New Job Analysis

8/4/2019 New Job Analysis

1/26

JOB-ANALYSISJOB-ANALYSIS

Job analysis is the process of collecting jobJob analysis is the process of collecting jobrelated information. Such information helpsrelated information. Such information helps

in the preparation of job description and jobin the preparation of job description and job

specification.specification.


2/26

TERMINOLOGYTERMINOLOGY

JobJob: group of positions similar in their: group of positions similar in theirSignificant duties such as technical assts,Significant duties such as technical assts,supervisors, welders and recruiters.supervisors, welders and recruiters.

TaskTask: an identifiable work activity carried: an identifiable work activity carriedout for a specific purpose; eg.scruitiny ofout for a specific purpose; eg.scruitiny ofapplications.applications.

PositionPosition: a designation, a level of: a designation, a level ofhierarchy. As per that position the set ofhierarchy. As per that position the set oftasks are performed by those individualstasks are performed by those individuals..


3/26

Contd.Contd.

Job codeob code : the numbers used or thethe numbers used or theletters used to provide a quicketters used to provide a quicksummary of the tasks and theummary of the tasks and thecontent.ontent.

Job classif icationob classif ication : the grouping ofthe grouping ofthe tasks, done on the basis ofhe tasks, done on the basis ofski l l , expertise, and knowledge;kil l , expertise, and knowledge;skil led, semi-ski l led and unskil led.ki l led, semi-ski l led and unskil led.


4/26

Job DescriptionJob Descrip

tion

Job titleJob title Sales MgrSales Mgr Job SummaryJob Summary Increase profits by salesIncrease profits by sales Job ActivitiesJob Activities implement the sales policies of Marketing depimplement the sales policies of Marketing dep

review previous day sales by dealersreview previous day sales by dealerstarget achievementstarget achievements

deal with problems on the fielddeal with problems on the field

deal with commissions and replacementsdeal with commissions and replacements

responsible of deliver the productsresponsible of deliver the products aware of customer demandsaware of customer demands

ResponsibilitiesResponsibilities motivate his peoplemotivate his people

problems solverproblems solver

help the boys on the fieldhelp the boys on the fieldrecruitment and IJPS and erformancerecruitment and IJPS and p

erformance


5/26

Working ConditionsWorking ConditionsTouring and traveling for more than 15 days per monthTouring and traveling for more than 15 days per month

Stressing jobStressing job

Availability to work on weekendsAvailability to work on weekendsAdaptable to different market conditions and placesAdaptable to different market conditions and places

Social Environment (Ethics)Social Environment (Ethics)HonestHonest

Ethical to dealersEthical to dealersNo negative publicity to competitors brandsNo negative publicity to competitors brands

Politic correctPolitic correct


6/26

Specimen :Specimen : JOB DESCRIPTIONJOB DESCRIPTION

Job Titleob Title : Manager: Manager Job Summaryob Summary ::Integrated Township development ProjectsIntegrated Township development Projects Job activities:Job activities:

1.Understand and advice the Management1.Understand and advice the Managementon the new initiatives in the respectiveon the new initiatives in the respective

sectors.sectors.2.Project identification & Strategic2.Project identification & Strategic

assessmentsassessments


7/26

Contd.Contd.

Liaisoning with the Govt.Liaisoning with the Govt.

agencies,Consultants,Vendors andagencies,Consultants,Vendors and

Suppliers.Suppliers.

Review and analyze tender documentsReview and analyze tender documents

and Contractual documentsand Contractual documents


8/26

contd.contd.

WORKING CONDITIONSORKING CONDITIONS :: Extensive Touring, Interiors of Rural areasExtensive Touring, Interiors of Rural areas

Deputation at the Site till ProjectDeputation at the Site till ProjectCompletionCompletion

Development of local and other VendorDevelopment of local and other Vendor

networknetwork


9/26

Contd.Contd.

SOCIAL ENVIRONMENTOCIAL ENVIRONMENT High amount of Integrity required.High amount of Integrity required.

No compromise over quality and CustomerNo compromise over quality and CustomerSatisfactionSatisfaction

Secrecy of Company details to be strictlySecrecy of Company details to be strictly

observed.observed.


10/26

Job SpecificationJob Specification

Essential Attributesssential Attributes : KSAs needed to: KSAs needed tocomplete the job. Formal qualificationscomplete the job. Formal qualificationsneeded. Non-compromising elements.needed. Non-compromising elements.

Desirable Attributesesirable Attributes : Extra: Extraqualifications, training, diversifiedqualifications, training, diversifiedexperience.experience.

