Post on 22-Nov-2014
Job Analysis, Job Description
& Job Design
Presented by-
Col P S Jaggi
Gaurav Khokhani
Namita Rajani
INTRODUCTION
Job Analysis is a detailed description of thephysical and other demands of a job or jobgoal based on direct observation of the job.Among other things, it describes what theworker does in terms of activities andfunctions, and the worker characteristics(skills, knowledge, abilities, and adaptabilities)needed to accomplish the tasks involved.
INTRODUCTION
Job Analysis is a process to identify and determine in detail the particular job duties and
requirements and the relative importance of these duties for a given job. Job Analysis is a process where judgments are made about data collected on a job.
Job Analysis data may be collected from the injured worker, other workers and the employer through interviews or questionnaires, the product of the analysis is a description or specifications of the job, not a description of the person.
Job Analysis and Evaluation
Do it or else…
What is Job Analysis?
It is the systematic process of determining the tasks, duties, knowledge, skills, abilities, and other requirements (KSAOs) necessary for performing jobs in an organization.
Job Analysis Defined
Process of defining a job in terms of its component tasks or duties and the knowledge or skills required to perform them
Job Analysis
The identification of criteria necessary for successful performance in a given job
Identifies KSAs Job tasks to perform Skills required Abilities needed
Definitions
Job - Consists of a group of tasks that must be performed for an organization to achieve its goals
Position - Collection of tasks and responsibilities performed by one person; there is a position for every individual in an organization
Definitions (Continued)Job analysis - Systematic process of
determining the skills, duties, and knowledge required for performing jobs in an organization
Job description – document providing information regarding tasks, duties, and responsibilities of job
Job specification – minimum qualifications to perform a particular job
Purpose of a Job Analysis
Necessary to success of human resource
functions and provides a legal foothold for
organizations to defend themselves against
employment-related litigation
Types Of Job Analysis Information Considerable information is needed, such
as:Worker-oriented activitiesMachines, tools, equipment, and work aids
usedJob-related tangibles and intangiblesWork performanceJob contentPersonal requirements for the job
Summary of Types of Data Collected Through Job Analysis
Work Activities – work activities and processes; activity records (in film form, for example); procedures used; personal responsibility
Worker-oriented activities – human behaviors, such as physical actions and communicating on the job; elemental motions for methods analysis; personal job demands, such as energy expenditure
Machines, tools, equipment, and work aids used
Job-related tangibles and intangibles – knowledge dealt with or applied (as in accounting); materials processed; products made or services performed
Work performance – error analysis; work standards; work measurements, such as time taken for a task
Job context – work schedule; financial and nonfinancial incentives; physical working conditions; organizational and social contexts
Personal requirements for the job – personal attributes such as personality and interests; education and training required; work experience
Job Analysis: A Basic Human Resource Management Tool
Tasks Responsibilities Duties
Job Analysis
Job Descriptions
Job Specifications
Knowledge Skills Abilities
Human Resource Planning
Recruitment
Selection
Training and Development
Performance Appraisal
Compensation and Benefits
Safety and Health
Employee and Labor Relations
Legal Considerations
Job Analysis for Teams
Two Primary Outcomes or Aspects of Job Analysis
A. Job Description:
a written statement about the tasks, duties, activities and results associated with a given job.
B. Job Specification:
a description of the knowledge, skills, abilities, and other attributes (KSAOs) which an individual needs to satisfactorily perform a job.
Three Types of Job Analysis
Job Requirements
Competency-Based
Job
Rewards
Focus on specific tasks and KSAOs.
Focus on general KSAOs.
Focus on both intrinsic and extrinsic rewards.
Looks at context for a specific job.
Looks at the use of KSAOs across jobs.
Used for specific jobs.
The Process of Job Analysis
Strategic Choices
Gather Information
Process Information
Job Description
Uses of Job Description and
Job SpecificationPersonnel planningPerformance appraisalHiringTraining & developmentJob evaluation &
compensationHealth & safetyEmployee disciplineWork SchedulingCareer planning
Job Specification
The ProcessofJob AnalysisinDetail….
