Job Analysis

The identification and description of what is

happening on the job.
Why Is It Done ?

To facilitate an organizations need

to accurately and precisely identify the required tasks, the
knowledge, and the skills necessary for performing them, as
well as the conditions under which they must be performed.

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Job Analysis
Employers have been forced
to demonstrate the validity of human resource policies and practices
that affect such activities and actions as:
* Recruitment * Compensation * Hiring

* Testing * Training * Termination

* Promotion * Discipline * Transfers

Job analysis is the vehicle used to facilitate this validation process.

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Getting Started
• The Activities Involved in Collecting,
Analyzing, and Recording Job Data are:
•Organizationally Intense (Stressful)
•Manpower Intensive (Expensive)

• It is Imperative that those Responsible for Managing the

Process Take the Time Necessary at the Outset to:
•Develop an Action Plan
•Secure Senior Management's Support
•Solicit the Cooperation of the Employees

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Recommended Planning Steps
Job Analysis
• Employment
Determine the Organizational
Use of the Job Content Data • Compensation
Collected.
• Training
• Organizational Design
• Safety and Health
• Affirmative Action
• Performance Review
• Hiring the Handicapped
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 Recommended Planning Steps
Job Analysis
Review:
Learn About the Structure,
Operations, and Jobs of the • Mission Statements
Organization. • Work Unit Goals and Objectives
• Organization Charts
• Process Charts
• Procedures Manuals

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 Recommended Planning Steps
Job Analysis
• Interview

• Questionnaire
Identify and Select Methods
for Collecting Job Content Data.
• Observation

• Diary / Log

• Combination

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Recommended Planning Steps
Job Analysis
Develop a Time and Cost Schedule
• What are you going to do?
• Who is …...
• How are you ……..
Schedule the • Where are you …….
Necessary and
Logical Work • When are you ……..
Steps.

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Collecting And Describing Job Data

Commonly Used Words

• Activity
A word with broad general meaning that any kind of action,
movement, or behavior required of an incumbent in performing
job assignments.

Generic for function, element, duty, responsibility, and behavior.

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 Commonly Used Words

• Major Activity or Responsibility

Relates to important or critical area of the job.
Taken together major activity statements describe the job.
• Function
The natural or proper action an individual work unit, mechanism
performs.

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Commonly Used Words

• Element
The smallest step into which it is practical to subdivide any work
activity without analyzing separate motions and mental processes.
• Task
A coordinated series of work activity elements used to produce an
identifiable and definable output that can be independently consumed or
used.

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Commonly Used Words

• Duty
One or more tasks performed in
carrying out a job responsibility.

• Behavior
The actions an individual takes under certain
circumstances.

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 Commonly Used Words

• Essential Job Functions

It is an activity that the individual who holds the position must be
able to perform unaided or with the assistance of a "reasonable
accommodation".

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Collecting Job Activity Data

• Begin With the Incumbent

The best source of job activity data is the person doing the job…this
is where you should begin.

Remember, at this stage we need to know what the job content is.
we will deal with what it should be or what we want it to be a little
later in the process.

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Collecting Job Activity Data

• Draw a Job Picture

This is a mini-organization chart and it is a good starting
point for data collection because it requires the incumbent
to think of his or her job as it relates to other jobs in the
organization.

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Collecting Job Activity Data

• Have the Incumbent Identify Major Job Activities.

Have the incumbent think about the activities of the job relative to
three to five (possibly more) major categories of work.

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Collecting Job Activity Data

• Break Each Major Job Category Down Into Specific Duties and Tasks.
This involves identifying the specific duties and tasks that, when
taken together, constitute all of the key work activities of the major
job category.

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Collecting Job Activity Data

• Select the Most Appropriate Verb to Describe the Action Taken.

*Verb selection requires an effort to identify the word that best

describes the activity.
*The right verb will tell the reader exactly what is happening on
the job and avoids ambiguity.
*The right verb - the most appropriate verb - must be the one
everyone recognizes and understands.

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Collecting Job Activity Data

• Select the Most Appropriate Verb to Describe the Action Taken.

*The right verb - the most appropriate verb - must be the one
everyone recognizes and understands.
*Beware of jargon….words used by specific occupational groups
that people outside the field may be unable to recognize.

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Collecting Job Activity Data

• Edit, Edit, Edit, Edit, and Edit.

Avoid ambiguous words…

Use quantitative words when possible…
Avoid making conclusions, and
when selecting words, be consistent in their use.

