1 Job Analysis

HUMAN RESOURCE PLANNING

JOB ANALYSIS

JOB DESCRIPTION JOB SPECIFICATION COMPENSATION

JOB STANDARDS

JOB DESIGN

PERFORMANCEAPPRAISAL

RECRUITMENTAND

SELECTION

HUMAN RESOURCE PLANNING

TRAINING AND MANAGEMENTDEVELOPMENT

CAREERDEVELOPMENT

EQUALEMPLOYMENTOPPORTUNITY

RELATIONSHIP OF JOB ANALYSIS TO HUMAN RESOURCE ACTIVITIES 1

JOB ANALYSIS

A SYSTEMIC VIEW

Job analysis is a tool used to bring many aspects of Human Resource Management together.

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JOB ANALYSIS cont’dA SYSTEMIC VIEW

Another approach to job analysis is to move beyond job descriptions and look at job analysis from the point of view of the Customer (internal) to determine whether the customer is satisfied (efficiency and effectiveness).

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JOB ANALYSIS SYSTEM

JOB DESCRIPTION

-- Task -- Duties

--- ResponsibilitiesSOURCES OF DATA

-- Job Analyst

-- Employee

-- Supervisor

JOB DATA

-- Task

-- Performance

-- Standard

-- Responsibilities

-- Knowledge

-- Required

-- Experience

Needed

-- Job Content

-- Duties

-- Equipment

Needed

HUMAN RESOURCES FUNCTIONS

-- Recruitment

-- Selection

-- Training & Development

-- Performance Appraisal

-- Compensation Mgt.

-- Labour Relations

JOB SPECIFICATIONS

-- Skills Required

-- Physical Demand

METHODS OF

COLLECTING DATA

-- Interviews

-- Questionnaires

-- Observations

-- Records

-- DOT

-- Diaries

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JOB ANALYSIS – a definition

a) Job analysis is the process of obtaining information about jobs by determining what are the task, duties and responsibilities of those jobs. It is called the cornerstone of Human Resource Management because the information it collects serves so many Human Resource Management functions.

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b) Job analysis is a process to help determine the principle tasks, duties and responsibilities of the job, the mental and physical requirements of the job, the special skills needed to perform the job and the conditions under which work is performed.

JOB ANALYSIS – a definition

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c) Job analysis involves numerous steps and several data bases i.e. list of job tasks, duties, responsibilities. Knowledge, skills and abilities are often the outcome.

JOB ANALYSIS – a definition cont’d

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Importance Of AnalysisJob Analysis is used for:

developing job requirements evaluating the worth of a job accurately work force planning recruitment/selection setting job performance standards for

performance appraisal job evaluation and salary administration addressing legal requirements – salary

computation.

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The result of job analysis spells out the requirements and responsibilities of the job. They help employees to know what is expected from them on the job.

Importance Of Job Analysis cont’d

Job Analysis is used for:

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the organization the job, and the people relationship through its link with Job

Design

Importance Of Analysis cont’d

Job analysis affects:

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JOB DESCRIPTION AND JOB SPECIFICATION

Once jobs have been fully analyzed they must be described, specification developed and standards set.

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The relationship among job analysis, job descriptions, job specifications and job standards must be identified and known.

JOB DESCRIPTION AND JOB SPECIFICATION

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Job Analysis, Job Descriptions, Job Specifications and Job

Standards

Job Descriptions – Written Summaries of the basis Tasks,

Duties and Responsibilities of Jobs

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Job Descriptions contain three (3) basic sections:

- Identification Section- Job Summary- Specific Duties and

Responsibilities


Standardscont’d

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Identification Section: Generally contains the Job title, Department and Supervisors’ Title. Other identification elements such as Job number and pay grade for the job may be included.


Standardscont’d

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Job Summary: Provides a brief overview of the general nature of job tasks.

Job Analysis, Job Descriptions, Job Specifications and Job Standards

cont’d

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Specific Duties and Responsibilities:

Provides a detailed listing of the specific duties and responsibilities contained in the job.


cont’d

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Job Descriptions must be as accurate as possible. Job Descriptions should contain all the major tasks assigned to the jobs. Accurate and complete descriptions are necessary because they have several important uses viz:

- Clarifying vague responsibilities and eliminating overlapping responsibilities between jobs


cont’d

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- Developing job specifications- Human Resource Planning and

Recruitment- Orienting new employees to job

duties and responsibilities- Developing performance standards- Job Evaluations


cont’d

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Job Specifications

Job Specifications are an important outgrowth of job analysis and job descriptions. Job Specifications are used primarily for selection of qualified employees, thus specifications should be precise as well as job related.

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Job Specifications cont’d

They are useful in human resource planning and training and necessary in affirmative action programs.

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Job Specification cont’d

Most Job Specifications list the education, experience and general knowledge, skills and abilities to perform the job.

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Job Specifications are summaries of the skills, background and qualifications necessary for an employee to perform the job in a satisfactory manner.

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Job Specification must be undertaken with care and must ensure that the education, experience and other qualifications required for employees are necessary to perform the job satisfactorily.

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Job Standards represent the expected performance for each job duty described on the job description.

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Job Standards provide the employee with performance goals to accomplish, and with knowledge of performance expectations on the job. Job Standards are often linked to performance appraisals.

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USES OF JOB ANALYSIS

Job Analysis affects many personal management activities

The selection process is designed to find the most qualified person for the position.

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The Job Specifications, then, describe the minimum qualifications acceptable from applicants and are often used in advertisements of job openings.

Job analyses provide the guidelines to be used in recruitment and selection of qualified employees.

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SUMMARYJob Analysis

Job Analysis is an important personnel management activity.

Job Analysis is a systematic process for gathering information about a job.

Job Analysis is used primarily to construct job descriptions and job specifications.

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SUMMARY cont’dJob Description

Job Descriptions are written summaries of the basis tasks, duties and responsibilities of jobs.

Job Descriptions may help to clarify vague responsibilities, to orient new employees to jobs, to develop performance standards and to determine proper compensation.

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SUMMARY cont’dJob Specification

Job Specifications describe the skills, background and qualifications necessary for an employee to perform the job in a satisfactory manner.

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SUMMARY cont’d

Job Specifications are inter-related with recruitment and selection, training, human resource planning and career development.

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SUMMARY cont’d

Job Analysis underlies many basic personnel management functions and includes:

Job Design, Compensation, Human Resource Planning, Recruitment and Selection, Training and Management Development, Performance Appraisal, Career Development and Equal Opportunity Employment.

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SUMMARY cont’d

Job Analysis plays particularly important roles in compensation systems (job evaluation), in selection processes and in equal employment opportunity ( development and validation of selection tests and employment procedures).

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Documents

1 Job Analysis