Job analysis &

design
FINAL PRESENTATION
Group: Alpha-Alpha
OUR GROUP MEMBERS

TALHA-BIN-SAEED
WALEED AHMED BHATTI
IMRAN MAJEED MALIK
ATHAR MUNIR
YASIR NAWAZ
DANISH

MBA(HRM)
 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.

THE JOB; NOT THE PERSONAN 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.
 Job Analysis Contd.

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.
 What Aspects of a Job Are Analyzed?

Duties and TasksThe basic unit of a job is the performance of specific tasks and duties.
Information to be collected about these items may include: frequency, duration, effort, skill,
complexity, equipment, standards, etc.
EnvironmentThis may have a significant impact on the physical requirements to be able to
perform a job. The work environment may include unpleasant conditions such as offensive
odors and temperature extremes. There may also be definite risks to the incumbent such as
noxious fumes, radioactive substances, hostile and aggressive people, and dangerous
explosives.
Tools and EquipmentSome duties and tasks are performed using specific equipment and
tools. Equipment may include protective clothing. These items need to be specified in a Job
Analysis.
RelationshipsSupervision given and received. Relationships with internal or external people.
RequirementsThe knowledge's, skills, and abilities (KSA's) required to perform the job. While
an incumbent may have higher KSA's than those required for the job, a Job Analysis typically
only states the minimum requirements to perform the job.

Method used
The method selected for the job analysis of Director MIS and
Director Admissions , Bahria University, Islamabad is Combination
of Job Analysis Method (C-JAM) that includes both, KSAOs and Task
Statements. It includes following steps.
Step 1 : Selecting the Job
Step 2: Making the Task Statement
Step 3: Rate the tasks and Task Important
Step 4: Make KSAOs
Step 5: Rate KSAOs
Step 6: Take Average of KSAOs
Step 7: Use the Results
What is CJAM

Gives info on what's done on the job.

Determines what human attributes are most important
on a particular job
Task statements developed and importance of task is
rated KSAOs also developed and rated for importance
on job performance.
Director MIS
Rizwan Amir
Job Description

Job title: Director MIS

Job Analysts:
Group Alpha (3 Members)
Talha Bin Saeed
Waleed Ahmed
Imran Majeed
Job Analysis Supervised by:
ZAHID MAJEED
Job Summary

The director of information systems position plans, directs

and manages the IS Department in order to ensure the
development and implementation of cost-effective systems
and efficient computer operations to meet current and future
decision making requirements. As a Director, the incumbent
provides company-wide direction in areas of policy and
planning for data processing and related functions
STEP NO : 1

Developing Task Statements

 Duties, Tasks and responsibilities

The MIS Director is required to: -

Ensure smooth functioning of computerized database applications

Campus Management System (CMS) and Executive Management
System (EMS)
Installation, trouble shooting, Enhancement, up-gradation &
implementation of CMS/EMS
Requirement gathering, analysis and designing the new modules
Develop new systems to respond to the changing needs of the
university
Develop and maintain integration plan to include transition to new
system
Cont..
Manage the transferring of data from campuses to head-office and vice
versa
Ensure proper implementation of backup and recovery procedures of
database
Implementation of proper security features to secure the database and
ensures controlled access to software by managing the user accounts.
Provide accurate and timely information (contained in database) as
required for university management as and when required
Ensure deadlines are met and internal reports are produced within
university
Provide support in the selection and procurement of software programs
Cont.

Advise staff on methods of accessing information and to provide

in-house training for staff in the use of MIS systems and other
computerized systems as appropriate
Supervise and delegate work to the software developer as
appropriate and ensure that appropriate quality standards are
met
Manage project to include maintaining project plans and
coordination of project team
Provide support in the selection and procurement of software
programs
S.no Verb Object of Verb Phrase
01 Ensure Smooth functioning
of data bases
02 Develop New systems To respond to
changing needs of
University
03 Provide Accurate information For timely use of
effective university
management
04 Manage Transferring of data From campus to
head-office and vice
versa
05 Ensure Implementation of For backup and
data base recovery procedures
Step No. 2

Importance Of task Statements.