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Editing Job Activity Data

Are there sufficient responsibilities to cover all

of the major areas of the job.
Do the duties fit the responsibilities.
Is anything missing.
Are statements too vague or too specific.
Are there an excessive number of
responsibilities (7+) or duties (10+)
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Editing Job Activity Data
What combinations or subdivisions of duty and responsibility
statements are possible

Check the verbs. Are they appropriate. Is one verb used too often

Clarify deviations. Review the final product with the supervisor and
incumbents to ensure that it is:
• Factually correct
• Easily understood
• Complete

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Collecting Job Specification Data
• Those Sections of the Job Analysis Questionnaire That Ask for
Information On:

• Knowledge and Skills

Required to perform the responsibilities of the job.

• Education and Experience

Requirements, including any special licenses, certification, or registrations.

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 Collecting Job Specification Data

• Miscellaneous Information
Any special knowledge, unique physical demands, and description
of working conditions.

• Additional Information
Input of incumbent with respect to opinions, observations, and
recommendations about job design.

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 Job Design Approaches

Socio-Technical Systems
High
I Job Enrichment
m
p Medium Job Enlargement
a Job Engineering
c
t Job Rotation
Low
Low Medium High
Complexity
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Job Design Approaches

• Job Rotation
Moving employees from job to job to add variety and reduce boredom.
• Job Engineering
Specialisation of labour
• Job Enlargement
Expansion of number of different tasks performed by an employee in a
single job.

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Job Design Approaches
• Job Enrichment
Adding more motivators to a job to make it more rewarding.
• Socio-Technical Systems
organisations made up of people with various competencies (the social
System) who use tools, machines and techniques (the technical system)
to create goods or services valued by customers and other stake
holders.
Job Evaluation

• Job Evaluation

The process of analyzing and assessing the various jobs systematically

to ascertain their relative worth in the organisation.

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 Differences
S. No Job Evaluation Performance Appraisal

1 The Job is rated, keeping in view such factors as Employee is rated on the basis of his or her
responsibility, qualification, experience and working performance
conditions
2 A job is rated before the employee is appointed to Evaluation takes place after the employee has been
occupy it. hired and placed on a job.

3 The purpose is to establish satisfactory wage The purpose is to effect promotions, offer reward,
differentials. award punishments, assess training needs, resort to
lay-offs and transfers
4 It is not compulsory. Many organizations carry on Compulsory. It is done regularly for all jobs.
without it. Done for lower level jobs mostly.

5 Job evaluation committee is constituted for the Appraisal is done by employees themselves, peers,
purpose of evaluation. superiors, or combinations of these

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Job Evaluation Process
Objectives of Job Evaluation

Job Evaluation

Job Description Job Specification

Job-Evaluation Programme

Wage Survey

Employee Satisfaction
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Methods of Job Evaluation

Analytical Non-
Methods Analytical
• Point Methods
Ranking • Ranking
Job Method
Method
• Factor Evaluation • Job-
Comparison Grading
Method Method

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WalMart’s Job Analysis
• Methods of Job Analysis. work-oriented job analysis and worker-
oriented job analysis.
• work-oriented job analysis for sales positions.
• The purpose is to provide information about tasks and outcomes.
• applies in the form of interviews and direct observations.
• The company’s human resource management uses direct observation of
sales personnel’s activities.
• Interviews are conducted to analyze the jobs of team leaders and
supervisors.
• enables Walmart’s human resource management to establish expectable job
outcomes.

• worker-oriented job analysis method provides information on

interpersonal, cognitive and perceptual abilities.
• to analyze managerial jobs.
• through the Work Profiling System (WPS), which is designed for managerial
positions.
• Walmart’s human resource management to pinpoint the necessary
capabilities of managers, such as store managers and corporate managers.
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WalMart’s Job Analysis
• Job descriptions.
• Criteria for job descriptions:
• Position
• Functions
• Duties
• Performance standards
• Job factors
• Job knowledge
• For managerial positions, analytical and problem solving
knowledge, skills and abilities (KSAs).
• for sales personnel, emphasizes job knowledge and
interpersonal skills.
• interpersonal skills essential in sales personnel, who directly
communicate with customers.

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WalMart’s Job Analysis Contd…
• Job specification.

• For sales positions essential attributes as follows:

• Communication skills
• Knowledge of the business
• Knowledge of products

• Desirable attributes :
• Likeable and sociable qualities
• Multi-tasking skills

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