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Job Task Analysis Case Study - Small Business
 

Job Task Analysis Case Study - Small Business

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This case study highlights a real-life small business problem and the specific actions that were taken to categorize the business into departments while properly allocating the right tasks to the ...

This case study highlights a real-life small business problem and the specific actions that were taken to categorize the business into departments while properly allocating the right tasks to the right staff. This case study is the first in a series of 7. Visit my profile to view the others.

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    Job Task Analysis Case Study - Small Business Job Task Analysis Case Study - Small Business Presentation Transcript

    • business parts analysis—case study Page 1 of 3 (job task analysis for small business)1 the problem… Fast Growth Over-Dependence on CEO Employee Role Ambiguity Not Prepared for Upcoming AuditSix years ago, Victor started a bouƟque medical pracƟce. His pracƟceis audited every three years and was previously cited for not havingdocumented employee roles and responsibiliƟes as well as an organi-zaƟon chart. Victor’s argument is that they provide excellent serviceand these “frivolous” things should not maƩer. However, with aconstant influx of new paƟents and an office staff that is largely de-pendent on him, being able to prove quality control is critical tothem passing their next audit and keeping the practice operable.2 how we helped… Onsite Work Observations Customized Staff InterviewsWe observed the work flow of Victor and all his staff, asking ques-Ɵons along the way. We suspected that most of the staff that weredocumented as being Independent Contractors were in fact Employ-ees. AŌer conducƟng a thorough onsite brainstorming session withall criƟcal staff, we were able to document a robust lisƟng of all jobtasks performed within the pracƟce. Next, the CEO was able togroup those tasks into departments and later idenƟfied all staffneeded to execute the tasks. Copyright © 2007—2012. Equilibria, Inc.This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.The Business Parts Analysis and the graphs shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only.Reproduction and distribution for-profit is prohibited. Equilibria, Inc. | www.EQBsystems.com | Twitter: @EquilibriaInc | www.linkedin.com/in/aliciabutlerpierre
    • business parts analysis—case study Page 2 of 3 (job task analysis for small business) MANAGEMENT ADMINISTRATIVE - Assume full legal authority and responsibility for agency - Assemble all initial assessment packets for the LMHPs - Conduct annual corporate board meeting - Assist in developing & maintaining the agencys Policies & Procedures manual - Consider purchasing building after two-year lease expires (asset management) - Assist office staff as requested on Doctor Visit Day - Consult Advisory Board on business process changes/modifications - Create and maintain the agency "How To" manual - Evaluate and initiate inter- and intra-state office expansion - Create full access and restricted access to network and certain software - Identify topics of discussion for office staff meetings - Determine best method for storing electronic records (network vs. ftp) - Prepare annual corporate board meeting minutes - Ensure agency compliance with relevant Federal, State, & Local regulations - Review monthly reports submitted by Administrator CEO/CAO Administrator CFO Receptionist Advisory Board I.T. Consultant MARKETING CLINICAL - Create and maintain company logo - Create marketing collateral to distribute to consumers & mental health orgs - Administer and score LOCUS/CALOCUS - Create, update, and print personnel business cards - Advocate, coordinate and execute the consumer Treatment Program - Evaluate creation of agency website - Assemble consumer charts for M.D.s review and prepare for Doctor Visit Day - Formulate aggressive marketing campaign for public education - Assess consumers needs on an ongoing basis - Assist Administrator and LMPH/ACE in timely handling of crisis intervention - Assist and document consumer complaint investigations Marketing Director - Assist consumers in their group sessions. QUALITY ASSURANCE Medical Directors/Psychiatrists - Attend and participate in office staff meetings Clinical Manager - Direct and coordinate activities of the Quality Assurance Program Licensed Mental Health Professionals - Ensure CARF compliance in daily operations Mental Health Professionals - Enter billing information into Unisys weekly and submit report to CFO for approval Community Support Workers - Host and participate in 3-year CARF audit - Input consumer service log data into the MHRSIS system daily - Maintain CARF 3-year accreditation ACCOUNTING & FINANCE Quality Assurance Coordinator - Approve all company purchases - Authorize purchase of office supplies, furniture, and equipment - Authorize reimbursement from billing reports HUMAN RESOURCES - Check agency account balances online monthly - Check Unisys weekly to ensure deposits - Add new contractor (1099 vs. W2) clause to each job description - Collect billing reports - Appoint and approve Clinical Manager - Collect invoices for payment - Appoint and approve qualified agency Administrator - Consult with CPA and Bookkeeper monthly on any accounting issues - Approve all hiring and firing - Create and maintain agency chart of accounts - Approve appointment of Psychiatrists - Approve payroll - Ensure agencys compliance with its charter and articles of incorporation - Assist CEO/CAO in maintaining the office staff Orientation and Training program - Enter all income and expense data into QuickBooks Bookkeeper H.R. Coordinator CPA Small Business Attorney Copyright © 2007—2012. Equilibria, Inc.This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.The Business Parts Analysis and the graphs shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only.Reproduction and distribution for-profit is prohibited. Equilibria, Inc. | www.EQBsystems.com | Twitter: @EquilibriaInc | www.linkedin.com/in/aliciabutlerpierre
    • business parts analysis—case study Page 3 of 3 (job task analysis for small business)3 value & results… ↑ Employee RetenƟon ↑ Roles & Responsibility Transparency ↑ Dept. of Labor & Audit ComplianceOur Business Parts Analysis revealed that:1. Victor is currently performing the work of four different posiƟons— by re-allocaƟng tasks and hiring the right people in the right order, he can free up 50% of his Ɵme to focus on business development;2. Most of the staff are in fact Employees and NOT Independent Contrac tors—this saved Victor thousands in potenƟal Department of Labor back taxes.3. There was no uniformity in exisƟng Job DescripƟons and they all need- ed to be updated—now Victor has a much more complete lisƟng of all roles and responsibiliƟes per posiƟon. This will not only ensure a suc- cessful audit, but will also help him: • effecƟvely disseminate the workload amongst exisƟng staff • increase employee performance • recruit and retain well-qualified staff 12-m onth Hir ing Prio rity tasks to deleg ate % task redu ction of CEO 1. S mall Business Atto rne y N /A* - 2. B ookkee pe r 21 17 % 3. C PA N /A* - 4. Adm inistrator 13 11 % 5. H.R. Co ordinator 22 18 % 6. M arketing Directo r 5 4% TO TAL 61 50% Copyright © 2007—2012. Equilibria, Inc.This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.The Business Parts Analysis and the graphs shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only.Reproduction and distribution for-profit is prohibited. Equilibria, Inc. | www.EQBsystems.com | Twitter: @EquilibriaInc | www.linkedin.com/in/aliciabutlerpierre