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HRM ORGANIZATION OF PERSONNEL FUNCTIONS JOB ANALYSIS

Lecture 2
4/1/2012 1

Objective
1. 2. 3. 4. 5. 6. 7. 8. 9.
Personal Management in Indian context. PM growth Role of Personal Administration Difference between Personal Management and HRM Discuss the nature of job analysis (what it is and how it is used)

Job description
Job specification Job design Job design approaches

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PM IN INDIAN CONTEXT
Fourth century B.C.
Kautilya observed there existed a sound base for systematic management of human resource.

In 1950s in India
saw the birth of the personnel functions when outdated technocrats and retired army officials were appointed by industries to look after workers interest.

The 1960s
saw a stress on the welfare attitude in the personnel profession.

PM IN INDIAN CONTEXT

The 1960s
saw a stress on the personnel profession.

1970s
Introduction of the legal angle. Adjudication of disputes became important and personnel officers went about obtaining welfare attitude in the law degree to horn their legal skills for use on the shop floor.

PM IN INDIAN CONTEXT
1980s
Enlargement of the legal aspect. Collective bargaining became the most important skill of the personnel officers. Bipartite negotiation were complemented by union militancy.

1990s
The era of participative management And the slow withering away of unions on the other hand.

Personnel Management Growth


In India PM emerged because of governmental interventions and compulsions. Calico Mills, Ahmedabad opened crche for the children of women workers and appointed Doctors for the care of these children. Tata in Bombay appointed the first labor officer. In the early thirties, the Mill Owners Association, Bombay appointed the first labor officer Tata and Iron and Steel Corporation at Jamshedpur appointed the first labor officer in the year 1937. The Factory Act is proved another milestone in the development of Personnel Management. The appointment of labor officers to handle labor and welfare matters followed the passing of the Factory Act, 1948. Section 49 of this Act requires the appointment of qualified welfare officer in each factory employing more than 500 workers.
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Personnel Management Growth


As per the Act, Personnel managers were responsible for welfare of workers as well as their proper care concerned with the medical facility, educational facilities, sitting facilities, hygienic food and canteen facilities etc. Another job of personnel managers was to recruitment and selection. They were also responsible to settle the disputes arise time to time in the company.

Personnel Management Growth


These are the historical background of emergence of personnel management in India, which passed through the various stages form voluntary organization to obligatory regulations.

The objective are to provide a better working place for the workers and ensure the safe and healthy working culture in the organization.

Role of Personnel Administration


Personnel administration is not the distinct stream of personnel management but it is related phenomena. The main role of personnel administration can be described as: I. Documentation of personnel policies is very important and keeping its record for the action is equally important. Making the policy for the welfare amenities, maintaining the sound working environment,

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Role of Personnel Administration


Salary administration, governing personnel policies for the recruitment and selection, updating the need and demands of training for the employees etc,. II. Labor relation is one of the great jobs of personnel administration. III. Administrating the safety and health policy, making the retirement benefits, time management and its records, and social security of workers are the important areas of personnel administration.

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Role of Personnel Administration


IV. Dealing with the leave, medical facilities, transportation, regulatory matters, disciplinary action and other employees claim are the other areas of personnel administration. V. Counseling, consultation, advisory and dealing with the technological change and its adaptation are the key result areas for the personnel administration.

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Role of Personnel Administration

VI. Personnel administration and trade union inseparable aspect of personnel management.

are

VII. Personnel administration deals with the matter of collective bargaining, grievances and conflicts in the organization, labor management and their concerns, labor agencies and their legal matters etc.

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Difference between PM and HRM


Personal Management
Personnel Management is an operational function. PM is a maintenance function PM is workforce centered. PM is a administrative function

HRM
HRM is a strategic function HRM is more proactive, forecasting the organizational needs. HRM is resource-centered. HRM is concerned with development and implementation of people strategies.

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JOB ANALYSIS

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The Nature of Job Analysis


Job is a bundle of related tasks Job is the process of collecting job related information . The process of Job Analysis results in 2 sets of data 1) Job Description ( what all the job involves) 2) Job specification ( capabilities of the job holder)

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The Nature of Job Analysis


Job analysis- is the process of collecting job related information. Such information helps in the preparation of Job description and Job specifications. Job analysis involves collection of job related information. The focus is on the job and mot on the individual holding the job. Job description A list of a jobs duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilitiesone product of a job analysis. Job specifications A list of a jobs human requirements, that is, the requisite education, skills, personality, and so onanother product of a job analysis.

