Job analysis and description

© 2003 Prentice Hall. Inc.
1
Instructor presentation questions: docwin@tampabay.rr.com
Job Analysis
Dr. Shrikant Sant (PT)

© 2003 Prentice Hall. Inc.2
Chapter Outline
I. The Nature of Job Analysis
Job Analysis Defined
Uses of Job Analysis Information
Steps in Job Analysis
II. Methods of Collecting Job Analysis Information
Introduction
The Interview
Questionnaire
Observation
Participant Diary/Logs
Quantitative Job Analysis Techniques
Using Multiple Sources of Information

Job Analysis – What is it and
how is it used?
The procedure for determining the
duties and skill requirements of a job
and the kind of person who should be
hired for it.

DEFINITION
Job analysis is the process of studying
jobs to gather, analyze, synthesize and
report information about job
responsibilities and requirements and the
conditions under which work is
performed.
Modified from Heneman and Judge (2009)

Jobs: Analyze, Describe and
Provide Specifications
 Determining duties and
skills
 Listing job duties,
responsibilities,
reporting, conditions,
supervision
 “Human requirements”

What Information do I
Collect?
 Work activities
 Human behaviors
 Machines, tools, equipment and work
aids
 Performance standards
 Job context
 Human requirements

Work activities
 Cleaning
 Selling
 Teaching
 Painting
 How, why and when the
activities are performed

Human behaviors
 Sensing
 Communicating
 Deciding
 Writing
 Job demands
 Lifting
 Walking
 Jumping jacks?

Machines, Tools,
Equipment, Work Aids
 Products made
 Materials
processed
 Knowledge
 Services

Performance Standards
Check out these sites for samples of
work standards. What are some of the
common threads?
 National Health and Safety Guidelines
 Job descriptions and performance
standards

Job Context
 Working conditions
 Schedule
 Organizational
context
 Social context

Human Requirements
 Job-related knowledge
and skills
 Education
 Training
 Work experience
 Personal attributes
 Aptitudes
 Physical characteristics
 Personality
 Interests

Uses of Job Analysis
Information
Job Analysis
Recruiting and
Selection
Decisions
Performance
Appraisal
Job Evaluation—
Wage and Salary
Decisions
(Compensation)
Training
Requirements
Job Description
and
Job Specification
Figure 3-1

Uses of Job Analysis
Information
 Recruitment
 Compensation
 Performance Appraisal
 Training
 Discovering unassigned duties
 Assessment and selection

Training
The job description
should show the activities
and skills—and therefore
the training—that the job
requires.

Steps in Job Analysis
1. Decide how to use the information
2. Review relevant background information
3. Select representative positions
4. Conduct the analysis
5. Verify with the worker and supervisor
6. Develop a job description and job
specification

Input from
Plant Managers
Input from
Suppliers
Job Under
Study—
Inventory Control
Clerk
Information
Output to
Plant Managers
Inventory
Output to
Plant Managers
Process Chart for Analyzing
Work Flow

Part 2: Methods of Collecting
Job Analysis Information
 The interview
 Questionnaire
 Observation
 Participant diary/logs
 Quantitative techniques
 Multiple sources of information

Widely Used: The Interview
 Individual interviews with
each employee
 Group interviews with
groups of employees who
have the same job
 Supervisor interviews with
one or more supervisors
who know the job.

Sample Interview Questions
 What is the job being performed?
 What are the major duties of your position? What
exactly do you do?
 What physical locations do you work in?
 What are the education, experience, skill, and
[where applicable] certification and licensing
requirements?
 In what activities do you participate?
 What are the job’s responsibilities and duties?

Sample Interview Questions
(continued)
 What are the basic accountabilities or performance
standards that typify your work?
 What are your responsibilities? What are the
environmental and working conditions involved?
 What are the job’s physical demands? The emotional
and mental demands?
 What are the health and safety conditions?
 Are you exposed to any hazards or unusual working
conditions?

