This document provides information on job analysis including: - The importance and definition of key terms like job, position, and occupation - Specific information provided by job analysis such as job requirements and relationships - Common uses of job analysis in areas like recruitment, compensation, and training - Popular methods for conducting job analysis including interviews, observations, and questionnaires - Steps involved in conducting a job analysis and writing job descriptions - Examples of new and emerging jobs for the 21st century like those in e-commerce and wireless industries.

1. LESSON 2: JOB ANALYSIS

2. OBJECTIVES:
 Importance of Job Analysis
 Definition of Different Job Terms
 Specific Information provided by Job Analysis
 Uses of Job analysis Information
 Methods used in Job Analysis
 Steps in conducting Job Analysis
 Writing the Job Description
 New Job and Hot Jobs for the 21ST Century
 Writing the Job Specification

3. Importance of Job Analysis
 The process of gathering and analyzing information about the
content and the human requirements of jobs, as well as, the
context in which jobs are performed.
 DEFINITION OF DIFFERENT JOB TERMS
 Position - consists of the responsibility and duties performed by
an individual.
 Job - group of positions that are similar in their duties. In some
instances, only one position may be involved, simply because no
other similar position exists.
 Occupation - groups of jobs that are similar as to kind of work
and are found throughout an industry. An occupation is a
category of work found in many firms.

4.  Job analysis - the procedure used for determining collecting
information relating to the operations and responsibility of a specific
job.
 Job description - organized, factual statements of the duties and
responsibilities of a specific job. It tells what is to be done, how it is
done, and why.
 Job specifications - a written explanation of the minimum acceptable
human qualities necessary for effective performance of a given job.
 Job classification - grouping of jobs on some specified basis such as
kind of work or pay.
 Job evaluation - systematic and orderly process of determining the
worth of a job in relation to other jobs.
 Tasks – Coordinated and aggregated series of work elements used to
produce an output.

5. Specific Information Provided by Job Analysis
 1. Job title and location
 2. Organizational relationship – brief explanation of the number
of persons supervised (if applicable) and job title of the position
supervised. It also reflects supervision received.
 3. Relation to other jobs – describes and outlines the coordination
required by the job.
 4. Job summary – condensed explanation of the content of the
job.
 5. Information concerning job requirements – it varies from job
to job. Usually provide information about machines, tools,
materials, mental complexity and attention required, physical
demands, and working conditions.

6. Uses of Job Analysis Information
 1. Preparing the job description and writing the job specifications
- The result of job analysis provides a complete description that
contains job summary, the job duties and responsibilities, machine
and equipment used, and some indications of the working conditions.
It is also used to describe the individual traits and characteristics
required in performing the job well.
 2. Recruitment and selection
- It helps to seek and find the type of people that will contribute to
and suit the needs of the organization.
 3. Determining the Rate of Compensation
- Job analysis information is also essential for estimating the value of
and appropriate compensation for each job.

7.  4. Performance Appraisal
- It involves comparison of actual versus planned output. Job analysis information is
used to identify the standards and performance objectives and specific activities
to be performed against which employees are evaluated. It is used to acquire an
idea of acceptable level of performance for a job.
 5. Training
- Training and development are conducted to satisfy these skills and competency
requirements.
 6. Career Planning and Development
- The movement of individuals into and out of positions, jobs, and occupation is a
common procedure in organizations.
 7. Safety
-The safety of a job depends on proper layout, standards, equipment, and other
physical conditions.
 8. Labor relations
- An attempt of an employee to add or subtract from the duties listed, as a result of
job analysis, is already a violation of this standard.

8. Methods Used in Job Analysis
 1. Interview
- Job analysis information can be obtained by interviewing the job
incumbent or by group interviews with group of employees having the
same job or by interviewing job incumbent supervisor who is thoroughly
knowledgeable about the job being analyzed. Interview information is
particularly valuable for professional and technical jobs that mainly
involve thinking and problem solving. Usually a structured set of questions
can be used in interviews so that answers from individuals and groups can
be compared.
 2. Observation
- Direct observation is especially useful when job consists mainly of
observable physical activity. Jobs like those of janitor, production worker,
and driver are examples. On the other hand, observation is usually not
appropriate when the job entails significant amount of mental activity, such
as the work of tile lawyer, financial analyst, and the like.

9.  3. Questionnaires
- The use of questionnaires is usually the least costly method
for collecting large amount of information in a short period
of time. One of the major advantages of using questionnaire
is that the information garnered is quantitative in nature
and can be easily updated as the job changes. A typical
questionnaire contains two sections.
 4. Employee Recording/Diary/Log
- This is a recording by job incumbents of job duties,
frequency of the duties, and when the duties are
accomplished. Such a record may be in the form of a time
log or a daily diary. This can produce a very complete
picture of the job, especially when supplemented with
subsequent interviews with the worker and his supervisor.

