This document provides guidance on conducting a job analysis. It explains that job analysis identifies job tasks, skills, and requirements. Employers use job analysis to validate human resource policies. The process of collecting and analyzing job data is time-consuming and requires planning. Key steps include determining data uses, learning the organization, selecting methods, and scheduling work. Important terms used in job analysis are defined. Guidelines are provided on collecting activity data from job incumbents, editing statements, and collecting specification data on skills, experience, and working conditions required for the job.

1. 1
Job AnalysisJob Analysis
The identification and description of
what is happening on the job.
Why Is It Done ?
To facilitate an organizations need to accurately and
precisely identify the required tasks, the knowledge,
and the skills necessary for performing them, as well
as the conditions under which they must be performed.

2. 2
Job AnalysisJob Analysis
Employers have been forced…to demonstrate
the validity of human resource policies and
practices that affect such activities and actions
as:
* Recruitment * Compensation * Hiring
* Testing * Training * Termination
* Promotion * Discipline * Transfers
Job analysis is the vehicle used to facilitate
this validation process.

3. 3
Getting StartedGetting Started
The Activities Involved in Collecting,
Analyzing, and Recording Job Data are:
»Manpower Intensive (Expensive)
»Organizationally Intense (Stressful)
It is Imperative that those Responsible for
Managing the Process Take the Time Necessary at
the Outset to:
»Develop an Action Plan
»Secure Senior Management's Support
»Solicit the Cooperation of the Employees

4. 4
Recommended Planning Steps
Job Analysis
Determine the
Organizational Use
of the Job Content
Data Collected.
Employment
Compensation
Training
Organizational Design
Safety and Health
Affirmative Action
Performance Review
Hiring the Handicapped

5. 5
Recommended Planning Steps
Job Analysis
Learn About the
Structure,
Operations,
and Jobs of the
Organization.
Review:
Mission Statements
Work Unit Goals and
Objectives
Organization Charts
Process Charts
Procedures Manuals

6. 6
Recommended Planning StepsRecommended Planning Steps
Job AnalysisJob Analysis
Identify and Select
Methods for
Collecting Job
Content Data.
Interview
Questionnaire
Observation
Diary / Log
Combination

7. 7
Recommended Planning Steps
Job Analysis
Schedule
the
Necessary
and Logical
Work Steps.
Develop a Time and
Cost Schedule
What are you going
to do?
Who is …...
How are you ……..
Where are you …….
When are you ……..

8. 8
Collecting And Describing Job
Data
Commonly Used Words
»Activity
A word with broad general meaning
that any kind of action, movement,
or behavior required of an
incumbent in performing job
assignments. Generic for function,
element, duty, responsibility, and
behavior.

9. 9
Commonly Used Words
» Major Activity or Responsibility
Relates to important or critical area of the job.
Taken together major activity statements
describe the job.
» Function
The natural or proper action an individual work
unit, mechanism performs.

10. 10
Commonly Used Words
» Element
The smallest step into which it is practical to
subdivide any work activity
without analyzing separate motions
and mental processes.
» Task
A coordinated series of work activity
elements used to produce an identifiable
and definable output that can be
independently consumed or used.

11. 11
Commonly Used Words
» Duty
One or more tasks performed in
carrying out a job
responsibility.
» Behavior
The actions an individual takes under
certain circumstances.

12. 12
Commonly Used WordsCommonly Used Words
» Essential Job Functions
An ADA related item. It is an activity that
the individual who holds the position must
be able to perform unaided or with the
assistance of a "reasonable
accommodation".

13. 13
Collecting Job Activity DataCollecting Job Activity Data
Begin With the Incumbent
The best source of job activity data is the
person doing the job…this is where you
should begin.
Remember, at this stage we need to know
what the job content is…..we will deal with
what it should be or what we want it to be a
little later in the process.

14. 14
Collecting Job Activity DataCollecting Job Activity Data
Draw a Job Picture
This is a mini-organization chart and it is a good
starting point for data collection because it requires
the incumbent to think of his or her job as it relates to
other jobs in the organization.

15. 15
Collecting Job Activity DataCollecting Job Activity Data
Have the Incumbent Identify Major Job
Activities.
Have the incumbent think about the activities
of the job relative to three to five (possibly
more) major categories of work.

16. 16
Collecting Job Activity DataCollecting Job Activity Data
Break Each Major Job Category Down Into
Specific Duties and Tasks.
This involves identifying the specific duties
and tasks that, when taken together,
constitute all of the key work activities of the
major job category.

17. 17
Collecting Job Activity DataCollecting Job Activity Data
Select the Most Appropriate Verb to
Describe the Action Taken.
*Verb selection requires an effort to identify
the word that best describes the activity.
*The right verb will tell the reader exactly
what is happening on the job and avoids
ambiguity.
*The right verb - the most appropriate verb -
must be the one everyone recognizes and
understands.

18. 18
Collecting Job Activity DataCollecting Job Activity Data
Select the Most Appropriate Verb to
Describe the Action Taken.
*The right verb - the most appropriate verb -
must be the one everyone recognizes and
understands.
*Beware of jargon….words used by specific
occupational groups that people outside the
field may be unable to recognize.

19. 19
Collecting Job Activity DataCollecting Job Activity Data
Edit, Edit, Edit, Edit, and Edit.
Avoid ambiguous words…Use quantitative
words when possible…Avoid making
conclusions, and when selecting words, be
consistent in their use.
Pages 146 through 149 in your text provide
an excellent example of the Job Activity Data
editing process.

20. 20
Editing Job Activity Data
Are there sufficient responsibilities to
cover all of the major areas of the job.
Do the duties fit the responsibilities.
Is anything missing.
Are statements too vague or too specific.
Are there an excessive number of
responsibilities (7+) or duties (10+)

21. 21
Editing Job Activity Data
What combinations or subdivisions of duty
and responsibility statements are possible
Check the verbs. Are they appropriate. Is
one verb used too often
Clarify deviations. Review the final product
with the supervisor and incumbents to ensure
that it is:
– Factually correct
– Easily understood
– Complete

22. 22
Collecting Job Specification
Data
Those Sections of the Job Analysis
Questionnaire That Ask for Information On:
» Knowledge and Skills
Required to perform the responsibilities of the
job.
» Education and Experience
Requirements, including any special licenses,
certification, or registrations.

23. 23
Collecting Job Specification
Data
» Miscellaneous Information
Any special knowledge, unique physical
demands, and description of working
conditions.
» Additional Information
Input of incumbent with respect to opinions,
observations, and recommendations
about job design.