Job Analysis NBS

8/3/2019 Job Analysis NBS

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JOB ANALYSIS

PERSONNEL PROBLEM

MANAGEMENT

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BASICS OF JOB ANALYSIS

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JOB ANALYSIS is the procedure through

which you determine the duties of these

positions and the characteristics of thepeople to hire for them

- It produces information for writingJOB

DESCRIPTIONS and JOB SPECIFICATIONS


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JOB DESCRIPTION list of what the job entails

JOB SPECIFICATION

- what kind of people should be hired for the job


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USES OF JOB ANALYSIS INFORMATION


Recruitment and Selection

Compensation

Training

Performance Appraisal

Discovering Unassigned Duties

EEO Compliance


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STEPS IN JOB ANALYSIS


Decide how you will use the information

Review relevant background information

Select representative positions

Actually analyze the job

Verify the job analysis information

Develop a job description and job specification


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Organizational Chart shows the organization

wide distribution of work

Process Chart shows the flow of inputs to and

outputs from a particular job

CHARTING THE ORGANIZATION

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JOB ANALYSIS GUIDELINES


Make the job analysis a joint effort by a human

resources specialist , the workers, and the

workers supervisor.

Collect job analysis information from employees

in different departments.

Make sure the questions and process are clear.

Use several different tools for the job analysis.


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Interview

Questionnaire

Observation

Participant Diary/ Logs

METHODS OF COLLECTING JOB

ANALYSIS INFORMATION

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1. THE INTERVIEW

Information sources

Individual employees

Groups of employees

Supervisors withknowledge of the job

Advantages

Quick, direct way to find

overlooked information.

Disadvantages

Distorted information

Interview formats

Structured (Checklist)

Unstructured



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INTERVIEW GUIDELINES The job analyst and supervisor should work together

to identify the workers who know the job best.

Quickly establish rapport with the interviewee.

Follow a structured guide or checklist, one that listsopen-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.



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2. QUESTIONNAIRES

Information source

Have employees fill out

questionnaires to

describe their job-related duties and

responsibilities.

Questionnaire formats

Structured checklists

Opened-ended

questions

Advantages

Quick and efficient way

to gather information

from large numbers ofemployees

Disadvantages

Expense and time

consumed in preparingand testing the

questionnaire



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3. OBSERVATION

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

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4. PARTICIPANT DIARY/LOGS

Information source

Workers keep a

chronological diary/ log

of what they do and the

time spent in 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



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QUANTITATIVE JOB ANALYSIS TECHNIQUES

Position Analysis Questionnaire (PAQ) A questionnaire used to collect quantifiable data

concerning the duties and responsibilities of various jobs.

5 PAQ BASIC ACTIVITIES

1.H

aving decision making, communication, socialresponsibilities

2. Performing skilled activities

3. Being physically active

4. Operating vehicles or equipment

5. Processing information

*The final PAQ score shows the jobs rating on each of these 5activities.



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QUANTITATIVE JOB ANALYSIS TECHNIQUES

Department of Labor (DOL) Procedure A standardized method by which different jobs can be

quantitatively rated, classified, and compared.

Functional Job Analysis

Takes into account the extent to which instructions,reasoning, judgment, and mathematical and verbalability are necessary for performing job tasks.

Internet Based Job Analysis

The use of online methodologies for surveys



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WRITING JOB DESCRIPTIONS


JOB DESCRIPTION is a written statement of what

the worker actually does, how he or she does it

and what the jobs working conditions are.

You use this information to write the JOB

SPECIFICATION

This lists knowledge, abilities and skills required

to perform the job satisfactorily


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SECTIONS OF A JOB DESCRIPTION


1. Job identification

2. Job summary

3. Responsibilities and duties

4. Authority and incumbent

5. Standards of performance

6. Working conditions

7. Job specifications


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USING THE INTERNET FOR WRITING JOB

DESCRIPTIONS (O*NET)


HOW TO USE OCCUPATIONAL INFORMATION NETWORK(O*NET)

Step 1. Decide on a Plan

Step 2. Develop an Organizational Chart

Step 3. Use a simplified Job Analysis Questionnaire

Step 4. Obtain Job Duties from O*NET

Step 5. List the jobs Human Requirements from O*NET

Step 6. Finalize the Job Description

(http://oneline.onetcenter.org)


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WRITING JOB SPECIFICATIONS


Specifications for Trained Versus Untrained

Personnel

Trained Personnel straight forward

Untrained employees requires

identifying the personal traits that

predict performance


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WRITING JOB SPECIFICATIONS


Specifications Based on Judgment

Common sense is the key


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WRITING JOB SPECIFICATION


Specifications Based on Statistical Analysis

The aim here is to determine statistically therelationship between

1. Some predictor (human traits)

2. Some indicator or criterion of job

effectiveness such as performance


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5 STEPS FOR THIS PROCEDURE


1. Analyze the job and decide how to measure job

performance

2. Select personal traits

3. Test candidates for this traits

4. Measure candidates subsequent job performance

5. Statistically analyze the relationship between the

former predicts the later


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JOB ANALYSIS IN A WORKER-

EMPOWERED WORLD


FROM SPECIALIZED TO ENRICHED JOBS

Job Enlargement assigning workers additionalsame-level activities

Job Rotation - systematically moving workersfrom one job to another

Job Enrichment redesigning jobs in a waythat increases the opportunities for the workerto experience feelings of achievement, growthand recognition


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JOB ANALYSIS IN A WORKER-

EMPOWERED WORLD (CONTD)


COMPETENCY-BASED JOB ANALYSIS

COMPETENCIES are demonstrable

characteristics of the person that make

performance possible

COMPETENCY-BASED JOB ANALYSIS means

describing the job in terms of measurable,

observable, behavioral competencies that anemployee doing that job must exhibit to do the

job well


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Worker focused

What must these

employees be

competent to do inorder to perform this

multi-skilled job?

More job focused

What are this jobs

duties

TRADITIONALCOMPETENCY-BASED



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EXAMPLES OF COMPETENCIES


General competencies

Leadership competencies

Technical competencies

Documents

Job Analysis NBS