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The Nature of Job Analysis


Job Analysis A process of obtaining all pertinent job facts

Job description- A statement containing items such as Job title Location Job summary Duties Machine, tools and equipment. Materials and forms used Supervision given Working conditions Hazards

Job specification- A statement of human qualification necessary to do the job Education Expereince Training Judgment Physical effort Physical skills Responsibilities Communication skills

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Uses of Job Analysis Information

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Uses of Job Analysis Information


Recruitment and selection
Selection of people to recruit based on job requirements and human characteristics needed to perform these jobs

Performance appraisal
Compares employees performance with standards which are derived from job analysis

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Uses of Job Analysis Information


Job evaluation / compensation
Estimate value of each job and its appropriate compensation based on jobs required skill, education level, safety hazard, level of responsibility etc. Relative worth of job determined to group jobs into different classes

Training requirements
Training requirements based on job and required skills which are listed in the job description

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Steps in Job Analysis


Step 1: Identify the job to be analysed. Step 2.Strategic choice which involves:
Extent of employee involvement Level of details of the analysis Past-oriented vs future-oriented job analysis Source of job data

Step 3. Gather information


What type of data is to be collected

What methods are to be employed for data collection


Who should collect the data

Step 4. Process information Step 5. Job description Step 6. Job specification

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The Nature of Job Analysis


Type of information collected: Work activities How the task is performed Why the task is performed When is a task performed Machines, tools, equipment, and work aids Job context Physical working conditions Work schedule Incentives Human requirements Specific skills Special education and training Work expereince Physical characteristics

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Job Analysis
Job Analysis Form

Job Analysis Form

Department: Section:

Location:
Responsible to: Purpose and contacts: Work environment: Authority, tasks and responsibilities: Work standards and checking procedures: Skills, knowledge and experience: Job prospects: Other information: Completed by:
4/1/2012

Responsible for:

Signature: Date:
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Job title:

Methods of Collecting Job Analysis Information

CRITICAL INCIDENT METHOD


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Methods of Collecting Job Analysis Information


Method : Interview Information sources Individual employees Groups of employees with same job Supervisors with knowledge of the job Interview formats Structured (Checklist) Unstructured Advantages Quick, direct way to find overlooked information. Disadvantages Distorted information

Interview Guidelines
The job analyst and supervisor should work together to identify the workers who know the job best. Quickly establish rapport with the interviewee. Follow a structured guide or checklist, one that lists open-ended questions and provides space for answers. Ask the worker to list his or her duties in order of importance and frequency of occurrence. After completing the interview, review and verify the data.

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Methods of Collecting Job Analysis Information: Questionnaires


Information source Have employees fill out questionnaires to describe their jobrelated duties and responsibilities. Questionnaire formats Structured checklists Opened-ended questions Advantages Quick and efficient way to gather information from large numbers of employees Disadvantages Expense and time consumed in preparing and testing the questionnaire

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Methods of Collecting Job Analysis Information: 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 Disadvantages Time consuming Difficulty in capturing entire job cycle Of little use if job involves a high level of mental activity
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Methods of Collecting Job Analysis Information: Participant Diary


Information source Workers keep a chronological diary/ log of what they do and the time spent in each activity Advantages Produces a more complete picture of the job Employee participation Disadvantages Distortion of information Depends upon employees to accurately recall their activities
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Methods of Collecting Job Analysis Information: Technical Conference and Critical Incident Technique
Technical Conference Method Uses experts to gather information about job characteristics Critical Incident Technique (CIT) Takes past incidents of good and bad behavior Organizes incidents into categories that match the job they are related to Involves 4 steps CIT steps Brainstorm and create lists of dimensions of job behaviors List examples of effective and ineffective behavior for each dimension Form a group consensus on whether each incident is appropriately categorized Rate each incident according to its value to the company

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Job Analysis
WHO IS RESPONSIBLE TO COLLECT THE DATA -Job holder - Supervisor - Trained analyst

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Information processing
Job description - Implies objective listing of the job title, tasks, duties and responsibilites -A written statement of what the worker actually does, how he or she does it, and what the jobs working conditions are.

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Writing Job Descriptions


Sections of a typical job description
Job identification
Job summary Responsibilities and duties

Relationship( Chain of command)


Job specifications

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The Job Description


Job identification Job title: name of job Date: when the description was written Prepared by: who wrote the description Job summary Describes the general nature of the job Lists the major functions and objectives of the job. Responsibilities and duties A listing of the jobs major responsibilities and duties (essential functions)

Defines limits of jobholders decision-making authority, direct supervision, and budgetary limitations.