Contra-Indicatorsontra-Indicators : Factors that pose a: Factors that pose ahandicap in the job performance.handicap in the job performance. ROLE ANALYSISOLE ANALYSIS


11/26

SPECIMEN :SPECIMEN :JOB SPECIFICATIONJOB SPECIFICATION

Essential Attributesssential Attributes : Civil Engineering: Civil EngineeringGraduates withGraduates with

Management Qual.preferredManagement Qual.preferred

Project Management Experience necessaryProject Management Experience necessary

Experience:8 years minimumExperience:8 years minimum

Should have handled projectsShould have handled projectsindependentlyindependently


12/26

Contd.Contd.

Desirable attributesesirable attributes : 8-12 Years: 8-12 Yearsexperience may also apply.experience may also apply.

Overseas experience welcomeOverseas experience welcome

------------------------------------------------------------------------------------------------------

Contra-Indicatorsontra-Indicators : Physically fit with no: Physically fit with noallergies, asthma and vertigo. Adaptableallergies, asthma and vertigo. Adaptableto different climatic and geographicalto different climatic and geographical

conditionsconditions


13/26

Job SpecificationJob Specification

ROLE ANALYSIS Independent decision making Liasoning Negotiator Co-ordinator Vendor Developer


14/26

PROCESS OF JOB ANALYSISPROCESS OF JOB ANALYSIS

ORGANISATIONAL KPIORGANISATIONAL KPI

VALUE ADDING PRIME FUNCTIONSVALUE ADDING PRIME FUNCTIONS

IDENTIFICATION OF SPECIFIC DEPARTMENTSIDENTIFICATION OF SPECIFIC DEPARTMENTS

SELECTION OF JOBS FOR ANALYSISSELECTION OF JOBS FOR ANALYSIS

JD / JSJD / JS

TRIMMING/ ADDITION/INTEGRATION OF JOBSTRIMMING/ ADDITION/INTEGRATION OF JOBS

STRUCTURAL CHANGESSTRUCTURAL CHANGES


15/26

Position Analysis QuestionnairePosition Analysis Questionnaire

(PAQ)(PAQ)

The job elements in the PAQ are organized intoThe job elements in the PAQ are organized into

six divisions as follows (Examples of two jobsix divisions as follows (Examples of two job

elements from each division are included):elements from each division are included):

1.1. Information input:Information input:Where and how does theWhere and how does the

worker get the information that he or sheworker get the information that he or she

uses in performing his or her job?uses in performing his or her job?

Examples:Examples: Use of written materialsUse of written materialsNear-visual differentiationNear-visual differentiation


16/26

2.2. Mental processes:Mental processes:What reasoning, decision-What reasoning, decision-

making, planning, and information-making, planning, and information-

processing activities are involved inprocessing activities are involved in

performing the job?performing the job?

Examples:Examples: Level of reasoning in problem-Level of reasoning in problem-solving Coding/decodingsolving Coding/decoding


(PAQ)(PAQ)


17/26

3.3. Work output:Work output:What physical activities does theWhat physical activities does the

worker perform and what tools or devices doesworker perform and what tools or devices does

he or she use?he or she use?

Examples:Examples: Using keyboard devicesUsing keyboard devices

Assembling/disassemblingAssembling/disassembling


(PAQ)(PAQ)


18/26


(PAQ)(PAQ)

4.4. Relationships with other persons:Relationships with other persons:WhatWhat

relationships with other people are requiredrelationships with other people are required

in performing the job?in performing the job?

Examples:Examples: InstructionInstruction

Contact with public and customersContact with public and customers


19/26


(PAQ)(PAQ)

5.5. Job context:Job context:In what physical or socialIn what physical or social

contexts is the work performed?contexts is the work performed?

Examples:Examples: High temperatureHigh temperature

Interpersonal conflict situationsInterpersonal conflict situations

6.6. Other job characteristics:Other job characteristics:What activities,What activities,conditions, or characteristics, other thanconditions, or characteristics, other than

those described above, are relevant to thethose described above, are relevant to the

job?job?


20/26


(PAQ)(PAQ)Rating Scales Used with the PAQRating Scales Used with the PAQThere is a provision for rating each job onhere is a provision for rating each job oneach job element.ach job element.

Six types of rating scales are used:Six types of rating scales are used:

Letter IDLetter ID Type of rating scaleType of rating scaleUU Extent of UseExtent of UseII Importance to the JobImportance to the JobTT Amount of TimeAmount of Time

PP Possibility of OccurrencePossibility of OccurrenceAA ApplicabilityApplicabilitySS Special Code (used in theSpecial Code (used in the

casecase of a few specific jobof a few specific jobelementselements))


21/26

Management Position DescriptionManagement Position Description

Questionnaire (MPDQ) FactorsQuestionnaire (MPDQ) Factors

1.1.Product, Marketing, and Financial StrategyProduct, Marketing, and Financial Strategy

Planning:Planning: Indicates long-range thinking andIndicates long-range thinking andplanning. The incumbents concerns are broad andplanning. The incumbents concerns are broad and

oriented toward the future.oriented toward the future.

