JOB JOB ANALYSISANALYSIS

Job AnalysisJob Analysis Job analysis is a systematic investigation of the tasks, Job analysis is a systematic investigation of the tasks,

duties and responsibilities necessary to do a job. duties and responsibilities necessary to do a job. Job analysis is the process of collecting job related Job analysis is the process of collecting job related

informationinformation.

Objectives/Purpose of Job AnalysisObjectives/Purpose of Job Analysis

Process of Job analysisProcess of Job analysis

Job vs. Worker Oriented AnalysesJob vs. Worker Oriented Analyses

Job-OrientedJob-Oriented analysis of analysis of taskstasks

necessary to complete necessary to complete the jobthe job

more concretemore concrete e.g. college studente.g. college student

attend lecturesattend lectures take notestake notes read textread text write paperswrite papers do homeworkdo homework

Worker-OrientedWorker-Oriented analysis of the analysis of the skillsskills and and

abilities requiredabilities required intelligentintelligent self-motivatedself-motivated able to work aloneable to work alone able to integrate able to integrate

diverse informationdiverse information good long-term good long-term

memorymemory time-management time-management

skillsskills

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Types Of Job Analysis InformationTypes Of Job Analysis Information

Considerable information is needed, such as:Considerable information is needed, such as: Worker-oriented activitiesWorker-oriented activities Machines, tools, equipment, and work aids usedMachines, tools, equipment, and work aids used Job-related tangibles and intangiblesJob-related tangibles and intangibles Work performanceWork performance Job contentJob content Personal requirements for the jobPersonal requirements for the job

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Summary of Types of Data Collected Summary of Types of Data Collected Through Job AnalysisThrough Job Analysis

Work ActivitiesWork Activities – work activities and processes; activity – work activities and processes; activity records (for example, in film form); procedures used; records (for example, in film form); procedures used; personal responsibility.personal responsibility.

Worker-oriented activitiesWorker-oriented activities – human behaviors, such as – human behaviors, such as physical actions and communicating on the job; elemental physical actions and communicating on the job; elemental motions for methods analysis; personal job demands, such motions for methods analysis; personal job demands, such as energy expenditure.as energy expenditure.

Machines, tools, equipment, and work aids used.Machines, tools, equipment, and work aids used.

Job-related tangibles and intangiblesJob-related tangibles and intangibles – knowledge dealt – knowledge dealt with or applied (as in accounting); materials processed; with or applied (as in accounting); materials processed; products made or services performed.products made or services performed.

Work performanceWork performance – error analysis; work standards; – error analysis; work standards; work measurements, such as time taken for a task.work measurements, such as time taken for a task.

Job contextJob context – work schedule; financial and nonfinancial – work schedule; financial and nonfinancial incentives; physical working conditions; organizational incentives; physical working conditions; organizational and social contexts.and social contexts.

Personal requirements for the jobPersonal requirements for the job – personal attributes – personal attributes such as personality and interests; education and training such as personality and interests; education and training required; work experience.required; work experience.

Sources of Job InformationSources of Job Information

SMEs (Subject Matter Experts)SMEs (Subject Matter Experts) people who have in-depth knowledge of specific people who have in-depth knowledge of specific

job under analysis, job skills, and abilitiesjob under analysis, job skills, and abilities

Job Incumbent (Job Holder)Job Incumbent (Job Holder)

SupervisorsSupervisors

Job AnalystJob Analyst

Outcomes of Job AnalysisOutcomes of Job Analysis

The information obtained from job analysis is classified The information obtained from job analysis is classified into three categories.into three categories.

Job descriptionJob description

Job specificationJob specification

Job evaluationJob evaluation

Job DescriptionJob Description A job description is a written statement of the duties, A job description is a written statement of the duties,

responsibilities, required qualifications and reporting responsibilities, required qualifications and reporting relationships of a particular job. relationships of a particular job.

The job description is based on The job description is based on objectiveobjective information obtained information obtained through job analysis.through job analysis.

Job description acts as an important resource forJob description acts as an important resource for Describing the job to potential candidatesDescribing the job to potential candidates Guiding new hired employees in what they are specifically Guiding new hired employees in what they are specifically

expected to doexpected to do Providing a point of comparison in appraising whether the Providing a point of comparison in appraising whether the

actual duties align with the stated duties.actual duties align with the stated duties.

Job specificationJob specification Job specifications specify the Job specifications specify the minimum acceptable minimum acceptable

qualificationsqualifications required by the individual to perform required by the individual to perform the task efficiently. the task efficiently.

