Job Analysis Project

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Job Analysis Human Resource Management Submitted By: Abhishek Singh (303) Bikash Pandey (315) Dhananjay Kumar (318) Jimmy Ekka (323) Ravi Kumar Tiwari (335) Submitted to: Dr. Aman Agrawal

Transcript of Job Analysis Project

Job AnalysisHuman Resource Management

Submitted to: Dr. Aman Agrawal

Submitted By: Abhishek Singh (303) Bikash Pandey (315) Dhananjay Kumar (318) Jimmy Ekka (323) Ravi Kumar Tiwari (335) Vikas Kumar Mishra (357)

Table of ContentPage No.

Abstract Job Analysis Nature of Job Analysis Components of Job Analysis Uses of Job Analysis Methods of collecting informationo o o o o Job Performance Personal Observation Participant diary/logs Interview Questionnaire Method

3 3 3 5 6 7

Conclusion Case Study (Apollo Hospital) Format Job Description Bibliography

8 9-12 13-15 16

AbstractA method of performing job analyses and delivering or providing access to the results of the job analyses by creating a list of job requirements and working conditions for each discrete task of a job, creating a physical demands analysis comprising a list of physical requirements of each discrete task of a job, and combining the lists into a job analysis database for determining whether a worker can perform a job.

Job AnalysisJob analysis is a systematic approach to defining the job role, description, requirements, responsibilities, evaluation, etc. It helps in finding out required level of education, skills, knowledge, training, etc for the job position. It is the process of gathering information about a job. It also depicts the job worth i.e. measurable effectiveness of the job and contribution of job to the organization. Thus, it effectively contributes to setting up the compensation package for the job position. Additional outcomes include recruiting plans, position postings and advertisement, and performance development planning within your performance management system.

Nature of Job Analysis:

The HR Planning: HR planning requires auditing of current jobs. Current job descriptions provide the basic details necessary for this internal assessment, including such items as the jobs available, current number of jobs and positions, and reporting relationships of the jobs. By identifying the functions currently being performed and calculating the time being spent to perform them, man-agers and HR specialists can redesign jobs to eliminate unnecessary tasks and combine responsibilities where desirable. Recruiting and Selection: Equal employment opportunity guidelines clearly require a sound and comprehensive job analysis to validate recruiting and selec-tion criteria- Without a systematic investigation of a job, an employer may be using requirements that are not specifically job related. Organizations use job analysis to identify job specifications in order to plan how and where to obtain employees for anticipated job openings, whether recruited internally or externally. Compensation: Job analysis information is vital when determining compensa-tion. As part of identifying appropriate compensation, job analysis information is used to determine job content for internal comparisons of responsibilities and external comparisons with the compensation paid by competing employers. Information from job analysis can be used to give more weight, and therefore more pay, to jobs involving more difficult tasks, duties, and responsibilities. Training and Development: By defining what activities make up a job, a job analysis helps the supervisor explain that job to a new employee. Information from job descriptions and job specifications can also help in career planning by showing employees what is expected in jobs that they may choose in the future. Job specification information can point out areas in which employees might need to develop in order to further their careers. Performance Appraisal: With performance standards to compare what an employee is supposed to be doing with what the person actually has done, a supervisor can determine the employee's performance level. The performance appraisal process should then tie to the job description and performance stan-dards. Developing clear, realistic performance standards can also reduce com-munication problems in performance appraisal feedback among managers, supervisors, and employees. Safety and Health: Job analysis information is useful in identifying possible job hazards and working conditions associated with jobs. From the information gathered, managers and HR specialists can work together to identify the health and safety equipment needed, specify work methods, and train workers. Union Relations: Where workers are represented by a labour union, job analy-sis is used in several ways. First, job analysis information may be needed to deter-mine whether the job should be covered by the union agreements. Second, it is common in unionized environments for job descriptions to be very specific about what tasks are and are not covered in a job. Finally, well-written and spe-cific job descriptions can reduce the number of grievances filed by workers.

Components of Job analysis:Job analysis is a systematic procedure to analyze the requirements for the job role and job profile. Job analysis can be further categorized into following sub components.

