The document discusses job analysis which involves studying job patterns to determine tasks, duties, and responsibilities. It describes how HRIS systems track employee information and major HRM activities that rely on job analysis data like productivity, discrimination, training needs. Job analysts identify jobs, develop questionnaires, and collect data to analyze jobs which informs applications like HR planning, recruitment, and performance management. Job descriptions document duties while job specifications list human requirements.

3. Job
“A job is a pattern of tasks,
duties and responsibilities that
can be done by a person.”

4. Job analysis
“Job Analysis seeks to study
these patterns of activity to
determine the tasks, duties and
responsibilities needed for each
job.”

5. Hris
 An HRIS, the abbreviation for Human
Resources Information System, is a
system that lets you keep track of all
your employees and information about
them. It is usually done in a database or,
more often, in a series of inter-related
databases.

6.  department,
 job title,
 grade,
 salary,
 salary history,
 position history,
 supervisor,
 training completed,
 special qualifications,
 ethnicity,
 date of birth,
 disabilities,
 veterans status,
 visa status,
 benefits selected,
 and more

7. Major HRM Activities that Rely
on Job Analysis Information
1. Improve productivity levels through careful study of
jobs.
2. Eliminate unneeded job requirements that can
cause discrimination in employment
3. Match job applicants to job requirements
4. Plan for future human resource requirements
5. Determine training needs for employees
6. Compensate employees fairly and equitably
7. Improve overall quality of work life
8. Set realistic performance standards
9. Redesign jobs to improve performance and/or
employee morale

8. Role of Job Analysts
1. Identify the jobs to be analyzed
2. Develop data collection approaches
including questionnaire construction
3. Collect job analysis information

9. Job Identification
 Small organizations: process is simple
because there are few jobs
 Large organizations: analysts may have to
construct list of jobs from payroll records,
organization charts, or discussion with
workers and supervisors. Previous
records may also be used.

10. Data Collection Instrument
Design
 To study jobs, analysts develop
questionnaires that are sometimes called
checklists or job analysis schedules. These
questionnaires seek to collect job
information uniformly. They uncover the
duties, responsibilities, human abilities and
performance standards of the jobs
investigated. E.g job analysis
questionnaire

11. Job Analysis Questionnaire
 Status refers to whether the job is
exempt or not exempt from overtime
laws.
 Identification information includes job
title, division and title of supervisors and
a unique job identification number.

12. Job Analysis Questionnaire
 Duties and Responsibilities- outlines the
purpose of job, what the job accomplishes
and how the job is performed.
 Human Characteristics and Working
conditions-
 checklist uncovers the particular skills, abilities,
training, education, experience and other
characteristics.
 Working conditions may explain the need for
particular skills, training, knowledge or a particular
job design.

13. Collecting Job Analysis Information
1. Interviews
Face to face interviews are effective
2. Mail Questionnaires
Survey employees through mailed questionnaire
sent by inter-office mail or by post.
 Position Analysis Questionnaire
 Management Position Description Questionnaire
3. Employee Log
Workers periodically summarize their tasks and
activities in the log. They are time consuming.
4. Observation
Direct observation is slow, costly and potentially less
accurate. Language barrier may necessitate
observation.
5. Combinations
2-3 methods. High accuracy low cost.

14. The 3 phases of Job Analysis Information
Prep for JA Collection of job analysiS Applications of JA Info
info
General Applications
Data •HRIS
Familiarity Job collecti Data •Job
with Identfn on Collctn Descrip •Identify job
organizatio instru families
n and Type •Job specs
ment •Recruitmnt
of work Design •Job stndrds , selection
•Job design & trng
•Redesign
jobs

15. USES OF JOB ANAYLSIS
1. HR Planning
2. Recruitment
3. Selection
4. Placement and Orientation
5. Training
6. Counseling
7. Employee safety
8. Performance Appraisal
9. Job design and Redesign
10. Job Evaluation

16. Job description
 A list of a job’s duties, responsibilities,
reporting relationships, working conditions, and
supervisory responsibilities, one product of a
job analysis

17. Job Descriptions
1. Job Identification
A job description is a written statement that explains the
duties, working conditions and other aspects of a specified
job.
○ Skill Level- amount and type of education and training
○ Skill Type- type of work performed
2. Job Summary and Duties
It is a written narrative that concisely summarizes the job in a
few sentences. It tells what the job is, how is done and why.
3. Working Conditions
Hours of work, safety and health hazards, travel requirements
etc
4. Approvals
Supervisors are asked to approve the job descriptions. It is a
further test of the job description.

18.  The job description should include at least the
following elements:
 Job title.
 Job code.
 FLSA status.
 Job summary.
 Essential job duty task statements.
 Job context or any unusual elements.
 Date created.
 Revision number and date.

19.  Job specifications
A list of a job’s “human requirements,”
that is, the requisite education, skills,
personality, and so on, another product of
a job analysis.

20.  The job specification should include at least the
following elements:
 Job title.
 Job code.
 Job summary.
 Knowledge required to perform job.
 Skills required to perform job.
 Abilities required to perform job.
 Education required.
 Experience required.
 Licensure required or certification desired to perform
the job.
 Date created.
 Revision number and date.