6 Job Organization

and Information

HRM

Chapter

The function of job organization and information is an offshoot of the organization structure which clearly delineates the different departments, divisions section and units in light of its philosophy resources and needs.

It is the analysis and evaluation of each job that exists within the organization.

It is a detailed, organized and systematic study of jobs.

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Process Model of job Organization and information

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JOB ORGANIZATION AND INFORMATION

JOB ANALYSIS:-Job Description

-Job SpecificationJOB

DESIGN

JOB EVALUATION

Step 1

Step 2

Step 3

FEEDBACK

Job analysis

This Phase consists of the determination of the duties, responsibilities, working conditions and working relationships of and between jobs and the qualifications of the employee who should man each job.

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This method and procedure is highly complicated utilizing observation, interview, questionnaire survey or a combination of the three techniques .

Job analysis has two phases; job description and Job specification. Job description or position description gives the what in a job, while job specification identifies who should qualify for the job.

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Figure 6.2

Questionnaire for job analysis and Job Evaluation

NAME OF EMPLOYEE JOB TITLE (ACTUAL)

DIVISION JOB NUMBER

DEPARTMENT SUPERVISOR TITLE

1. DUTIES & RESPONSIBILITIES.

2. ____________________________________________________

3. _______________________________________________

4. _______________________________________________

5. _______________________________________________

6. _______________________________________________

Please be indicate your duties & responsibilities according to their degree of importance.

Figure 6.2

Questionnaire for Job analysis and Job Evaluation in Philippine Fisheries and Development Authority

2. SPECIAL QUALIFICATION.

3. EQUIPMENT HANDLED.

MACHINE AVERAGE NO. OF HRS

OPERATED/WEEK

1. __________________________ _________________________________

2. ________________________ ______________________________

3. ________________________ ______________________________

4. ________________________ ______________________________

5. ________________________ ______________________________

Please list any license, permit, certificate required to perform the duties assigned to your position.

Please list any equipment, machines or tools.(e.g. typewrite, calculator, motor vehicles, drill presses, etc.) you normally operate as a part of your duties.

4. SUPERVISION. Does your position have supervisory responsibilities?

Yes No. If yes, please indicate # of personnel supervised and check

appropriate box below:

Supervises division/a department

No. of personnel supervised ____ Supervises different sections/a division

Supervises a group with essentially

the same function

5. CONTACTS. Please check appropriate box to indicate any contacts with other department, personnel, outside companies

or agencies?

Yes No

If yes, please check appropriate box below:

Answer simple routine information.

Occasional contacts/discussion with influential management,

government representative, etc.

Contacts made essential to one phase of operation

Frequent contacts with community leaders.

6. DECISION/ANALYSIS.

Simple decisions are made and follow established rules.

Follows established routine. No analysis/decision made.

Complex decision/analysis are made within established rules.

Identifies simple facts to facilitate analysis of superior. No decision are made.

7. RESPONSIBILITY FOR FUNDS, RECOERDS, OTHER PROPERTIES.

Please list below funds, records and other properties under your custody.

FUNDS/AMOUNT RECORDS OTHER

(Indicate if confidential) PROPERTIES

8. _________________ ______________________ _________________

9. _____________ _________________ _____________

10. _______________ ___________________ _______________

11. _______________ ___________________ _______________

Please check appropriate box to indicate decision/analysis made in the regular performance of your duties:

8. WORKING CONDITIONS. Please check the box which most closely describe the working environment that

your position is exposed to.

Illumination, ventilation is uncomfortable. Exposed to noise, heat, filthy odor, etc.

Environment has no disagreeable element. Normal office/ working conditions.

Environment exposed to injuries, cuts, bruises, abrasions, accident and other health hazards.

9. JOB REQUIREMENTS. Please check the minimum requirements you believe are necessary to perform satisfactorily in your position.

EDUCATION EXPERIENCE SPECIAL SKILLS

High School Experience not Typing/Steno

Education Required

2-3 years College 2 years work exp. Programming

Education

Completed College 2 years work exp. Others, specify

Education as Supervisor ____________

Masteral Units 4 years work exp. as supervisor

10. PHYSICAL EFFORT . Does your position require physical exertion in the normal performance of your duties?

Yes No

If yes, please check appropriate box below:

Major portion of the day requires heavy lifting.

Minimal physical exertion occasionally.

Occasional lifting of heavy materials/objects.

I hereby certify that all information provided in the foregoing are true and

correct to the best of my knowledge.

Signature of Employee Date

Over Printed Name

Signature of Supervisor Date

Over Printed Name

The content of the job, specifically the following items: job title, code number, division/department, nature of the job, duties and responsibilities, methods and tools used, hours of work, the person the worker is responsible to, funds and properties responsible for, compensation and benefits, hazards and risks, potentialities for promotion.