Job Position:Job position refers to the designation of the job and employee in the organization. Job position forms an important part of the compensation strategy as it determines the level of the job in the organization. For example management level employees receive greater pay scale than non-managerial employees. The non-monetary benefits offered to two different levels in the organization also vary.

Job Description:Job description refers the requirements an organization looks for a particular job position. It states the key skill requirements, the level of experience needed, level of education required, etc. It also describes the roles and responsibilities attached with the job position. The roles and responsibilities are key determinant factor in estimating the level of experience, education, skill, etc required for the job. It also helps in benchmarking the performance standards.

Job Worth:Job Worth refers to estimating the job worthiness i.e. how much the job contributes to the organization. It is also known as job evaluation. Job description is used to analyze the job worthiness. It is also known as job evaluation. Roles and responsibilities helps in determining the outcome from the job profile. Once it is determined that how much the job is worth, it becomes easy to define the compensation strategy for the position.

Uses of Job Analysis:Job Analysis

Job Description & Job Specification

Recruitment & Selection

Job Evaluation Wage & Salary Decisions (Compensation)

Performance Appraisal

Training Requirements

Recruitment & Selection: Job Analysis provides information about what the job entails and what human characteristics are required to perform the job. This information, in the form of job description and specifications, helps management decide what sort of people to recruit and hire. Compensation: Job analysis is crucial for estimating the value of each job & its appropriate compensation. Compensation (such as salary and bonus) usually depends upon the jobs required skill and education level, safety hazards, degree of responsibility and so on - all the factors we can assess through job analysis.

Performance Appraisal: A performance appraisal compares each employees actualperformance with his or her performance standards. Managers use job analysis to determine the jobs specific activities and performance standards.

Training: The job description should show the activities and skills and therefore the training that job requires.

Discovering unassigned duties: Job analysis can also help reveal unassigned duties. Forexample, a companys production manager says Mr. X is responsible for a dozen or so duties, such as production scheduling and raw material purchasing. However any reference of raw material inventory management was missing. On further study, the manager finds that none of the other manufacturing people are responsible of inventory management. Thus a manger has uncovered an essential unassigned duty with regards to job analysis.

Methods of collecting Job Analysis Information:

Job performance: In this method the job analyst actually performs the job in question. The analyst, thus, receives firsthand experience of contextual factors on the job including physical hazards, social demands, emotional pressures and mental requirements. This method is useful for jobs that can be easily learned. It is not suitable for jobs that are hazardous (e.g., fire fighters) or for jobs that require extensive training (e.g., doctors, pharmacists). Personal observation: The analyst observes the worker(s) doing the job. The tasks performed, the pace at which activities are done, the working conditions, etc., are observed during a complete work cycle. During observation, certain precautions should be taken the analyst must observe average workers during average conditions. The analyst should observe without getting directly involved in the job. The analyst must make note of the specific job needs and not the behaviors specific to particular workers. The analyst must make sure that he obtains a proper sample for generalization Participant Diary/Logs Another approach is to ask workers to keep a diary/log of what they do during the day. For every activity he or she engages in, the employee records the activity in a log. This can produce a very complete picture of the job, especially when supplemented with subsequent interviews with the worker and the supervisor. The employee, of course, might try to exaggerate some activities and underplay others. However, the detailed, chronological nature of the log tends to mediate against this. Interview: The interview method consists of asking questions to both incumbents and supervisors in either an individual or a group setting. The reason behind the use of this method is that job holders are most familiar with the job and can supplement the information obtained through observation. Workers know the specific duties of the job and supervisors are aware of the jobs relationship to the rest of the organization. Questionnaire method: The questionnaire is a widely used method of analyzing jobs and work. Here the job holders are given a properly designed questionnaire aimed at eliciting relevant job-related information. After completion, the questionnaires are handed over to supervisors. The supervisors can seek further clarifications on various items by talking to the job holders directly. After everything is finalized, the data is given to the job analyst.

ConclusionFrom Job Analysis, specific details of what is being done and the skills utilized in the job are obtained. Job Analysis enables the managers to understand jobs and job structures to improve work flow or develop techniques to improve productivity.