Strategic Choices
• Employee involvement
• Level of details
• Time and frequency of analysis
• Past-oriented v/s future-oriented
• Sources of job data
Sources of Job DataNon-human sources Human sources
Existing job descriptions and specifications
Job analysts
Equipment maintenance records Job incumbents
Equipment design blueprints Supervisors
Architectural blueprints of work area Job Experts
Films of employees working
Training manuals and other job materials
Literature like magazines & newspapers
Information Gathering
What type of data is to be collected?
♠ Work activities
♠ Machines, tools, equipment & work aids used
♠ Job context
♠ Personal requirements
Who should collect the data?
♠ Trained job analysts
♠ Supervisors
♠ Job incumbents
Conducting Job Analysis
The people who participate in job analysis should include, at a minimum:
The employee
The employee’s immediate supervisor
Timeliness of Job Analysis
Rapid pace of technological change makes need for accurate job analysis even more important now and in the future.
An Example of Job Analysis ….
Client NeedA medium sized health care organisation was seeking to clarify the competencies required for success in targeted professional roles as a means of improving selection and performance management practices.
An Example of Job Analysis…
Consultant SolutionAfter an initial project planning session to agree on the process for consultation, project success factors and timelines, the Consultant reviewed existing documentation that provided insight into the roles and how they may develop in the future. This provided the platform for constructing questions for interviews and focus groups. Several incumbents participated in the focus groups that concentrated on time applications in the role and role challenges. Managers of incumbents were also interviewed to identify several critical incidents capturing highly effective or ineffective performance.The resultant data were analysed by the Consultant to draft a provisional set of competencies for the target roles. These profiles were embedded into a validation questionnaire that provided an opportunity for a wide cross-section of role stakeholders to provide feedback against the provisional profiles in terms of accuracy and comprehensiveness.
An Example of Job Analysis….
OutcomeCHANGES finalised the competency profiles, demonstrating both the accuracy and buy-in to the final profiles. With some guidance from Consultant, the competencies were integrateed with selection and performance management systems, and now form the bedrock for selection data gathering and performance feedback.
Purpose of Job Analysis&
Methods of Data Collection
Purpose of Job Analysis
Job Analysis
JobSpecification
Job Description
HRP
T&D
Recruitment &Selection
Remuneration
Job Evaluation
Safety& health
PerformanceAppraisal
Human Resource Planning
It is the process of forecasting an organisation’s future demand for, and supply if, the right type of people in the right number
The number and type of personnel are determined by the jobs which need to be staffed
Job related information is therefore important for Hrp
Recruitment and SelectionRecruitment is process of finding and attracting capable
applicants for employment
Job analysis helps Hr manager to locate places to locate places to obtain employees for openings anticipated in future
Selection is process of differentiating between applicants in order to identify those with a greater likelihood of success in a job
Precise knowledge of job helps Hr manager to effectively select someone to do the job
Training and DevelopmentTraining and Development is any attempt to
improve current or future employee performance by increasing an employee’s ability to perform through learning
Job analysis helps HRD manager to know what a given job demands in terms of knowledge and skills
Training and development programmes can be designed depending on the job requirement
Job Evaluation
Job Evaluation is process of analysing and assessing the various jobs systematically to ascertain their relative worth in an organisation
Relative worth is determined mainly on the basis of job description and job specification
Remuneration
Remuneration is the compensation an employee receives in return for his or her contribution to the organisation
Remuneration must be based on relative worth of each job
Performance Appraisal
Performance Appraisal is an objective assessment of an individual’s performance against well defined well defined benchmarks
Job analysis helps fix standards for performance in relation to which actual performance of an employee is compared and assessed
Safety And Health
Safety refers to protection of workers from the danger of accidents
The process of a detailed job analysis provides an excellent opportunity to uncover and identify hazardous conditions ,so that corrective measures can be taken to minimise and avoid the possibility of human injury
Job analysis can also: Help the company remain profitable and
competitive Help the company keep up with technology Prevent employees from being overworked Help the company stay
in compliance with
government regulations
Methods of Data Collection
JobData
Checklists Diary Technical Conference
QuestionnaireInterviewsObservation
Methods of Data Collection
Observation Method Analyst observes Job Holder
Directly Videotape
Useful when job is fairly routine Simple method and gives accurate result Time consuming Analyst need to be trained
Methods of Data CollectionInterview Method
IndividualSeveral workers are interviewed individuallyThe answers are consolidated into a single job
analysis
GroupEmployees are interviewed simultaneouslyGroup conflict may cause this method to be
ineffective
Methods of Job Analysis
QuestionnairesEmployees answer questions about the
job’s tasks and responsibilities
Each question is answered using a scale that rates the importance of each task
Methods of Job AnalysisQuestionnaires (ctnd.)