TASK RATING OF Director MIS

Tasks are rated by SMEs on the following scales;

Task Difficulty
Criticality
Sample Table of Dir. MIS
Tasks Difficulty Criticality
Ensure smooth functioning
of computerized database
1-2-3- 4-5-6-7 1-2-3-4- 5-6-7
applications.
Analysis and designing the
new modules
1-2-3- 4-5-6-7 1-2-3-4- 5-6-7
Develop new systems to
respond to the changing 1-2-3-4-5- 6-7 1-2-3- 4-5-6-7
needs of the university
Manage the transferring of
data from campuses to 1- 2-3-4-5-6-7 1-2-3-4-5-6- 7
head-office and vice versa
TASK IMPORTANCE VALUE OF Director MIS

Taskimportance value is calculated by

following formula:
(Task importance value = Difficulty +
criticality)
Tasks Task Importance value

Provide accurate and timely information (contained 13

in database) as required for university
management as and when required

Advise staff on methods of accessing information 12

and to provide in-house training for staff in the use
of MIS systems and other computerized systems as
appropriate

Develop new systems to respond to the changing 11

needs of the university

Analysis and designing the new modules 10

Installation and implementation of CMS/EMS 9

Ensure smooth functioning of computerized 9

database applications.
Step No : 3

KSAOS Generation.
KSAOs For Dir Mis

Skills to browse on internet to remain abreast with

technological advances.
Strong technical background
Skills of using Oracle Database
Skills in Software Development
Communication skills
Analytical skills
Working knowledge of business reporting and
analytical tools
Cont..

Skills in Project Management

Skills to manage own time and others
Skills to set priority and manage work pressures
Ability to concentrate on the assigned tasks without
being distracted
Ability to sense if something is likely to go wrong.
Step No : 4

KSAOs Rating
Rating of KSAOs

KSAOs are rated by the SMEs on the following scales;

Is the KSAO necessary for newly hired employees?
Is the KSAO practical to expect in the labor market?
To what extent is Trouble Likely if this KSAO is ignored in
selection?
1=Very Little or None
2= to some extent
3= to a great extent
4= to a very great extent
5= to an extremely great extent
Cont.

To what extent do different level of KSAO Distinguish the Superior

from Average Worker?
1=Very Little or None
2= to some extent
3= to a great extent
4= to a very great extent
5= to an extremely great exten
KSAOs Necessary Practical Likely Trouble Superior from Average

Y N Y N 1 2 3 4 5 1 2 3 4 5

Skills to brows on internet to remain abreast with

echnological advances. Y N Y N 1 2 3 4 5 1 2 3 4 5

Ability to concentrate on the assigned tasks without

being distracted Y N Y N 1 2 3 4 5 1 2 3 4 5

Ability to sense if something is likely to go wrong.

Y N Y N 1 2 3 4 5 1 2 3 4 5
Step No 5:

Analysis of KSAOS
KSAOs Necessary Practical Likely Trouble Superior from
average0
Y N
Y N
Skills to browse on internet to remain abreast Y Y 2 4
with technological advances.
Ability to concentrate on the assigned tasks N N 3 3
without being distracted

Ability to sense if something is likely to go wrong. Y N 3 4

Skills to manage own time and others Y N 3 4

Skills to set priority and manage work pressures Y N 3 3

Skills in Project Management Y Y 5 4

Working knowledge of business reporting and Y Y 4 4

analytical tools

Step No 6:

Using The Result

Using The Result

The C-JAM method is basically used for two main

purposes:
Selection & Training
The ratings on the scale indicate that whether the
selected KSAO is used for selection or training purpose
along with how it will be used for those applications.
Selection Criteria

Each KSAO must meet the following three criteria:

Clear majority of experts must have voted the KSAO as
necessary for newly hired
Clear majority of experts must have voted the KSAO is
practical to expect in the labor market
The average rating on trouble likely must be 1.5 or greater
If any of these conditions do not apply that KSAO will
not be considered for selection
If 3-3 split happen then criterion will not met and
KSAO wont be selected
KSAOs Likely Superior from (a x b) Weightage
Trouble average (%)
(a) (b)

Skills to browse on internet to remain abreast 2 4 8 5.4

with technological advances.
Ability to concentrate on the assigned tasks 3 3 9 6.1
without being distracted

Ability to sense if something is likely to go 3 4 12 8.1

wrong.

