Chapter 2

Job Analysis
Steps in JA Methods of collecting information for preparing JA

Job Description
Sections

Job Specification Competency based Job analysis

Job analysis

The procedure for determining the duties and skill requirements of a job and the kind of person who should be hired for it.

Job description
Job specifications

A list of jobs duties, responsibilities, reporting relationships, working conditions and supervisory responsibilities-one product of a job analysis

A list of a jobs human requirements, that is, the requisite education, skills, personality, and so on another product of a job analysis.

Work activities

Human requirements Information Collected Via Job Analysis Job context

Human behaviors

Machines, tools, equipment, and work aids

Performance standards

Recruitment and Selection

Legal Compliance

Compensation

Discovering Unassigned Duties

Information Collected Via Job Analysis

Performance Appraisal

Training

Steps in doing a job analysis:

1

Decide how youll use the information. Review relevant background information. (Organization chart, Process Chart Select representative positions. Actually analyze the job. Verify the job analysis information. Develop a job description and job specification.
4 6

2
3 4 5 6

Qualitative Techniques

Interview Questionnaire Observation Participant dairy/log

Quantitative Techniques

Position Analysis Questionnaire (PAQ) Internet-based Job analysis

Information Sources
Individual employees
Groups of employees Supervisors with knowledge of the job

Interview Formats
Structured (Checklist)
Unstructured

Advantages
Quick, direct way to find overlooked information

Disadvantages
Distorted information

4 8

Note: Use a

questionnaire like this to interview job incumbents, or have them fill it out.

Source: www.hr.blr.com. Reprinted with

permission of the publisher, Business and Legal Reports, Inc., Old Saybrook, CT

The job analyst and supervisor should work together to identify the workers who know the job best. It is advisable to quickly establish rapport with the interviewee. Follow a structured guide or checklist, one that lists open-ended questions and provides space for answers. Ask the worker to list his or her duties in order of importance and frequency of occurrence. After completing the interview, review and verify the data.

Information Source
Have employees fill out questionnaires to describe their job-related duties and responsibilities

Advantages
Quick and efficient way to gather information from large numbers of employees

Questionnaire Formats
Structured checklists Open-ended questions

Disadvantages
Expense and time consumed in preparing and testing the questionnaire

4 11

Information Source
Observing and noting the physical activities of employees as they go about their jobs

Advantages
Provides first-hand information Reduces distortion of information

Disadvantages
Time consuming Difficulty in capturing entire job cycle Of little use if job involves a high level of mental activity

4 12

Information Source
Workers keep a chronological diary/ log of what they do and the time spent on each activity

Advantages
Produces a more complete picture of the job Employee participation

Disadvantages
Distortion of information Depends upon employees to accurately recall their activities

4 13

1.

Position Analysis Questionnaire (PAQ)

A questionnaire used to collect quantifiable data concerning the duties and responsibilities of various jobs. Contains 194 items PAQ basic activities (www.paq.com)
1. 2. 3. 4. 5. Having decision making/communication/social responsibilities Performing skilled activities Being physically active Operating vehicles/equipment Processing information

2.

Internet-based Job Analysis

O*NET (www.onetcenter.org)

The 194 PAQ elements are grouped into six dimensions. This exhibits 11 of the information input questions or elements. Other PAQ pages contain questions regarding mental processes, work output, relationships with others, job context, and other job characteristics.

A written statement of what the worker actually does, how he or she does it, and what the jobs working conditions are.

Job Identification

Job Specifications

Job Summary

Working Conditions

Sections of a Typical Job Description

Responsibilities and Duties

Standards of Performance

Authority of the Incumbent

4 17

Job Identification
Job title Preparation date Preparer

Responsibilities and Duties

Major responsibilities and duties (essential functions) Decision-making authority Direct supervision Budgetary limitations

Job Summary
General nature of the job Major functions/activities

Relationships
Reports to: Supervises: Works with: Outside the company:

Standards of Performance and Working Conditions

What it takes to do the job successfully

4 18

Job identification

Job summary

Responsibilities and duties

What human traits and experience are required to do this job effectively? Specifications for trained vs. untrained personnel Specifications based on judgment
Use common sense

Job enlargement
Assigning workers additional same-level activities

Job rotation
Systematically moving workers from one job to another

Job enrichment
Redesigning jobs in a way that increases the opportunities for the worker to experience feelings of responsibility, achievement, growth and recognition.

Describes the job in terms of measurable, observable, behavioral competencies (knowledge, skills and/or behaviors) that an employee doing that job must exhibit to do the job well.

4 24

Aditya Birla Group (Hay Guide Chart Profile method) Patni Computer Systems Jindal Steel Tata steel