Interview Guidelines
• The job analyst and supervisor should
identify the workers who know the job
best and would be objective
•Establish a rapport with the interviewee
•Follow a structured guide or checklist
•Ask a worker to list duties in order of
importance and frequency of occurrence
•Review and verify data

PORTLAND STATE UNIVERSITY
POSITION DESCRIPTION
* * PLEASE READ INSTRUCTIONS BEFORE COMPLETING THIS FORM * * ( ) New ( ) Revised
SECTION 1. POSITION INFORMATION
a. Class Title:
b. Class No.:
c. Effective Date:
d. Position No.:
e. Working Title:
f. Work Unit:
g. Agency No.:
h. Employee Name:
i. Work Location (City-County):
_________________________________________________________________________________
j. Position: ( ) Permanent ( ) Seasonal ( ) Limited Duration ( ) Academic Year
( ) Full Time ( ) Part Time ( ) Intermittent ( ) Job Share
_________________________________________________________________________________
k. FLSA: ( ) Exempt ( ) Non-Exempt l. Eligible for Overtime: ( ) Yes ( ) No
_________________________________________________________________________________
SECTION 2. PROGRAM/POSITION INFORMATION
a. Describe the program in which this job exists. Include program purpose, who's affected, size, and scope.
Include relationship to agency mission.
b. Describe the purpose of this position, and how it functions within this program, by completing this statement:
The purpose of this job/position is to . . .

SECTION 3. DESCRIPTION OF DUTIES
List major duties. Note percentage of time duties are performed. If this is an existing position, mark "N" for new duties or
"R" for revised duties.
% of
Time N/R DUTIES
_________________________________________________________________________________
SECTION 4. WORKING CONDITIONS
Describe special working conditions, if any, that are a regular part of this job. Include frequency of exposure to these
conditions.
________________________________________________________________________________
SECTION 5. GUIDELINES
a. List any established guidelines used to do this job, such as state or federal laws or regulations, policies, manuals or
desk procedures.
b. How are these guidelines used to perform the job?
SECTION 6. WORK CONTACTS
With whom outside of co-workers in this work unit must this position regularly come in contact?
Who Contacted How Purpose How Often?
SECTION 7. JOB-RELATED DECISION MAKING
Describe the kinds of decisions likely to be made by this position. Indicate affect of these decisions where possible.

SECTION 8. REVIEW OF WORK
Who reviews the work of this position? (List classification title and position number.) How? How often? Purpose of the
review?
SECTION 9. SUPERVISORY DUTIES TO BE COMPLETED ONLY FOR POSITIONS IN MANAGEMENT SERVICE
a. How many employees are directly supervised by this position? _______ Through Subordinate Supervisors?
_______
b. Which of the following supervisory/management activities does this job perform?
( ) Plans Work ( ) Responds to Grievances ( ) Hires/Fires (or Effectively Recommends)
( ) Assigns Work ( ) Disciplines/Rewards ( ) Prepares and Signs Performance Appraisals
( ) Approves Work
SECTION 10. ADDITIONAL JOB-RELATED INFORMATION
Any other comments that would add to an understanding of this position:
SPECIAL REQUIREMENTS: List any special mandatory recruiting requirements for this position:
BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate in what area, how much
(biennially) and type of funds:
_________________________________________________________________________________
SECTION 11. ORGANIZATIONAL CHART
Attach a current organizational chart. See instructions for detail to be included on the chart.
_________________________________________________________________________________________________
Employee Signature Date Supervisor Signature Date
_________________________________________________
Appointing Authority Signature Date

Observation
 Observation may be
combined with
interviewing
 Take complete notes
Talk with the person being
observed – explain what is
happening and why
Ask questions

Diaries and Logs
 Time-consuming
 Self-reporting
 Remembering what
was done earlier
 Can use dictating
machines and
pagers

Step 3: Use a Job
Analysis Questionnaire
JOB ANALYSIS
Job Title:
Description of the Job:
Tasks Tools Used
Standards for
Performance
Conditions for
Performance

Step 3: Continued
CONTENT ANALYSIS
Subject Area Title:
Content Description and Relevant Definitions:
Tasks Tools Used
Standards for
Performance
Conditions for
Performance

JOB DESCRIPTION AND
STANDARDS
•Job description:
Systematic, detailed summary of job tasks, duties
and responsibilities.
Assures that employees and managers are on the
same page regarding who does what.
•Job specification:
Detailed summary of qualifications needed to
perform required job tasks.
•Performance standards:
Establishes the level of satisfactory performance.

