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Job Analysis & Personnel Planning

Chapter 2

Resource Person: Furqan-ul-haq Siddiqui

Reference Books:

Human Resource Management (Keith Devis)

Human Resource Management (Mondy)

Internet

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Functions (Scope) of HRM1.Staffing

•Personnel Planning•Job Analysis•Recruitment

•Selection

Functions Functions of HRMof HRM

5.Employee& Labor

Relations

4.Safety &Health

3.Compensation& Benefits

2.Human Resource

Development

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1.Staffing Process through which an organization ensures that it

always has the proper number of employees with the appropriate skills in the right jobs at the right time to achieve the organization’s objectives.

It includes• Personnel planning• Job Analysis• Recruitment• Selection

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Difference Between "Job" And "Position"

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.

Job – A job is a pattern of tasks, duties and responsibilities that can be done by a person

(Keith Devis)

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Job Analysis Job analysis – Job analysis is a systematic

process of determining the skills, duties and human characteristics required for performing specific job in organization. In job analysis information about jobs are systematically collected, evaluated & organized.

Job description – document providing information regarding tasks, duties, and responsibilities of job

Job specification – minimum qualifications to perform a particular job

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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

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Job Description- a written statement that explains tasks, duties, working conditions, responsibilities & other aspects of a specified job

Job Title Location Duties Machines, Tools,

Equipments, Materials used.

Supervision given or received

Job Grade / Pay Scale

Employment Status Hazard Date Job Summary

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Job Descriptions ContentsJob

Identification

JobSummary

Responsibilities and Duties

AuthorityStandards of Performance

Working Conditions

JobSpecifications

Sections of a Typical Job Description

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Job Specification- a written statement that explains human characteristics needed to perform the job.

Education Experience Training Physical & Mental Status Communication Skills Languages Physical Skills Personality Traits

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Sample Job Description

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The Job Description Sections

Job identificationJob title: name of jobGrade/ statusPreparation date: when the description was writtenPrepared by: who wrote the description

Job summaryDescribes the general nature of the jobLists the major functions or activities

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Relationships (chain of command)Reports to: employee’s immediate supervisor

Supervises: employees that the job incumbent directly supervises

Works with: others with whom the job holder will be expected to work and come into contact with internally.

Outside the company: others with whom the job holder is expected to work and come into contact with externally.

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Responsibilities and dutiesA listing of the job’s major responsibilities and duties (essential

functions)

Defines limits of jobholder’s decision-making authority, direct supervision, and budgetary limitations.

Standards of performance and working conditionsLists the standards the employee is expected to achieve under each of

the job description’s main duties and responsibilities. Job Specification Authority

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SampleJob Specification-

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Purposes of Job Analysis What physical and mental tasks does the worker

accomplish? When does the job have to be completed? Where is the job to be accomplished? How does the worker do the job? Why is the job done? What qualifications are needed to perform the

job?

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Reasons For Conducting Job Analysis

Staffing- lacking up-to-date job analysis, a firm would have to select employees for the job without having clear guidelines.

Training & Development- Incompatibility between job requirement & employee can b met by T&D.

Compensation and Benefits- The relative value of a particular job to the company must be known before a monetary value can be placed on it.

Safety and Health- Information derived from job analysis is also valuable in identifying safety and health considerations.

Employee and Labor Relations- Job analysis provides a standard for promotion, transfer, demotion.

Legal Considerations- Job analysis data is used to defend matters involving legal obligations.

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Occasions For Job Analysis When the organization is founded When new jobs are created When jobs are changed significantly as a result

of new technologies, methods, procedures, or systems

Job Morphing- Readjusting skills to match the job requirements or changing of a present job to a new one. like if your working in a construction site as a an electrician, then you'll do the plumbing just to make the work faster . any work you're capable of doing which is not you're usual routine.