Case study on Job analysisName of the organization: Apollo Hospital Apollo hospital has been growing in size as it offers quality, prompt-carrying services to the patients. Dr. Chandra Sekhar the administrator is a person with medical knowledge but lacks knowledge and skills involved in human resource management. The hospital has large quantity of medicines, equipment, spare parts of important machines installed in the hospital. As usual, the hospital has employed a storekeeper with no previous experience of hospital stores. Mr. Ramakant the store keeper was working earlier in an engineering firm and had sufficient knowledge of such stores. Ramakant reports to the purchase executive whose job is to order requisite materials for requirements of the entire hospital, Dr. Chandra Sekhar has been receiving various complaints from the staff and doctors of non-availability of medicines, drugs, spares of equipments and other consumables required in the hospital having 500 beds. Since the hospital so far did not employee a qualified personnel manager, the administrators are not aware of the job analysis procedures, nor do they have job descriptions and job specifications of any of the job being performed.

Questions: 1. Write down the job analysis, job description and job specification of a store keepers job. 2. What specific standards and specifications would you include in the job description and specification? 3. How would you go about in developing a standard job description and specification? 4. Which are the staff members from whom you would collect useful information and requirements of this job?

Q. Write down the job analysis, job description and job specification of a store keepers job.

JOB SUMMARY: Participates in and may oversee the ordering, receiving, inspecting, storing, issuing and shipping equipment, materials and supplies for hospital departments. QUALIFICATION: One year of shipping and receiving/stockroom experience or equivalency; ability to move heavy objects and possess a knowledge of standard warehousing; and demonstrated computer literacy, human relations, effective communications and mathematical skills required. Some areas of assignment may require a valid Utah driver's license with proof of insurability, a current food handlers permit, and/or completion of a medical terminology course within one year of employment. Previous storeroom supervision and/or employee leadership experienced may be preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. ESSENTIAL FUNCTION: 1. Orders, receives or oversees the ordering and receipt of material, equipment, stock, and supplies for the hospital; uses the departments computer system to maintain verification of all transactions. 2. Researches cost, quality and availability of goods; selects appropriate goods and vendors; and makes purchases that comply with the departments budgetary guidelines. 3. Assists hospital staff in evaluating new products and suggesting product substitutions when necessary. 4. Inspects items received for accurate weight, count and condition; verifies that stock meets specifications and that orders are complete; and resolves order problems with vendors and departments. 5. Stores articles by style, size, material, etc. according to department procedures; rotates supplies to ensure that items do not expire before use. 6. Delivers goods to appropriate hospital or campus areas on a routine or STAT basis; may oversee the delivery or distribution of goods by filling requisitions and comparing nomenclature, stock numbers, etc; maintains a record of stock received and issued to departments.

7. Repairs and maintains storeroom equipment; appropriately responds to product recall notices. 8. Maintains a clean, sanitary and orderly storeroom; may make decisions regarding the physical layout of the storeroom. 9. Performs inventory of stock room supplies on a weekly and semi-annual basis; may supervise inventory maintenance and determine redistribution actions for stored goods when necessary. 10. Performs various clerical duties such as data entry of requisitions and receipts and answering phones; answering hospital staffs questions regarding storeroom activities as required to ensure that quality service is delivered. 11. May order maintenance and parts for trouble reports received from hospital departments. 12. May compile orders for purchasing and verify the receipt of orders with Accounts Payable. 13. May be required to evaluate supply needs turnover rates, cost, perish ability, hazardous nature of goods, and storage limitations; may consult with departments in planning the range and quality of materials to be stocked. 14. May monitor the storeroom budget by maintaining records of expenditures and reconciling accounts; may document storeroom operations for billing and inventory control. 15. May handle packaging and shipping of inter-campus, local, domestic and international packages. 16. May supervises the activities of other Storekeepers by training, directing or assigning work, providing goals and objectives, evaluating performance, and assisting in the interviewing process; may give work direction in the Manager/Supervisors absence. 17. May direct the preparation of materials for student laboratories using knowledge of experiments to be performed and materials required. 18. May supervise the preparation of chemical solutions necessary to support the teaching laboratory. 19. May monitor the receipt, inspection and delivery of radioactive, flammable, or hazardous materials according to federal standards and hospital policies and procedures. PROBLEM SOLVING: Incumbents may be authorized to act in a Manager/Supervisors capacity during his/her absence. If lead worker status is assigned, incumbents are authorized to schedule and provide work direction to employees. Representative challenges encountered by incumbents in this position may include locating alternate goods to cover shortages, delivering goods needed immediately, assisting and working with a wide range of people including hospital and campus staff and outside vendors, and prioritizing activities.

