75298887 Job Analysis in Human Resources Management

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JOB ANALYSIS IN HUMAN RESOURCESMANAGEMENTHuman resources personnel need to be prepared to modify job

specifications and job descriptions on an everyday basis. To achieveorganizational success, it is crucial to identify and determine the jobsthat the organization needs performed in order to reach its strategicgoals. Job analysis is therefore a vital function of human resources.

What is job analysis?

Job analysis may be defined as a methodical process of collectinginformation on the functionally relevant aspects of a job. Job analysis

tells the human resources personnel:

the time it takes to complete relevant tasks the tasks that are grouped together under a single job position the ways to design or structure a job for maximizing employee

performance the employee behavioral pattern associated with performance of

the job the traits and attributes of a proper candidate for the job

the ways the data can be used to develop human resourcemanagement

What is the need for job analysis?

Three major factors create the need for job analysis:

statutory concerns, such as equal employment opportunity responses to business competitionrecruiting and retaining talent technological changes that create new jobs and render others

obsolete

What are the uses of job analysis information?

Job analysis information is used in human resources on a regular basisto define:

Job description: A job description gives an account of the work andduties associated with a particular job. It describes the way the job

is performed currently. Most job descriptions contain the followinginformation:


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the job name summary description of the job a list of duties for the job a list of organizational responsibilities related to the job

Job specifications: Job specifications define the characteristics ofthe activities associated with the job and given in the jobdescription. They describe the skill sets and qualifications that acandidate for the job should possess.

Job classification: Job classification groups similar jobs intoclasses and families. This simplifies the overview for managers andis essential for streamlined functioning of an organization.

Job evaluation: Job evaluation involves finding out the monetaryworth of a job and helps to set up equitable pay structures.

Job design: Job design integrates employee needs withproductivity needs to maximize worker efficiency.

The conclusions draw from this data will often be:

Identifying training needs of personnel Creating recruitment strategies

Making performance reviews

Without proper job analysis by the human resources department, it is

difficult for any organization to remain competitive and be able to attract

and retain talent.

METHODS OF JOB ANALYASIS

OBSERVATION METHODSObservation methods consist of direct observation, work methodsanalysis, technique of critical incident.1.Direct observationThis form is based on analysis of job in order to observe and makerecords of behaviors/events/activities/tasks/duties when something ishappening.2.Work methods analysis
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The form of analysis on work methods is applicable to describe manualand repeated manufacturing jobs, for example the jobs of assembly-line.Such analysis on work methods consists of analysis of time, motion studyand micro-motion.

3.Critical incident technique (CIT model).The method of critical incident technique is applied to discoversbehaviors towards working which can help classify performance intogood and bad level.4.INTERVIEW METHODThis tool is considered to be very useful to analysis of jobs. In whichquestions are given to both incumbents and supervisors under such formof individual or a group. Interview consists of structured Interviews,unstructured interview, open-ended questionsQUESTIONNAIRE METHODSQuestionnaire methods includes 6 techniques as follows:5.Position Analysis Questionnaire (PAQ model)The model of PAQ is a technical of questionnaire for analyze jobs. In1972, McCormick, Jeanerette, and Mecham (1972) developed thistechnique which is a structured instrument of job analysis to measurecharacteristics of job and then associate them with characteristics ofhuman. Such technique includes 195 job elements that describe generichuman behaviors during working.6.Functional job analysis (FJA model)

The model of FJA is a technique uses to analyze jobs.the Employment and Training Administration of the UnitedStates Department of Labor developed this technique. There are7 scales(numbers) of the technique that measure: 3 worker-function scales:measure % of time spent with: data, people, things; 1 worker-instructionscale; 3 scales that measure reasoning, mathematics, language.7.Work Profiling System (WPS model)The method of Work Profiling System is a technique of questionnaire toanalyze jobs. The technique makes use of a computer-administered

system and discovered by Saville & Holdsworth, Ltd.8.MOSAIC modelThe model of MOSAIC is a technique used to analyze jobs by gatheringinformation from both incumbents and supervisors. The model includes151 job tasks which are rankedbased on the level of importance to makesure that job performance is maintained efficient and 22 capacities

which are ranked based on the level of importance, and also necessaryeffectiveness at entry.9.Common Metric Questionnaire (CMQ model)This style was created by Harvey and regarded as a job analysis ofworker-orientation. It is designed to be widely applied in a wide range
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of both exempt and nonexempt jobs. There are 42 general questions inthe background section, 62 questions on contacts with people, 80questions relating to decision-making, 53 questions of activities in termsof both physical and mechanical, and 47 questions on setting of work.