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The Job Description


Relationships (chain of command) Reports to: employees immediate supervisor Supervises: employees that the job incumbent directly supervises Works with: others with whom the job holder will be expected to work and come into contact with internally. Outside the company: others with whom the job holder is expected to work and come into contact with externally.

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Job Description Form

Job Description
Job title:

Department:
Section:

Responsible to:
Responsible for: Job location: Purpose: Tasks and duties: Other features:

Prepared by: Job title:


4/1/2012

Signature: Date:
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JOB DESCRIPTION
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. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations. Work with other management personnel to plan marketing, advertising, and any special restaurant functions. Direct hiring, training, and scheduling of food service personnel. Investigate and resolve complaints concerning food quality and service. Enforce sanitary practices for food handling, general cleanliness, and maintenance of kitchen and dining areas. Comply with all health and safety regulations. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance. Perform other duties as assigned by management. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate. Good organizational skills for dealing with diverse duties and staff. Pleasant, polite manner for dealing with public as well as staff. Department: Division: Approved:

2. 3. 4. 5. 6. 7. 8. 9. 1.

Qualifications:

2. 3.

Reports to: Supervises: Date:

Source (revised from): http://www2.hrnext.com/Article.cfm/Nav/2.4.0.0.6719.0

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Exhibit 4.3 Job Specification Form

JOB ANALYSIS AND JOB DESIGN

Job Specification Job title:

Department: Section:

Job Location:
Criteria Education, qualification, training Experience Knowledge and skills Personality Physical make-up Interests Other requirements Prepared by:
4/1/2012

Essential

Desirable

Contra-indicator

Signature: Date:
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Job title:

An Exercise
Human resources manager job description I/ Job information of HR manager 1. Job tile: 2. Job Code: 3. Department: 4. Report to: 5. Job purpose: II/ Key tasks of HR manager 1. Recruitment and Selection Maintain up-to-date recruitment progress report, talent database and all related staffing communication. Process all local recruitment requests in an effective and efficient manner. Managing orientation program for employee to the business and culture. 2. Training and Development Interface with Group HR and external vendors and suppliers for the implementation of corporate training or training programs to meet the business needs where appropriate. Identify key skills, specialty skills and propose training needs accordingly. Managing, communicating and delivering important projects that impact other parts of the organization.

An Exercise
3. Compensation and Benefits Monitor and alert the regional human resources director to any variance between the budgeted and actual salaries and headcount. Occasionally, produce and submit information to for knowledge sharing with Group HR. To be in charge of payroll administration and to make all necessary co-ordination to make a smooth and efficient operation (variable compensation, overtime, expatriates compensation, special payments). Gather all necessary data to benchmark salaries and benefits. Compile all data needed for the annual salary review, and the annual performance appraisal analysis. Provide recommendations and support to HR representatives (mainly Finance Directors) across the region. Provide information to Expatriate staffs regarding C&B (Tax; Social Benefits). 4. Employee Relations To detect and handle complaints, disputes and grievances of all staffs and to report them to the Regional Human Resources Director To foster a conducive working environment through employee relations activities and communication To conduct exit and grievance interviews with all departments/staffs To assist in handling all local labor tribunal cases 5. Rules and Regulations To review the staffs rules and regulations (or employee handbook) on a regular basis To create and implement the employee staff rules and regulations for newly created subsidiaries in the region

An Exercise
6. Budget, financial management Submit the Personnel Budget for all personnel costs and Headcount to Finance Department. Produce and submit the yearly tax returns for all staffs on a yearly basis. Produce and submit the payroll journal and the Headcount report to Finance Department on a monthly basis. To submit the Personnel latest estimates for all personnel costs and headcount to Finance Department on a quarterly basis. 7. Human resource information system Maintain smooth running of the Human Resources Information System. Monitor timely update of personnel records (personal details, position, salary, appraisal outcomes, leave records, training and awards). Organize locally and produce Group HR reporting.

An Exercise
JOB SPECIFICATION III / Job specification of HR manager 1. Knowledge University diploma Professional certificates as requirements HR knowledge Having knowledge of business sector of company 2. Skills Strategic planning, complex problem resolution and general management expertise. Outstanding communication and presentation skills. High level of interpersonal skills and integrity; solid team player. Creative, forward thinker. coaching and leadership skills Strong presentation and facilitation skills. 3. Experiences Minimum of 6 years human resources experience. Minimum of 2 years HR manager experience. Preferable to have experience in FCMG. ISO experience would be an advantage. 4. Abilities Ability to influence senior management, establish and maintain collaborative partnerships and provide thought leadership. Ability to architect and drive change Ability to lead in a global, matrixed environment A flexible team player with a proven ability to work successfully in a matrix reporting environment. Proven ability to build strong working relationships, internal and external to the organization.

