2. A job analysis is the
process used to collect
information about the
duties, responsibilities,
necessary skills,
outcomes, and work
environment of a
particular job
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5. Smallest practical unit into which
any work activity can be
subdivided.
Example: Job element for a pay
roll manager is signing the pay
checks each pay period.
When several elements are
combined to produce a
predetermined output, an
employee has completed a task.
6. An identifiable unit of work
activity that is produced
through the application of a
composite of methods,
procedures, techniques.
Example: A task for a house
keeping staff might be to carry
out regular cleanliness of his
area of responsibility.
7. Several distinct tasks that are
performed by an individual to
complete a work activity for
which he or she is responsible.
This involves performing all of
the elements & tasks required
to fulfill this responsibility.
Example: One of the duties of
pay roll manager is to process
the pay roll each pay period.
8. The combination of all the duties
required of one person in
performing a job referred to as
position.
Example: Each person in the
organization holds a position. The
position of Compensation policy
Administrator could include
ensuring the integrity of the data
used to compute the amount of
pay, verifying the accuracy of
deductions and physically
processing the payroll.
9. A job is a group of positions that
are similar enough with respect to
their job elements, tasks and duties
to be covered by the same job
description.
Example: More than one person in
an organization can hold the same
job. Several employees in an
organization may perform the job
of night-shift supervisors.
JOB: Pay roll manager.
10. An occupation is a combination of
job across organizations based on
the skills, efforts, and
responsibilities required by the
jobs.
Example: Pay roll manager may be
called a benefit coordinator in
another organization, even though
he or she performs the same job
elements, tasks, and duties.
11. A category in which similar
occupations are grouped
together.
Example: Compensation
specialist can be combined
with other occupations in
the field of Human Resource
(staffing specialist) and
placed into a job family of
human resource
professional.
12. DUTY: PAYROLL PROCESSING
OCCUPATION: COMPENSATION SPECIALIST
JOB: PAY ROLL MANAGER
POSITION: COMPENSATION POLICY ADMINISTRATOR
TASK: PREPARING FORMS
ELEMEMT: SIGNING PAY CHEQUES
JOB FAMILY: HUMAN RESOURCE PROFESSIONAL
13. The Basics of Job Analysis
Job analysis is the procedure through which you determine
the duties of the positions and the characteristics of the
people to hire for them.
Work activities
Behaviors
Machines, tools, equipment, and work aids
Performance standards
Job context
Human requirements
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14. Components of Job Analysis
JOB DESCRIPTION
Statement of tasks, duties, responsibilities, &
context of the job
JOB SPECIFICATION
KSA required to perform the job satisfactorily
JOB EVALUATION
Comparison of relative value of jobs in organization
for making compensation decisions
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15. Uses of Job Analysis Information
Recruitment and selection
Equal Employee Opportunity compliance
Performance appraisal
Compensation
Training
15
16. Methods for Collecting Job
Analysis Information
Interviews
Questionnaires
Observation
Diary/logs
Internet-based
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Method for collecting job analysis information
Interviews Questionnaires Observations Diary/Log
The information collected through a job analysis is used help manage all aspects of an effective HR program.
A job analysis helps compare each employee’s actual performance with his or her duties and performance standards in performance appraisals.
Compensation often depends on the job’s required skill and education level, safety hazards, degree of responsibility, and other factors you assess through job analysis.
The job description, which is created from a job analysis, lists the job’s specific duties and skills—and therefore the training—that the job requires.
Job analysis interviews range from completely unstructured interviews to highly structured ones. We will discuss interviews in more detail on the next slide.
Having employees fill out questionnaires to describe their job-related duties and responsibilities is another popular way to obtain job analysis information.
Direct observation is especially useful when jobs consist mainly of observable physical activities—assembly-line worker and accounting clerk are examples.
Another method is to ask workers to keep a diary/log of what they do during the day. For every activity engaged in, the employee records the activity (along with the time) in a log.
Qualitative methods like interviews and questionnaires are not always suitable. You may need to say that, in effect, “Job A is twice as challenging as Job B, and so is worth twice the pay.” Now, of course, you must be able to prove such a claim quantitatively. The position analysis questionnaire (PAQ) is a very popular quantitative job analysis tool, consisting of a questionnaire containing 194 items. The 194 items (such as “written materials”) each represent a basic element that may play a role in the job.
For internet-based job analysis, the HR department can distribute standardized job analysis questionnaires to geographically disbursed employees. Such questionnaires may be sent via company intranets, and include instructions to complete the forms and return them by a particular date.
The most important product of job analysis is the job description. A job description is a written
statement of what the worker actually does, how he or she does it, and what the job’s working
conditions are. You use this information to write a job specification; this lists the knowledge,
abilities, and skills required to perform the job satisfactorily.
The job description is one of the main outcomes of conducting a job analysis. The job identification section (on top) contains several types of information. The Fair Labor Standards Act (FLSA) status section identifies the job as exempt or nonexempt with respect to being exempt or non-exempt from FLSA overtime rules. Exempt and non-exempt status also is used to help plan compensation strategies for a firm. The “Date” is the date the job description was actually approved. The job summary should summarize the essence of the job, and include only its major functions or activities.
There may be a “relationships” statement that shows the jobholder’s relationships with others inside and outside the organization. Responsibilities and duties are the heart of the job description. This section should present a list of the job’s significant responsibilities and duties. This section may also define the limits of the jobholder’s authority.
A “standards of performance” section lists the standards the company expects the employee to achieve for each of the job description’s main duties and responsibilities.
Working conditions include the location, tools, environment (hot, cold, etc.) and the like.
More employers are turning to the Internet for their job descriptions. The process is simple. Search by alphabetical title, keyword, category, or industry to find the desired job title. This leads you to a generic job description for that title which you may then customize as needed. The Internet, particularly O*NET, can help you create the “human requirements” of the job for the job specification. We will discuss job specifications next.