10.Fleishman Job Analysis System (FJAS model)It includes 52 cognitive, physical, psycho-motor, and sensory ability,each of the categories consists of two parts an operational anddifferential definition and a grading scale.The method called Fleishman Job Analysis System is a technique used toanalyze jobs in which jobs are described based on opinions of vitalcapacities. There are 52 cognitive, physical, psycho-motor, and sensoryability, each of them includes two parts: a grading scale and anoperational and differential definition.OTHER METHODS11.Task InventoryIndeed, a task inventory lists all discrete activities which create a certain

job or certain company.12.Job element methodThis style is somehow similar to the method of critical incidenttechnique. The methodconcentrates on behaviors during working andsuch consequences that the behaviors bring about more than look atabstract characteristics. This method was developed by Ernest Primoff.13.Diary method

The method of diary is considered to be a very useful tool to analyze jobs.In this method, jobs are assessed thanks to workers daily records ortheir lists of activities that they practice day by day14.Checklists and rating scalesIn this method, jobs are analyzed by using a list keeping track of such jobelements. Many questions can be raised, such as working purposes, keyroles and responsibilities, organization; relationships; decision making;authority; Skills, knowledge, experience; working conditions.15.Competency profiling

This form of job analysis is an activity that determines certain capacitieswhich are characteristics of high levels of performance in a certain job. Itincludes skills, knowledge, capacities, values, interests, personalities.16. Examining Manuals/reference materialsIn analyzing jobs, the analysts use manuals/ or materialsof reference including quality manual, human resource manual,procedures, instruction, forms, job descriptionThese documents areavailable so that organizations can apply them in accordance withstandards of ISO 9000.17.Technical conference
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This tool is of great usefulness in analyzing jobs based on Subject MatterExperts (SMEs). SMEs will implement sessions of brainstorming todiscover elements of jobs. In this method, SMEs can apply a full mix ofall methods of job analysis.

18.Threshold Traits Analysis System (TTAS model)In 1970, Felix Lopez developed the model of Threshold Traits AnalysisSystem (TTAS model). The model includes a standard set of 33 traits in

which ability traits are can do factors while attitudinal traits arewilling to do factors.Combination of methodsIn process of analyzing jobs, experts can apply or make a mix of allmethods to gather information relating to job. Take an instance,

whenever direct observation is used,interviews are used at the sametime.

Purpose Of Job Analysis

why is job analysis important ?Directly outcomes / results of job analysis are job descriptionand job specification. Apart from job description and jobspecification, Functions / benefits of job analysis include elements as

below.1. Purpose of job analysis in Recruitment and Selection:

Job analysis is very important for contentsas: Job duties that should be included in advertisements of vacantpositions; Appropriate salary level for the position to help determine what salaryshould be offered to a candidate; Minimum requirements (education and/or experience) forscreening applicants; Interview questions; Selection tests/instruments (e.g., written tests; oral tests; job

simulations); Applicant appraisal/evaluation forms; Orientation materials for applicants/new hires2. Purpose of job analysis in Job evaluation Judges relative worth of jobs in an organization Sets fair compensation rates3. Purpose of job analysis in Job design Reduce personnel costs, streamline work processes, Increase productivity and employee empowerment, Enhance job satisfaction and provide greater scheduling flexibility for

the employee.
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Simplify job with too many disparate activities Identifies what must be performed, how it will be performed, where itis to be performed and who will perform it.4. Purpose of job analysis in Compensation and Benefits:

Job Analysis can be used in compensation to identify or determine: Skill levels Compensation job factors Work environment (e.g., hazards; attention; physical effort) Responsibilities (e.g., fiscal; supervisory) Required level of education (indirectly related to salary level5. Importance of job analysis in Performance Appraisal:Job Analysis can be used in performance review to identify or develop: Goals and objectives Performance standards Length of probationary periods Duties to be evaluated Evaluation criteria6. Importance of job analysis in Training and development:Job Analysis can be used in training needs assessment to identify ordevelop: 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)7. Job analysis increases productivityHow a job analysis increases productivity? Job analysis also identify performance criteria so that it promote

worker for best performance. Job analysis can use methods of time and motion study or micro-motion analysis in order to time and motion for job.8. Importance of job analysis in Compliance with labor law:

Identify requirements in compliance with labor law. Compliance with Civil Rights Legislation in US. EEO (Equal Employment Opportunity) compliance in US

Process Of Job Analysis

How to perform / conduct a job analysis ? You should do 8 steps asfollows for conducting / writing a job analysis.Step 1: Identify purpose of job analysis

You should identify purpose of job analysisbecause that will determine

what job analysis method, what data will be collected.