Mobility
•Walking – to move about on foot (greater than 2 steps).
•Standing – to remain on one’s feet in an upright position
without moving greater than 2 steps.
•Sitting – to remain in a seated position.
•Crawl – to move about on ones hands and knees.
•Driving – to operate a motorized vehicle, non-motorized
vehicle (such as bicycle), forklift, backhoe or other piece of
equipment.
Physical Demands
Definitions and Tips

Posture – Back
Bending Forward – to bend forward and downward by bending
the spine at the waist.
Bending Backwards – to extend the back, backwards (arching
the back).
Twisting – twisting the upper body (trunk) or bending the
upper body to the side (lateral
bending)
Physical Demands

Physical Demands
Posture – Reaching
•Above shoulder level – moving hand(s) and arm(s) in any
direction so that the hand(s) is/are above the shoulders (while
handling objects less than 5 lbs.).
•Chest to shoulder level – moving the hand(s) and arm(s) in
any direction so that the hand(s) is/are between chest and
shoulder level (while handling objects less than 5 lbs.). If the
upper arm(s) is/are hanging vertically at ones sides, this is not
considered Reaching.

Physical Demands
•Posture – Elbow/Forearm/Wrist
Elbow Flexion/Extension – to bend and/or straighten the arm,
moving about the elbow joint.
•Wrist Flexion/ Extension - to bend and/or straighten the hand,
moving about the wrist joint.
•Wrist rotation – to twist / turn the wrist (as if to open a door
handle).

Physical Demands
Posture - Neck
•Forward Bending / Flexion – to curve or flex the neck
forward / downward towards the chest.
•Backward Bending / Ext. – to curve or extend the neck
backwards as if to look up (i. e. towards the ceiling).
•Twisting / Turning / Tilting – to look / turn the neck sideways
towards the shoulder, or to tilt the head so that the ear moves
closer towards the shoulder.

•Below chest level – moving the hand(s) and arm(s) in any
direction so that the hand(s) is/are below chest level (while
handling objects less than 5 lbs.). If the upper arm(s) are
hanging vertically at ones sides, this is not considered
reaching.
•Behind the body – moving the hand(s) and arm(s) anywhere
behind the body
Physical Demands

Physical Demands
Posture – Hip/Knee/Ankle/Foot
•Crouching/Squatting – bending the body forward and downward
by bending the knees and spine/hips
•Kneeling – bending one or both knees, to come to rest on the
knees.
•Climbing (stairs/other) – ascending or descending stairs,
ladders, scaffolding, poles, equipment or other apparatus using the
feet and legs, and/or hands and arms.

Physical Demands
Lifting – raising or lowering an object from one level to
another (including holding an object in a static position)
Carrying – transporting an object from one location to another
by moving ones feet 2 or more steps, usually holding the object
in the hands, arms or on the shoulder.
Pushing/Pulling – exerting a force upon an object so that the
object moves toward or away from the force (includes exerting
force to hold an object in a static position and jerking an
object).
Gripping / Grasping – seizing, holding, turning or otherwise
working with the hands.

Physical Demands
•Jumping – to spring up from the ground or down to a lower
level using the foot and leg muscles.
•Foot Pedal/Action – to use one or both feet to activate a foot
pedal, or some other foot action / movement required
•Pushing (palm press / finger) – using the open palm or
fingers to apply force to an object. Some examples my include
using the palm as a hammer, using one or more fingers to
insert small parts into small openings.

Physical Demands
Pinching – pressing the thumb and one or more fingers
together to hold an object, examples of such activities may
include turning butterfly bolts, pulling fabric, turning a key.
Fine Finger Movement – using the fingers to manipulate /
handle an object(s), examples of such activities may include
typing, sorting papers, activating buttons, sorting / separating
small parts.
Writing – to inscribe or trace words, letters, numbers, symbols,
etc., using a pen, pencil or other writing instrument.

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