Example of Job description and job specification

Software Engineer

As a software engineer (SE) you would get the opportunity to work with various business units aligned with various industry verticals like banking, life sciences, and retail to name a few. As an SE you would be responsible for: Understanding client requirements and preparing designs for translating those needs into deliverables Building best-of-breed applications and software per-specification and on-time delivery of identified workproducts Ensuring compliance to corporate policies, processes and standards Maintaining and enhancing applications and software per specific client-contractual norms Qualifications Min 2.1 grade is preferred Undergraduate students completing their degree in 2007 Excellent communication, analytical, and problem-solving skills Demonstrated teamwork and leadership abilities A familiarity with computer science concepts and programming is helpful but not necessary

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Exercise- Write job description

The following is the job specification information of the job of General Manager Marketing. You are required to prepare job description Garware Paints Ltd. Is one of Indias leading paint companies with an annual sales turnover exceeding Rs. 40 cr. It manufactures a wide range of surface coatings which are marketed through a network if 25 sales depots spread across the country. The professionally managed company wishes to recruit a dynamic General Manager marketing as a member of its top management team, reporting to the Executive Director. The incumbent shall be an outstanding professional, with management cum-marketing background, have relevant experience at senior level, with a proven track record. He is expected to have a high degree of commercial , conceptual and communication skill. Preferred age 35-45 yrs. Emoluments inclusive of usual perquisites associated with such position would be around Rs. 13,00,000 per annum plus generous retirement benefits

Example
Job Description

Department: Job title: Job Code: Responsible to: Job location: Purpose:

Marketing General Manager-Marketing GPMGM01 VP-Marketing Mumbai Marketing, brand strategy, marketing plan, strategic marketing for Garware Paints Ltd., so as to develop sales of the 25 sales depot spread across the country.

Duties and responsibilities Analyzing and interpreting industry scenarios and changing dynamics to formulate a proactive marketing approach Enabling Customer Satisfaction Measurement and to understand the Need Gap Developing strategies for increasing the brand awareness and trials Monitor, review and report on all marketing activity and results. Determine and manage the marketing budget. Aligning agencies (creative, media, PR) to play an enabling role in deliveries of desired business outcomes Developing and mentoring team capabilities to meet short term & long term objectives Facilitating professional & career growths of the team with a clearly defined career path, developing related competencies and providing environment and opportunities to learn and grow Prepared by: Date: 21-Jan-2012 Signature:

JOB DESIGN
Job design involves conscious efforts to organize tasks, duties and responsibilities into a unit of work to achieve certain objectives. Job design follows job analysis. A logical sequence to job analysis is job design. Job design is defined as the process of deciding on the content of a job in terms of its duties and responsibilities , on the method to be used in carrying out the job, in terms of the techniques , system and procedures and the relationship that should exist between the job holder and superiors, subordinates and colleagues. Approaches to Job design - Engineering approach -Job characteristic approach

JOB DESIGN Approach


Job Characteristics Approach- This states that employees will work when they are rewarded for the work they do and when the work gives them satisfaction. Hence motivation, satisfaction and performance should be incoprated into the job. 5 core job dimensions 1) Skill variety 2) Task identity 3) Task significance 4) Autonomy 5) Feedback
Motivational Potential Score ( MPS)= Skill variety+ Task+ Task significance Feedback 3 * Autonomy*

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JOB DESIGN Approach

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Job design approach


Job design approach
Job rotation Job enlargement Job enrichment

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Job design approach


Job rotation- Moving a trainee from department to department to broaden his or her experience and identify strong and weak points to prepare the person for an enhanced role with the company Systematically moving workers from one job to another to enhance work team performance
Task 2 Assemble parts Task 2 Test component

Task 1 Drill holes Week 1

Week 2

Week 3

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Job design approach


Job enlargement-Assigning workers additional same level activities, thus increasing the number of activities they perform. It tackles dissatisfaction and reduce monotony by increasing variety of tasks. Job enrichment-Redesigning jobs in a way that increases the opportunities for the worker to experience feelings of responsibility, achievement, growth, and recognition. Job become enriched when it gives job-holder more decision-making, planning and controlling powers. It is enriched when the nature of job is exciting, challenging and creative. Flexi timings Telecomm uniting

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Characteristics of an Enriched Job


Direct feedback Personal Accountability Client Relationship

Direct Communication Authority

New Learning Enriched job

Control over resources

Unique Expereince

Scheduling of own work

CHARACTERISTICS OF AN ENRICHED JOB

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