all other methods of data
collection
195 items grouped into 6 categories:
Information Input
Mental Processes
Work Output/Physical Activities
Relationships
Job Context
Other Job Characteristics



Job Analysis

Critical Incident Technique
Describes an action of individual
incumbent clearly responsible for the CI
Clearly describes what the worker did
(or failed to do) that directly led to
(in)effectiveness
Clearly describes the background
Clearly describes the consequences
Principle: Concrete and detailed
description of behavioural incidents that
led to success or failure on the job


Job Analysis: A Basic Human
Resource 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
to Human Resource Planning
Employment Planning and
the Strategic Planning Process
Job Analysis
Relationship
among
Different Job
Components
Questions Job Analysis
Should 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 Information Contents
Job title and location Name of job and where it
is located.
Organizational relationshipA brief explanation of
the number of persons
supervised (if applicable)
and the job title(s) of the
position(s) supervised. A
statement concerning
supervision received.
Relation to other jobs Describes and outlines the
coordination required by
the job.
Information Provided by a Job
Analysis
Area of Information Contents
Job summary Condensed explanation of
the content of the job.
Information concerning The content of this area
varies
job requirements greatly from job to job
and from organization to
organization. Typically it
includes information on
such topics as machines,
tools, and materials;
mental complexity and
attention required;
physical demands and
working conditions.
Information Provided by a Job
Analysis
Job Descriptions/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 Description
A job description should be a formal,
written document, usually from one to
three pages long. At a minimum, it should
include the following:
Date written.
Job Status (full-time or part-time; salary or
wage).
Position title.
Job summary (a synopsis of the job
responsibilities).
Detailed list of duties and responsibilities.
Supervision received (to whom the jobholder
reports).

Job Description (Continued)
Supervision exercised, if any (who reports
to this employee).
Principal contacts (in and outside the
organization).
Related meetings to be attended and
reports to be filed.
Competency or position requirements.
Required education and experience.
Career mobility (position[s] for which job
holder may qualify next).
Job Specifications
Minimum Acceptable Qualifications:

Educational Requirements
Experience
Personality Traits
Physical Abilities
Job
Analysis in
Perspective
Typical Areas Covered in a
Job Analysis Questionnaire
Stages
in the
Job
Analysis
Process
The Nature of Job Analysis
Job Analysis
A systematic way to gather and
analyze information about the
content, context, and the human
requirements of jobs.
Work activities and behaviors
Interactions with others
Performance standards
Financial and budgeting impact
Machines and equipment used
Working conditions
Supervision given and received
Knowledge, 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.
J ob:One or more positions within an organization.Ex: 3 mail clerks have
same job but different payroll position.
J ob 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 workers 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
Benefits of Job
Analysis
I
II III
IV
I
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 quits
Deaths
Retrenchment,
dismissals
Retirement
Promotions out
Demotions out
Transfers out
Loss of some skills,
capability etc. due to ill
health or accident
Loss of values, aptitudes
etc. due to change in the
attitude of existing
employees towards job,
department and
organization
Absenteeism
(temporary loss)
Deputations out lay off
Consultancy or advice
New hires
Promotions in
Transfers in
Demotions in
Acquiring New
skills
knowledge,
values,
aptitude etc.
by the existing
employees
Deputations in
Consultancy
and advice
Permanent
total
Permanent
partial
Temporary
partial
Temporary
total
LOSS
Permanent
total
Permanent
partial
Temporary
total
Temporary
partial
Forecasting of Changes in Manpower Supply