10. Steps in Conducting Job Analysis
 Step 1 - Provide a broad view of how each job fits into the total fabric of the
organization. This is to determine how the data will be used in HRM planning.
 Step 2 -Identify the use to which the information will be put, since this will
determine the types of data to be collected and how to collect them. This
requires studying the organization charts, job descriptions, work process
charts.
 Step 3 - Since it is usually too costly and time consuming to analyze every
job, a representative sample of jobs need to be selected. Review relevant
background information such as organization charts, process charts, and
existing job description.
 Step 4 – This involves the actual analysis of the job by collection data on job
activities, required employee behaviors, education, training, experience
requirements, working hours, equipment used, required job duties, process
workflow, working conditions, and human traits and abilities needed to
perform the job. This is done through the use of acceptable job analysis
techniques.

11. Writing the Job Description
Suggested contents are as follows:
 1. Date Written
 2. Job Status – Full-time / part-time including salary
 3. Job definition – The identification section includes such information as job title,
department, division, plant and code number for the job.
 4. Job Summary – A brief one or two sentence statement describing the purpose of the job
and what outputs are expected from the incumbents.
 5. Working relationship, responsibilities, and duties performed – Relationship statement
shows the jobholder’s relationship with other inside and outside the organization. These
include supervision received and supervision exercised.
 6. Authority of incumbent – Defines the limit of the jobholder’s authority, including his
decision making authority, direct supervision of other personnel, and budgetary limitations.
 7. Competency requirements – Education and experience including special skills required to
perform a given job.
 8. Working conditions – list the general working conditions involved with the job, location of
the job, and other relevant characteristics of the immediate work environment such as
hazards and noise levels.

12. EXAMPLE
Job Title: HR Manager
Reports to: Vice President of HR
Supervises: HR Assistant, Compensation
Analyst, and Benefits Clerk
Coordinates With: All department managers
and executive management
Outside the Company: Recruitment agencies,
DOLE, union representative
Job Code: _____
Jobholder’s Name: ______
Position Title: Farm Supervisor
Pay Grade: IV
Summary of Duties:

13. Duties and Responsibilities
1. Supervises the activities of subordinates.
2. Monitors and / or performs the care, feeding, and watering of animals.
3. Observes animals to detect signs of illness or injury and treats minor injuries and
illness,
contacts veterinarians to treat serious illness of injury.
4. Monitors the processing and / or processes animals which includes weighing the
animals,
assigning ear tag number and attaching tag to ear, vaccinating, castrating, and
dehorning.
5. Attends to animals during and after birth of offspring.
6. Maintains records such as gas usage, work completed, number of animals bred, sold
and
slaughtered, food consumption, and animal production.
7. To do other duties as may be assigned by the farm manager from time to time.

14. Knowledge, Skills, and Abilities
1. Knowledge of supervisory practices and principles
2. Knowledge of large scale farming operations and procedures
3. Skills in maintaining records
4. Ability to effectively communicate.
Minimum Requirements
1. Two years of college with course work in Agriculture, Animal Science,
or related field and
one year of experience in related area, or
2. Three years of experience working on a major farm or livestock
operation

15. New Jobs and Hot Jobs for the 21st Century
 Some of these new titles include chart/board coordinator, configuration manager, device driver
engineers, network administrator, network engineer, page publisher, web developer and web
publisher, java programmer, E-business manager, &consultant, among others.
 Those who seek work in e-commerce would be wise to seek out hot sectors, such as the wireless and
fiber optics industries, writes Dori Jones Yang in US News and World Report.
 Wireless services, in fact, are one of the world`s hottest sectors, according to Employment Review
On-line.
 Dot-corns aside, the overall high-tech segment is still growing with great demands for jobs including
software programmers, database managers, quality assurance managers, graphic artists, web
designers, and related non-technical positions such as copy editors and market researchers, reports
Employment.
 Job opportunities with Internet service providers also will remain strong, the publication predicts,
with positions such as network engineers, systems engineers, and applications engineers leading the
way.
 The bottom line in technology is that the individuals who stay current on what`s new and can
update their skills accordingly will have the best shot at landing jobs.

16.  Rapid advances in computers and telecommunications technology are the main
drivers behind the emergence of new job titles.
 Job title such as an "auditor" is now called an "E-commerce accountant." Apparently,
E-commerce accountants are those who advise companies on whether it makes
financial sense to sell goods and services on-line.
 In the Philippines, the emergence of new infotech-related job titles will depend on
how fast Internet usage spreads among the various segment of the population.
 So far, there are more than 500,000 Internet connections in the country that is
relatively growing fast and is expected to double in the next few years.
 A number of major private and government agencies in the country today have
already employed Web designers, content producers, and other Internet
professionals.
 Although most of these are done in-house, the demand for the services of
independent Web professionals who are skilled in new, more technically demanding
forms of Internet presence such as E-commerce still remains strong as ever.
 Both education officials and industry leaders are unanimous in emphasizing the
primacy of engineering and technical fields, including information technology, if one
wishes to be ahead in the race for jobs years from now.

17. Writing the Job Specifications
 The job specification uses the job description to answer the question what
human traits and experience are required to do the job well. It shows
what kind of person to recruit and for what qualities that person should be
tested.
The information contained in a job Specification usually includes the
following basic criteria:
 1. Technical requirements – include criteria such as education, work
experience, and training.
 2. Interpersonal requirements – depending on the position, this may
include being able to work in a team environment, being able to speak
before a big group, leadership capability, civil status, personality, and the
like.
 3. Educational requirements - Knowledge, skills, and abilities.