Job Description

Two phases :

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Job Specification

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This record is an enumeration of the qualifications of the employees who is supposed to be appointed for the job that is described.

It specifies the educational qualifications of the employee who is supposed to be appointed for the job that is described.

It specifies the educational qualifications, work experiences, psychological traits, particularly the mental and personality characteristics health status, special qualifications like age, sex, status and special skills needed.

JOB DESCRIPTION•Directs, coordinates and evaluates the educational and administrative activities of DOLE Philippine School in conformity with MECS and school board’s policies.

•Establishes and maintain relationship with MECS, community organizations and other schools to coordinate its educational services.

•Supervises assignment of teachers and pupils to classes.

•Confers with faculty, pupils and parents on matters pertaining to educational and behavioral problem in school.

Figure 6.4Job Description and Job Specifications

of School Principal of Dole Philippines School

• Formulates plans and policies for educational program and submits them management for approval.

• Prepares and present the school budget to management.

• Creates an environment conducive to the attainment of the highest possible standard of education for the students.

JOB SPECIFICATION : At least with a Master’s Degree in education preferably with strong Psychology background; with at least 3 years experience as school principal; good moral character; willing to work with the company permanently.

Job description and job specifications for the position of School Principal of Dole Philippines School in Polomolok, South Cotabato.

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Who does the job analysis?

The Human Resources Department is tasked to prepare job descriptions and job specifications with the cooperation of the line departments.

In big and medium scale organizations, depending on the resources, either a job analyst who is a specialist in this area is hired and is a permanent staff of the department or a management consulting group that does a job analysis is commissioned for this purpose.

MAN SPECIFICATIONS

Position Title: Methods Analysts III

Category: Technical Job Grade: T – 8

I. Minimum age required:

twenty-eight (28 years old)

II. Education required:

College graduate or knowledge equivalent to an accredited four or five-year college.

Preferably bachelors degree in Engineering, Mathematics, Business Administration, Social science (law, psychology and other related course).

FIGURE 6.7

Position Description and Qualification Standards for Methods Analysts III of

Government Service Insurance System (GSIS)

Graduate studies in Business or public Administration, management desired.

Substitution for deficiency in education|:

For every year deficiency in college education, 4 years of related work experience/formal training with demonstrated ability is required.

III. Work Experience:

Four years of experience in systems and procedures design and analysis, administration of standards with tested ability as a leader.

IV. Appropriate civil service elibility:

First grade or its equivalent.

V. Special Knowledge/mental strengths/abilities required:

Must be able to perform analytical and creative work.

Must have professional competence; ability to honesty and constructively work with other people; flexible and positive attitude.

VI. Special physical abilities/skills/strengths required:

Satisfactory physical and mental health.

VII. Must be able to operate/use the following equipment/tools:

All kinds of management and systems tools and other office equipment.

VIII.Others

A through knowledge of GSIS operations, policies, rules and regulations.

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USES OF JOB ANALYSIS RECORDS AND INFORMATION

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The cost in terms of time, effort and money in the preparation of job description and job specification is well paid off by their values if properly utilized. While different have varying uses for them, the most common ones are:

1. Serve as guide to job applicants in their decision making of entry into organization.

2. Make the organizing and re-organizing processes in the entire organization smooth and systematic.

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3) Assist in the hiring of personnel.

4) Serve as standard for performance evaluation.

5) Are used as guide for orientation and training.

6) Are used as a basis for job evaluation.

7) Serve as a guide to determine movement of employees.

8) Promote wholesome relationships among staff and employees.

Job Design

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Carrell and Kuzmits:

“Job Design determines what work is done and, therefore, greatly affects how an employee feels about a job, how much authority an employee’s has over and work, how much decision making the employee has on the job, and how many tasks the employee has to complete. Managers realize that job design determines both their working relationships with their employees and the relationships among the employees themselves”.

Job designs are made up by the Production/Operations Department of an Organization.

The Human Resources Department is only co-opted for its advice and suggestions on how job content and technology affect human behavior and vice versa.

Job designing is the domain of the Production/Operations Department.

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Job Evaluation

It is the costing of each job attaching to its proper money value. It is also called job rating or job valuation.

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Who does Job Evaluation?

It should be done by a professional expert or group either of the Human Resources Department or of an external organization that is commissioned by management.

Four standard approaches used in job evaluation as given by Robbins.

Ranking method.

Jobs are arranged in a simple rank order from highest to lowest.

Classification or grading method.

Key components or factors in each job as found in the job analysis are isolated.

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Point method.

The components in each job are determined like responsibility, effort and skills and points are allocated to each component.

Factor Comparison.

From a cross section of jobs, key jobs are chosen as standards and as representative of duties and responsibilities.

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Main Use of Job Evaluation.

Job Evaluation serves as a tool for compensation system. The job rating plan provides information and clues that can be used as a framework for the entire organization’s compensation administration program which should be reviewed periodically.

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