Based on the information obtained from the job Based on the information obtained from the job analysis procedures, job specification identifies the analysis procedures, job specification identifies the qualifications, appropriate skills, knowledge, and qualifications, appropriate skills, knowledge, and abilities and experienced required to perform the job. abilities and experienced required to perform the job.

Job specification is an important tool in the selection Job specification is an important tool in the selection process as it keeps the attention of the selector on the process as it keeps the attention of the selector on the necessary qualifications required for that job.necessary qualifications required for that job.

Job EvaluationJob Evaluation Job evaluation provides the relative value of each job Job evaluation provides the relative value of each job

in the organization. It is an important tool to in the organization. It is an important tool to determine compensation administration. determine compensation administration.

If an organization is to have an equitable If an organization is to have an equitable compensation program, jobs that have similar compensation program, jobs that have similar demands on terms of- demands on terms of-

skills, skills, education and education and other characteristics should be placed in the common other characteristics should be placed in the common

compensation groups.compensation groups.

Methods of Job AnalysisMethods of Job Analysis

InterviewsInterviews

Structured QuestionnaireStructured Questionnaire

Direct ObservationDirect Observation

Logbooks / Work DiariesLogbooks / Work Diaries

Most commonly used methodMost commonly used method very adaptablevery adaptable

Usually conducted withUsually conducted with job incumbents job incumbents technical experts technical experts supervisorssupervisors

Questions like:Questions like: what are your most typical duties?what are your most typical duties? How long do they take?How long do they take? How do you do them?How do you do them?

InterviewsInterviews

QuestionnairesQuestionnaires

Unstructured format is more useful when:Unstructured format is more useful when:

Questions are open ended.Questions are open ended. Questions that probingQuestions that probing Roles are unclearRoles are unclear

Structured more useful when:Structured more useful when: The jobs are fixed and duties extremely clear.The jobs are fixed and duties extremely clear.

ObservationObservation Camera; video; audioCamera; video; audio Excellent for understanding and appreciating Excellent for understanding and appreciating

conditions under which job is performedconditions under which job is performed Allows analyst to experience aspects of job that Allows analyst to experience aspects of job that

worker may not be aware ofworker may not be aware of Not as good for understanding Not as good for understanding whywhy behaviors behaviors

do/do not occurdo/do not occur

Logbook / Worker DiariesLogbook / Worker Diaries

Worker makes systematic entries in book Worker makes systematic entries in book outlining activitiesoutlining activities

May be useful for jobs that are difficult to May be useful for jobs that are difficult to observeobserve

But, not commonly usedBut, not commonly used too much variance in writing skillstoo much variance in writing skills can exaggerate tasks performedcan exaggerate tasks performed

Why do we do Job Analyses?Why do we do Job Analyses?

Reduce Role Conflict and AmbiguityReduce Role Conflict and Ambiguity reduce discrepancy between what organization reduce discrepancy between what organization

thinks job is and what job is in reality.thinks job is and what job is in reality.

Design and Evaluation of TrainingDesign and Evaluation of Training focus training on most difficult and most frequent focus training on most difficult and most frequent

elements of job.elements of job.

Performance AppraisalPerformance Appraisal criteria for appraisal should be matched with criteria for appraisal should be matched with

most important elements of job. most important elements of job.

Job DesignJob Design simplify job with too many disparate activities.simplify job with too many disparate activities.

Infosys BPO

Infosys BPO Limited (formerly Progeon Limited) is the BPO (Business Process Outsourcing) subsidiary of Infosys Technologies Ltd.

The company was started as Progeon Limited in April 2002 and is today among the top third-party BPOs in India according to NASSCOM.

Infosys BPO closed FY 07-08 with a revenue of $ 250.3 million with 11 centers worldwide employing 16,295 employees and 44 clients.

It has its headquarters in Bangalore

Offerings

Aerospace and Automotive Banking and Capital Markets Communication Service Providers Energy and Utilities Healthcare Insurance Life Sciences Manufacturing Media and Entertainment Retail and Consumer Packaged Goods Services Transportation and Services

Job Needs Analysis

The specific content of present or anticipated jobs is examined through job analysis. For existing jobs,

Information on the tasks to be performed (contained in job descriptions),

The skills necessary to perform those tasks (drawn from job qualifications), The minimum acceptable standards (obtained from

performance appraisals) are gathered. This information can then be used to

ensure that training programs are job specific and useful.

Person Needs Analysis

Person needs analysis can be either broad or narrow in scope.

BROADER APPROACH

The broader approach compares actual performance with the minimum acceptable standards of performance.

Based on the actual current job performance of an employee,

it can be used to determine training needs for the current job.

The narrower approach compares an evaluation of employee proficiency on each required skill dimension with the proficiency level required for each skill. Used to identify development needs for future jobs.

NARROW APPROACH