This document discusses job analysis, which is defined as the process of studying jobs to gather, analyze, synthesize and report information about job responsibilities and requirements. It notes that job analysis is conducted of the job itself, not the person. The purpose of job analysis is to establish job-relatedness for employment procedures like training, selection, compensation and performance appraisal. Key elements that are analyzed include tasks, tools/equipment, work context/environment, decision-making authority, and knowledge/skills/abilities required. Common data sources and the components of a job description and specification are also outlined.

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Job Analysis

2. module / unit 2
Job Analysis
Job Description
Job Specification
staffing management

3. Any Job should have :
– Meaning
– Role defined
– Risk involved
– Responsibility
– Duties
– Skills and Competency required
– And required qualitative aspects
Tasks | Tools Used | Knowledge | Skills | Abilities | Work
Activities | Detailed Work Activities | Work Context | Education
| Credentials | Interests | Work Styles | Work Values |

4. Job related terms
• Job analysis
• Job bank
• Job classification
• Job codes
• Job description
• Job displacement
• Job enlarging
• Job enrichment
• Job evaluation
• Job group
• Job offer letter
Job posting
Job pricing
Job ranking
Job redesign
Job reference
Job-relatedness
Job rotation
Job sampling
Job shadowing
Job sharing
Job Specification
Job title

5. Job Analysis
Job Analysis is a process to identify and determine in detail the
particular job duties and requirements and the relative
importance of these duties for a given job. Job Analysis is a
process where judgements are made about data collected on a
job.
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.

6. Job Analysis
The Job; not the person An important concept of Job Analysis is
that the analysis is conducted of the Job, not the person. While
Job Analysis data may be collected from incumbents through
interviews or questionnaires, the product of the analysis is a
description or specifications of the job, not a description of the
person

7. Purpose of Job Analysis
• The purpose of Job Analysis is to establish and document the 'job
relatedness' of employment procedures such as training,
selection, compensation, and performance appraisal.

8. Compensation
• Job Analysis can be used in compensation to identify or determine:
• skill levels
• compensable job factors
• work environment (e.g., hazards; attention; physical effort)
• responsibilities (e.g., fiscal; supervisory)
• required level of education (indirectly related to salary level)
Selection Procedures
• Job Analysis can be used in selection procedures to identify or develop:
• job duties that should be included in advertisements of vacant positions;
• appropriate salary level for the position to help determine what salary should be
offered to a candidate;
• minimum requirements (education and/or experience) for screening applicants;
• interview questions;
• selection tests/instruments (e.g., written tests; oral tests; job simulations);
• applicant appraisal/evaluation forms;
• orientation materials for applicants/new hires

9. Performance Review
• Job Analysis can be used in performance review to identify or develop:
• goals and objectives
• performance standards
• evaluation criteria
• length of probationary periods
• duties to be evaluated
Determining Training Needs
• Job Analysis can be used in training/"needs assessment" to identify or develop:
• training content
• assessment tests to measure effectiveness of training
• equipment to be used in delivering the training
• methods of training (i.e., small group, computer-based, video, classroom...)

10. Information to Get
Tasks or job functions:
– What gets done on the job
– Essential functions
– Core Functions/ Supporting functions
Tools and equipment used on the job:
– Computer software
– Hand tools
– Job-related equipment

11. Work context and environment:
– Physical environment (discomfort, hazards)
– Work schedule (hours, days)
– Travel required
Social/relationship factors:
– Nature of social contacts
– Level of social contact
Decision-making authority:
– Judgment and discretion

12. Personal and physical demands of the job:
– Stand, sit, reach, lift, walk
Knowledge, skills and abilities required to perform job tasks:
– Education
– Experience
Certification (desired) and licensure (required):
– Certification (HR)
– Board licensure (physician, engineer)

13. Data Sources
• Job incumbent
• Supervisor or manager
• Former jobholders
• Job analyst
• Subject matter experts (SMEs)
• Industry resources
• Professional organizations like
SHRM / NHRD / NIPM/ NASSCOM /
CII……..
• Observation
• Work sample
• Work diary
• Interview
• Questionnaire
• Perform the job
• Background records

14. Job Requirements Matrix
Tasks KSAs
Specific Tasks Task
Dimensions
Importance
(% of time)
Nature Importance to
tasks (1-5)

15. Job Description

16. A job description is a written description of a job which includes
information regarding the general nature of the work to be
performed, specific responsibilities and duties and the employee
characteristics required to perform the job

17. Job Description
The job description should include at least the following elements:
– Job title
– Job code
– Job summary
– Essential job duty task statements
– Job context or any unusual element

18. WHAT IS INCLUDED IN A JOB DESCRIPTION?
Title
– Communicates the level, responsibility and type of work.
– Use titles that are common in your industry
Employment status
– Full-time, Part-time, Temporary

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WHAT IS INCLUDED IN A JOB DESCRIPTION? (CONT’D)
Location:
– Address and/or city where job will be located.
– Include information if position does not report to a specific
location.
Duties/responsibilities:
– List duties/tasks:
• Major or minor
• Include essential functions of the job
– Include knowledge, skills and abilities necessary to perform job.
– Incorporate decision-making requirements.
– Add scope of authority (i.e., hiring/firing).
– Include description of complex tasks.

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WHAT IS INCLUDED IN A JOB DESCRIPTION (CONT’D)
Qualifications
– Work experience:
• Years in field required.
• Include information if years of experience in other industries will be
considered.
– Education:
• High School Diploma or equivalent, BA/BS, MBA, PhD, etc.
• Include information if equivalent combination of education and/or work
experience (as opposed to education only) will be considered
– Certifications:
• Examples: PHR/SPHR/GPHR, Certified Nursing Assistant, Certified Public
Accountant, Certified Compensation Professional, Certified Financial
Planner, Certified National Real Estate Agent, Electrician, etc.

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WHAT IS INCLUDED IN A JOB DESCRIPTION (CONT’D)
Qualifications (cont’d):
– Licenses:
Examples: Doctors, Nurses, Lawyers, Dietician/Nutritionist, etc.
– Desired work traits (ability to work independently, etc)
– Computer skills
– Communication/Interpersonal skills
Special considerations (working conditions):
– Physical requirements
– Travel
– Work hours (on-call, overtime consideration, etc)

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ACTION VERBS
• Accumulate
• Administer
• Advise
• Allocate
• Approve
• Collaborate
• Collect
• Communicate
• Compile
• Conduct
• Consult
• Counsel
• Create
• Delegate
• Deliver
• Develop
• Direct
• Distribute
• Draft
• Edit
• Educate
• Establish
• Estimate
• Formulate
• Furnish
• Gather

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ACTION VERBS
• Guide
• Interact
• Invent
• Issue
• Manage
• Market
• Motivate
• Negotiate
• Obtain
• Order
• Participate
• Plan
• Present
• Provide
• Reconcile
• Recruit
• Research
• Review
• Solicit
• Solve
• Submit
• Supervise
• Supply
• Test
• Train
• Translate

24. Job Specification

25. Job specifications are the personal/individual requirements
expected from the employee. They list any educational
requirements, desired experience and specialized skills or
knowledge required. Job specifications complement job
descriptions.

26. Job Specification
• 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

27. Performance Standards
• Performance standards define the level of expected quality and
quantity of work produced on the job
• Standards must be consistent and reasonable
• Performance standards help the employee gauge performance on
the job

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