Q. Who are the staff members from whom you would collect useful information and requirements of this job?

Members of Your Health Care Team Health care works best when it is a partnership between patients and caregivers: To do the best job, we need your help. Please ask questions and let us know about any worries you have. Some of the people who may be part of your team: Doctor: Depending on your health care needs, your doctor in the hospital may be your own primary care doctor, a specialist or a "hospitalist." Examples of specialists are surgeons and heart doctors. You may also be seen by our inpatient doctors (hospitalists). Doctors in training who are supervised by a senior doctor may also be involved in your care. Nurse: Our nurses are members of your care team. Your nurse will plan and coordinate your care, and will also teach you about your illness and help you learn to care for yourself before you go home. Your nurse will be able to answer your questions and meet with your family to help them understand your care needs. Nursing Assistant: Nursing assistants work very closely with the nurse. They will help you with bathing, getting in and out of the bathroom and checking your vital signs. If needed, the nursing assistant is able to quickly locate your nurse. Case Management Nurse and Social Worker: You will meet these nurses and social workers early in your hospital stay. They will help you plan for your discharge and the medical follow-up you may need when you leave the hospital. Housekeeping: Staff will clean your room and bathroom daily and respond to any special needs for cleaning. Dieticians: A dietician will discuss your diet with you, and will help you learn about any dietary needs or special foods that are part of your discharge plan. Other Team Members:

Other Doctors Physician Assistants Physical Therapists, Occupational Therapists and Speech/Language Pathologists Pulmonary and Respiratory Therapists Pharmacists Phlebotomists (staff who take blood) Students in Medicine, Nursing, Social Work, or other professions

Q. Explain the format of job description?

Job Description (Example Overview)The example below is for a sales person who is selling financial service products. About 75% of his/her time is spent in the office and the other 25% is out on the road making presentations to customers. The job requires a Certified Financial Planners designation and requires heavy duty lead generation.

Job RequirementsA: Summary of Position Researches and identifies target client sectors for financial product services. Develops and implements a sales process to include initial contact, follow up, presentation and closing procedures. Maintains records of contacts and sales status including contact reports, sales projections and quota ratios.

B. Job Duties Research and Create targeted new client lists within Delhi/NCR territory Makes initial contact with potential clients Performs routine and regular follow up with potential clients Performs routine and regular follow up with former clients Visits potential clients and makes sales presentations Closes sales Maintains regular record reporting sales activity

C. Computer Skills and Software Used Windows operating system MS Office including Word, Excel and PowerPoint Constant Contact or other Customer Relations Management Software

D. Reporting Structure Reports to regional sales manager Has nobody directly reporting to this position Required to participate in Annual Sales Meeting

Employee RequirementsA. Education and Training Bachelor Degree in business, finance or accounting or commerce or 0-2 Years experience, Bachelors Degree Preferred Certified Financial Planner

B. Skills and Aptitudes Fearless cold caller, 250+ Outbound calls per week Ability to close a sale Adapt to changing financial conditions and meet customer expectations

C. Environment and Physical Work in high volume sales office Be able to sit for prolonged periods of time Be able to travel to client locations 25% of time

D. Licenses/Certifications CFP - Certified Financial Planner Indian Driving License

Success Factors

A. Grow Sales Increase market channel penetration by 30% in first Year Develop 3 secondary channels in first 180 days Grow referral-based sales from 15% to 20% in first year

B. Develop Sales Department Recruit and train 2 junior sales associates with gross sales of 100K by 3nd quarter Increase number of sales presentations by 20% within 12 months Implement Web-Meeting presentation System to Reduce travel costs by 20% per year

Comments____________________________________________ ____________________________________________________ ____________________________________________________

HR Representative___________________________________ Department Manager__________________________________ Date Completed______________________________________

BibliographyReference Textbooks & website a. V.S.P.Rao., Human Resource Management, Excel Books b. Dessler Varkkey, Human Resource Management c. www.slideshare.com d. http://www.jobdescrption.com