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Step 2: Selecting the analystsYou can choose analyst from professional human resource, line mangers,incumbents or consultants.Step 3: Selecting the appropriate method

Select representative positions to analyze because there may be toomany similar jobsto analyze, and it may not be necessary to analyze themall. Review background information such as organization charts, processcharts, and job descriptions of positions selected . Then identify methods ofjob analysis. There are many methods in jobanalysis, you should pay attention to advantages and disadvantages ofeach method in order to choose suitable one. Identify sample size of position.Step 4: Train the analystsIf you intend to use internal analysts you have to teach them how to usethe selected methods.Step 5: Preparation of job analysis Communicate the project in the organization. Preparing the documentation, for example: interview questions,questionnaires.Step 6: Collecting data Collecting data on job activities, employee behaviors, workingconditions, and human traits and abilities needed to perform the job

Using one or more of the job analysis methods to collect data.Step 7: Review and verifyConsolidate the results.

You must review all data collected. This will help you to confirm that theinformation is factually correct and complete.How can review information? Reviewdata with his or her immediate supervisor. Reviewdata by technical conference (is a job analysis method). Reviewdata with incumbents by interview.

Step 8: Develop a job description and job specificationImplement the results into the company procedures according to thegoal-setting.Develop a job description and job specification from the jobanalysis information. A job description is a written statement thatdescribes the activities and responsibilities of the job, workingconditions and safety and hazardsA job specification summarizes thepersonal qualities, traits, skills, and background required for getting the

job done.Classification Of Job Analysis Methods

1. Classification based on property


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Classification of property include 2 types of qualitative jobanalysis techniques andquantitative job analysis techniquesQualitative job analysis techniques Interview

Observation Participant Dairy / logs QuestionnaireQuantitative job analysis techniques Functional job analysis Department of Labor Procedure (DOL) Position analysis questionnaire2. Classification based on orientationClassification-oriented include 2 types of job-oriented and worker-oriented.Job-Oriented: focus on work activities, focus on describing varioustasks that are performed on the job, very specific task description Job Element Method Task Analysis Functional Job AnalysisWorker-oriented:focus on traits and talents necessary to perform the job, examine broadhuman behaviors involved in work activities Position Analysis Questionnaire

Critical Incident TechniquePractical Problems With Job Analysis

Problems with job analysis include as follows:1. Lack of top management supportRole of top management is to communicate to incumbents that purposeof job analysisis to enhance performance in organization.2. Lack of training of the analyst and incumbentIncumbent should be trained about job analysis as purpose of jobanalysis, if not, incumbents distort data of job analysisbecause employee

think that process seen as a threat to employee3. Use of only one methodEach method also has advantage and disadvantage so you should use atleast 2 methods for job analysis.Note that job analysis includes both collecting of data and review data sothat you should not use only one method.4. Use of single source of data onlyInformation source of job analysis include many one from internal oneto external one One can not reflect all data about position so that youshould use at least 2 ones of job analysis information.5. Other problems are:


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Intentional or unintentional distortion from incumbent Absence of a review Lack of participation of all stakeholders Job-based rather than person-based.

Lack of reward for providing quality information Insufficient time allowed for the process Time spent ofjob analysis too lengthy.

inShare

Job Analysis - Job Description and Job Specification

Job analysis is primary tool in personnel management.In this method, a personnel manager tries to gather,synthesize and implement the information availableregarding the workforce in the concern. A personnelmanager has to undertake job analysis so as to put rightman on right job.

There are two outcomes of job analysis :

1. Job description1.2. Job specification

The information collected under job analysis is :

1. Nature of jobs required in a concern.2.Nature/ size of organizational structure.3. Type of people required to fit that structure.4.The relationship of the job with other jobs in the concern.5. Kind of qualifications and academic background required for jobs.6.Provision of physical condition to support the activities of the

concern. For example- separate cabins for managers, special cabinsfor the supervisors, healthy condition for workers, adequate storeroom for store keeper.

Advantages of Job Analysis

1. Job analysis helps the personnel manager at the time ofrecruitment and selection of right man on right job.

2. It helps him to understand extent and scope of training required inthat field.

3. It helps in evaluating the job in which the worth of the job has to beevaluated.


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4. In those instances where smooth work force is required in concern.5.When he has to avoid overlapping of authority- responsibility

relationship so that distortion in chain of command doesnt exist.6. It also helps to chalk out the compensation plans for the

employees.7. It also helps the personnel manager to undertake performanceappraisal effectively in a concern.