2.2.Coordination of Other Organization UnitsCoordination of Other Organization Units

and Personnel:and Personnel: The incumbent coordinatesThe incumbent coordinatesefforts of other functional, handles conflicts orefforts of other functional, handles conflicts or

disagreements, when necessary, and works in andisagreements, when necessary, and works in anenvironment that cuts across existing organizationalenvironment that cuts across existing organizational

boundaries.boundaries.


22/26



3.3. Internal Business Control:Internal Business Control: Incumbent exercisesIncumbent exercisesbusiness controls, e.g., reviews and controls allocation of humanbusiness controls, e.g., reviews and controls allocation of humanand other resources. Activities and concerns are assignments ofand other resources. Activities and concerns are assignments ofsupervisory responsibility, expense control, cost reduction, settingsupervisory responsibility, expense control, cost reduction, settingperformance goals, preparing and reviewing budgets, protecting theperformance goals, preparing and reviewing budgets, protecting thecompanys money and properties, and employee relations practices.companys money and properties, and employee relations practices.

4.4.Products and Services Responsibility:Products and Services Responsibility: Activities andActivities andconcerns of the incumbent in technical areas related to products,concerns of the incumbent in technical areas related to products,services, and their marketability. Specifically included are planning,services, and their marketability. Specifically included are planning,scheduling, and monitoring products and services delivery, alongscheduling, and monitoring products and services delivery, alongwith keeping track of quality and costs. Concerned with promiseswith keeping track of quality and costs. Concerned with promises

that are difficult to meet, anticipates new or changed demands forthat are difficult to meet, anticipates new or changed demands forthe products and services, and closely maintains the progress ofthe products and services, and closely maintains the progress ofspecific projects.specific projects.


23/26



5.5.Public and Customer Relations:Public and Customer Relations: A generalA generalresponsibility for reputation of the companys products andresponsibility for reputation of the companys products andservices. Concerned with promoting the companys products andservices. Concerned with promoting the companys products andservices, goodwill of the company in the community, and generalservices, goodwill of the company in the community, and generalpublic relations. Involves firsthand contact with the customer,public relations. Involves firsthand contact with the customer,

frequent contact and negotiation with representatives from otherfrequent contact and negotiation with representatives from otherorganizations, and understanding needs of customers.organizations, and understanding needs of customers.

6.6.Advanced Consulting:Advanced Consulting: Incumbent applies technicalIncumbent applies technicalexpertise to special problems, issues, questions, or policies. Thisexpertise to special problems, issues, questions, or policies. Thisrequires an understanding of advanced principles, theories, andrequires an understanding of advanced principles, theories, andconcepts in several required fields. Often, he or she is asked toconcepts in several required fields. Often, he or she is asked toapply highly advanced techniques and methods to address issuesapply highly advanced techniques and methods to address issuesand questions, which few people in the company can do.and questions, which few people in the company can do.


24/26



7.7.Staff Service:Staff Service: Incumbent renders various staff servicesIncumbent renders various staff servicesto supervisors. Such activities can include fact gathering, datato supervisors. Such activities can include fact gathering, dataacquisition and compilation, and record keepingacquisition and compilation, and record keeping..

8.8.Supervision:Supervision: Incumbent plans, organizes, and controls theIncumbent plans, organizes, and controls the

work of others, requiring face-to-face contact with subordinateswork of others, requiring face-to-face contact with subordinatesalmost daily. Concerns revolve around getting work donealmost daily. Concerns revolve around getting work doneefficiently through effective use of people.efficiently through effective use of people.

9.9.Complexity and Stress:Complexity and Stress: Incumbent must operateIncumbent must operateunder pressure. This may include activities of handlingunder pressure. This may include activities of handling

information under time pressure to meet deadlines, frequentlyinformation under time pressure to meet deadlines, frequentlytaking risks, and interfering with personal or family life.taking risks, and interfering with personal or family life.


25/26



10.10.Advanced Financial Responsibility:Advanced Financial Responsibility: Activities andActivities andresponsibilities concerned with the preservation of assets, makingresponsibilities concerned with the preservation of assets, making

investment decisions, and other large-scale financial decisionsinvestment decisions, and other large-scale financial decisions

that affect the companys performance.that affect the companys performance.

11.11.Broad Personnel Responsibility:Broad Personnel Responsibility: The incumbentThe incumbenthas broad responsibility for the management of HR and policieshas broad responsibility for the management of HR and policies

affecting themaffecting them..


26/26

RESISTANCE TO JOBRESISTANCE TO JOB

ANALYSISANALYSIS Employees fears.Employees fears.

Resistance to changeResistance to change

Overemphasis onOveremphasis on

current trendscurrent trends Straight jacketStraight jacket

approach.approach.

New Job Analysis

Documents

Transcript of New Job Analysis