Skills to manage own time and others 3 4 12 8.1

Skills to set priority and manage work 3 3 9 6.1

pressures

Skills in Project Management 5 4 20 13.6

Using the result for Training purpose:

This decision is based on two scales:

Essential for New Workers
Distinguish Superior from Average Workers
If a KSAO is not rated as essential by clear majority and is rated
higher than average of 1.5 on Distinguish Superior from Average
Workers, it is used for training. In our job this place is vacant as none
of the criteria is met.
The importance of KSAOs for training may be determined by ranking
them according to their ration on Distinguish Superior from Average
Workers.
If any KSAO designed to use for training purpose is practical to expect
in labor market then training will be provided to only those who are
below satisfactory level. If it is not practical, all employees should be
trained.
JD for Director Admission

Mr. Abid Ihsan

Job Description

Job title: Director Admission

Job Analysts:
Group Alpha (3 Members)
Danish
Athar Munir
Yasir Nawaz
Job Analysis Supervised by:
ZAHID MAJEED
Job Summary

The director of Admissions is responsible to:

Successfully Conduct, control and monitor the

admissions process for all the disciplines being offered
by the Bahria University.
Make and improve policies for the admissions process
in Bahria University
Step No. 1

Developing Task Statements

Tasks, Duties and responsibilities

The Director Admission is required to: -

Develops prospectus for the semester.

Conducts the university entry tests.
Prepares the advertisements pertaining to admission schedules
of various programs.
Releases the advertisements pertaining to admission schedules
of various programs.
Provides input to the management on the intake of candidates in
different academic disciplines for the future.
Cont..

Coordinates with the CUs on all matters related to

admission.
Printing of entry test questionnaires for all disciplines where
applicable.
Updates/revises and prints the student Handbook and their
distribution to all campuses of Bahria University.
Collaborates and implements admission planning and
policies.
Monitors the admission process for all the disciplines being
offer by the Bahria University.
STEP No. 2

Importance of Task Statements

Analyzing Data:

The tasks having the combined ratings importance

upto 7 were included for making the job descriptions
of Director Admission

while the KSAOs rating that was up to 6 were included

in the job specification of Director Admission.
 Task Statements of Director Admissions
Tasks If Criticality Difficulty Task
Sr. Done(Y/N) 1-7 1-7 Importance
No D+C
Develops prospectus for the semester. Y 7 6 13
1
Conducts the university entry tests Y 7 5 12

2
Prepares the advertisements pertaining to Y 6 6 12
admission schedules of various programs
3
Provides input to the management on the Y 5 5 10
intake of candidates in different academic
disciplines for the future

4
Task Statements. Cont,
Tasks If Criticality Difficulty Task
Done(Y/N) 1-7 1-7 Importance
Sr.
D+C
No
Coordinates with the CUs on Y 5 4 9
all matters related to
5 admission
Printing of entry test Y 5 4 9
questionnaires for all disciplines
6 where applicable
Updates/revises and prints the Y 5 4 9
student Handbook and their
distribution to the CUs
7
Collaborates and implements Y 4 4 8
admission planning and policies
8
Step No. 3

Rating KSAOs
Rating of KSAOs
To rate the KSAOs that have been generated, following scales are
used:
Is the K, S, A or O necessary for newly hired employee
Is the K, S, A or O practical to expect in the labor market
To what extent do different levels of KSAOs distinguish the superior
from the average worker.
1 = very little or none
2= To some extent
3=To a great extent
4=To a very great extent
5=To an extremely great extent
 Rating KSAOs:
KSAOS NECESSARY PRACTICAL LIKELY SUPERIOR FROM
(YES/ NO) (YES/ NO) TROUBLE (1-5) AVERAGE (1-5)

Understanding of changing Y Y 5 5
nature of work in society.

Calm, flexible, dependable, Y Y 5 4

reliable

Multitasking skills Y Y 4 5

Excellent leadership skills Y Y 4 5

Ability to work with others Y Y 4 4

 Cont.
KSAOS NECESSARY PRACTICAL LIKELY TROUBLE SUPERIOR FROM
(1-5) AVERAGE (1-5)

Planning and problem- Y Y 3 4

solving skills

Ability to set direction Y Y 3 4

for necessary changes

Appreciation of Y Y 3 4
individual differences.

Ability to collaborate Y Y 3 3
with faculty, staff,
students and parents.
Using The Result

The C-JAM method is basically used for two main

purposes:
Selection & Training
The ratings on the scale indicate that whether the
selected KSAO is used for selection or training purpose
along with how it will be used for those applications.
Using the result for Training purpose:

This decision is based on two scales:

Essential for New Workers
Distinguish Superior from Average Workers
If a KSAO is not rated as essential by clear majority and is rated higher
than average of 1.5 on Distinguish Superior from Average Workers, it is
used for training. In our job this place is vacant as none of the criteria
is met.
The importance of KSAOs for training may be determined by ranking
them according to their ration on Distinguish Superior from Average
Workers.
If any KSAO designed to use for training purpose is practical to expect
in labor market then training will be provided to only those who are
below satisfactory level. If it is not practical, all employees should be
trained.
Thank You!!
FOR YOUR TIME