Position Analysis Questionnaire (PAQ)A structured, behavioral questionnaire194 items in 6 categories
Information inputMental processesWork outputRelationshipsJob contextOther characteristics
Methods of Job Analysis
Diary MethodEmployees record information into
diaries of their daily tasksRecord the time it takes to complete
tasksMust be over a period of several weeks or
months
Methods of Job Analysis
Technical Conference MethodUses experts to gather information about
job characteristics
Problem with Job Analysis
• Support from top Management• Single Means and Source• No Training or Motivation• Activities may be Distorted
JOB DESIGN
Definition
Job design involves conscious efforts to organize tasks, duties and responsibilities into a unit of work to achieve certain objectives.
It integrates work content (tasks, functions,
relationships), the rewards (extrinsic and intrinsic), and the qualifications reqd. (skills, knowledge, abilities) for each job in a way that meets the needs of employees and the organization.
Steps Involved in Job Design
• Specification of individual tasks
• Specification of the method(s) of performing each task
• Combination of tasks into specific jobs to be assigned to individuals
Factors affecting Job Design
Organizational Factors
Environmental Factors
Behavioural Factors
Job Design
Feedback
Productive & Satisfying Job
Organizational Factors
• Characteristics of Task
• Work Flow
• Ergonomics
• Work Practices
Environmental Factors
• Employee Abilities & Availability
• Social & Cultural Expectations
Behavioural Elements
• Feedback
• Autonomy
• Use of Abilities
• Variety
Job Design Approaches
MediumLow High
Low
Medium
High
Complexity
Impact
Job Rotation
Job Engineering
Job EnlargementJob Enrichment
Socio-technical Systems
Job Rotation
It involves moving employees from job to job to add variety and reduce boredom by allowing them to perform a variety of tasks.
Drawbacks:• Increased training costs• Disrupted work• Demotivate intelligent & ambitious trainees
Job Engineering
Job Engineering focuses on the tasks to be performed, methods to be used, workflows among employees, layout of the workplace, performance standards and interdependencies among people and machines
Golden rules for Job Engineering
• Clearly defined end product/output• Clearly defined steps/tasks• Employees know their responsibility• Readily available information, tools &
facilities• Employees involvement in the work
design process
Job Enlargement
• Task Variety
• Meaningful Work Modules
• Ability Utilization
• Worker-paced Control
• Performance Feedback
Job Enrichment
Enriched
Job
Direct Feedback
Unique Experience
Scheduling of own Work
New Leaning
Control Over Resources
Direct Communication
Authority
Personal Accountability
Client Relationship
Job Enrichment and its Outcomes
Feedback
Autonomy
Significance, Identity, Skill, Variety
Knowledge of Results
Sense of Responsibility, Self-control, Self-esteem
Meaningfulness, Achievement, Variety
Motivation, Performance, Satisfaction with Job,
Low Absenteeism,
Job Involvement
Job Characteristics Psychological Needs Outcomes
Some Cautions about Job Enrichment
• Not a Substitute for Good Management• ‘Enriched’ is a Relative Term• Enriching Jobs may create a ‘Snow Ball’ Effect• Assumes that workers want more responsibility• May have negative Short-run Effects• May become Static• Participation can affect the Enrichment Process• Change is difficult to Implement
Socio-technical Systems
The Socio-technical Systems approach focuses on organizations as being made up of people with various competencies (social systems) who use tools, machines and techniques (technical system) to create goods or services valued by customers and other stakeholders.
Contemporary Issues In Job Design
• Telecommuting
• Alternative Work Pattern
• Techno-stress
• Task Revision
• Skill Development
THANK YOU