A personnel manger carries analysis in two ways :

a. Job descriptionb.Job specification

1. JOB DESCRIPTION is an organized factual statement of job

contents in the form of duties and responsibilities of a specific job.The preparation of job description is very important before a

vacancy is advertised. It tells in brief the nature and type of job.This type of document is descriptive in nature and it constitutes allthose facts which are related to a job such as :

a. Title/ Designation of job and location in the concern.b. The nature of duties and operations to be performed in that

job.c. The nature of authority- responsibility relationships.

d.Necessary qualifications that are required for job.e. Relationship of that job with other jobs in a concern.f. The provision of physical and working condition or the work

environment required in performance of that job.

Advantages of Job Description

g. It helps the supervisors in assigning work to the subordinatesso that he can guide and monitor their performances.

h. It helps in recruitment and selection procedures.

i. It assists inmanpower planning.j. It is also helpful in performance appraisal.k. It is helpful in job evaluation in order to decide about rate of

remuneration for a specific job.l. It also helps in chalking out training and development

programmes.2.JOB SPECIFICATION is a statement which tells us minimum

acceptable human qualities which helps to perform a job. Jobspecification translates the job description into human

qualifications so that a job can be performed in a better manner.
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Job specification helps in hiring an appropriate person for anappropriate position. The contents are :

a. Job title and designationb. Educational qualifications for that title

c. Physical and other related attributesd.Physique and mental healthe. Special attributes and abilitiesf. Maturity and dependabilityg. Relationship of that job with other jobs in a concern.

inShare

The information collected under job analysis is :

1. Nature of jobs required in a concern.2.Nature/ size of organizational structure.3. Type of people required to fit that structure.4.The relationship of the job with other jobs in the concern.5. Kind of qualifications and academic background required for jobs.

6.Provision of physical condition to support the activities of theconcern. For example- separate cabins for managers, special cabinsfor the supervisors, healthy condition for workers, adequate storeroom for store keeper.

Advantages of Job Analysis

1. Job analysis helps the personnel manager at the time ofrecruitment and selection of right man on right job.

2. It helps him to understand extent and scope of training required inthat field.

Job analysis is primary tool in personnel management.In this method, a personnel manager tries to gather,synthesize and implement the information availableregarding the workforce in the concern. A personnelmanager has to undertake job analysis so as to put rightman on right job.

There are two outcomes of job analysis :

1. Job description1.2. Job specification


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3. It helps in evaluating the job in which the worth of the job has to beevaluated.

4. In those instances where smooth work force is required in concern.5.When he has to avoid overlapping of authority- responsibility

relationship so that distortion in chain of command doesnt exist.6. It also helps to chalk out the compensation plans for theemployees.

7. It also helps the personnel manager to undertake performanceappraisal effectively in a concern.

A personnel manger carries analysis in two ways :

a. Job descriptionb.Job specification

1. JOB DESCRIPTION is an organized factual statement of jobcontents in the form of duties and responsibilities of a specific job.The preparation of job description is very important before a

vacancy is advertised. It tells in brief the nature and type of job.This type of document is descriptive in nature and it constitutes allthose facts which are related to a job such as :

a. Title/ Designation of job and location in the concern.b. The nature of duties and operations to be performed in that

job.c. The nature of authority- responsibility relationships.d.Necessary qualifications that are required for job.e. Relationship of that job with other jobs in a concern.f. The provision of physical and working condition or the work

environment required in performance of that job.

Advantages of Job Description

g. It helps the supervisors in assigning work to the subordinates

so that he can guide and monitor their performances.h. It helps in recruitment and selection procedures.i. It assists inmanpower planning.

j. It is also helpful in performance appraisal.k. It is helpful in job evaluation in order to decide about rate of

remuneration for a specific job.l. It also helps in chalking out training and development

programmes.2.JOB SPECIFICATION is a statement which tells us minimum

acceptable human qualities which helps to perform a job. Jobspecification translates the job description into human
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qualifications so that a job can be performed in a better manner.Job specification helps in hiring an appropriate person for anappropriate position. The contents are :

a. Job title and designation

b. Educational qualifications for that titlec. Physical and other related attributesd.Physique and mental healthe. Special attributes and abilitiesf. Maturity and dependabilityg. Relationship of that job with other jobs in a concern.

Advantages of Job Specification

h. It is helpful in preliminary screening in the selection

procedure.i. It helps in giving due justification to each job.

j. It also helps in designing training and developmentprogrammes.

k. It helps the supervisors for counseling and monitoringperformance of employees.

l. It helps in job evaluation.m.It helps the management to take decisions regarding

promotion, transfers and giving extra benefits to the

employees.

From the above advantages, we can justify the importance of job analysisand its related products. Both job description as well as job specificationare important for personnel manager in personnel managementfunction. Therefore,job analysis is considered to be the primarytool of personnel management.

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75298887 Job Analysis in Human Resources Management