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Job Analysis Methods

Questionnaires Observation Interviews Employee recording Analyzing jobs of rival organizations Combination of methods

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Methods of Collecting Job Analysis Information: The Interview Information Sources

Individual employees

Groups of employees

Supervisors with knowledge of the job

Advantages Quick, direct way to find

overlooked information

Disadvantages Distorted information

Interview Formats Structured (Checklist)

Unstructured

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Questionnaires Information Source

Employees fill out questionnaires to describe their job-related duties and responsibilities

Questionnaire Formats Structured checklists Open-ended questions

Advantages Quick and efficient way to

gather information from large numbers of employees

Disadvantages Expense and time

consumed in preparing and testing the questionnaire

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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 involves a high

level of mental activity

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Participant Diary/Logs

Information Source Workers keep a

chronological diary/ log of what they do and the time spent on 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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People Who Participate in Job Analysis Should Include (at a minimum)

Employee Employee’s immediate supervisor Job analyst Consultants

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JOB DESIGN- Process of determining the specific tasks to be performed, the methods used in performing these tasks, and how the job relates to other work in the organization in order to increase productivity & employees satisfaction.Or else Lower productivity Employees Turnover Absenteeism Resignations Employees dissatisfaction

Sabotage Unionization Complaint

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Job Design is Work arrangement (or rearrangement) aimed at reducing or overcoming job dissatisfaction and employee alienation arising from repetitive tasks. Through job design, organizations try to raise productivity levels by offering non-monetary rewards such as greater satisfaction from a sense of personal achievement in meeting the increased challenge and responsibility of one's work. Job enlargement, job enrichment, job rotation are the various techniques used in a job design exercise.

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Elements of Job Design1. Organizational Elements (Efficiency) Mechanistic Approach- Involves

identifying every task of a job so that task can be arranged & grouped into a job.Results Specialization & shortens Job Cycle.

Work flow- Sequence & balance between jobs.

Work Practices- Set ways of performing work.

Ergonomics- Study of how human beings physically interface with equipments.

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2. Environmental Elements Employee abilities & Availability Social & Cultural Expectations

3. Behavioral Elements. Autonomy Variety Task Identity Task Significance Feedback

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OrganizationalElements

EnvironmentalElements

BehavioralElements

JobDesign

Productivity & Satisfying

Jobs

Feedback

InputTransformation

ProcessDesired Outputs

The Job design Input-output Framework

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Job Analysis in a “Jobless” World From Specialized to Enlarged Jobs

Techniques of Job Redesign Job enlargement “adds more things to do”

Assigning workers additional same level activities, thus increasing the number of activities they perform. (Horizontal loading)

Job enrichment “adds more

responsibility”Redesigning jobs in a way that increases the

opportunities for the worker to experience feelings of responsibility, achievement, growth, and recognition. (Vertical loading)

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Job rotationMoving an employee from department to

department to broaden his or her experience and identify strong and weak points to prepare the person for an enhanced role with the company

Systematically moving workers from one job to another to enhance work team performance.

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Why Managers Are Dejobbing /Redesigning Dejobbing

Broadening the responsibilities of the company’s jobs by encouraging employees not to limit themselves up to job description.

Internal factors leading to dejobbing Flatter organizations Work teams Reengineering

External factors leading to dejobbing. Rapid product and

technological change Global competition Deregulation, Political instability, Demographic changes Rise of a service

economy.

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Strategic planning- is the process by which top management determines overall organizational purposes and objectives and how they are to be achieved.

HR Planning- The process of systematically reviewing HR requirements to determine & ensure that required number of employees, with the required skills, are available when they are needed.

Succession planning- Ensuring that a qualified person is available to assume a managerial position once the position is vacant usually with the help of replacement chart.

Succession Development- The process of determining a comprehensive job profile of the key positions and then ensuring that key prospects are properly developed to match these qualifications

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Human Resource Planning Process

External Environment Internal EnvironmentStrategic Planning

Human Resource Planning

Forecasting Human Resource Requirements

Comparing Requirements and Availability

Forecasting Human Resource Availability

Surplus of Workers

Demand =

Supply

No Action Restricted Hiring, Reduced Hours, Early Retirement, Layoff, Downsizing

Shortage of Workers

Recruitment

Selection

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Statistical approaches

1. Ratio analysis

2. Regression analysis

Judgmental methods

Demand Forecasting

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Patients: Doctors = 4:1

Number of Patients = 100

Number of Doctors = 25

Ratio analysis

If there are 400 patients, how many Doctors are needed?

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# Employees

# Customers

50 100 150

75

50

25

0

Regression analysis

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The Relationship of Sales Volume to Number of Employees

Number of Employees

500

400

300

200

100

0 10 20 30 40 50 60

Sales (thousands)