HRM Lesson # 2

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ManagingHumanCapital

GLOBAL EXECUTIVE MASTER OF BUSINESS ADMINISTRATION

Job Analysis,Methods and

Techniques

Presented by:DANH NGUYEN NGUYEN, PhD.

RODERIC J. MURRAY, MA.

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ManagingHumanCapitalApril2008

Relationship of Job Requirements

& HRM Functions

Recruitment

Selection

Training and development

Performance appraisal

Compensation management

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ManagingHumanCapitalApril2008

Job Analysis

Purpose: to improve organizational performance andproductivity

Definition: Process of obtaining information about

jobs by determining what the duties, task, or activitiesof jobs are.

Results of job analysis:

Job descriptions

Job specifications

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ingHumanCapitalApril2008

The Importance of Job Analysis

Job AnalysisInformation

Performance

Standard &

Reward

System

HR Planning

Recruitment

Selection and

Placement

Job Classification

&

Evaluation

Training

Design

Career Planning

&

Employee

Development

Succession

Planning

Work Force

Analysis

Man-machine

Systems

HRISDesign

Organizational

Analysis &

Job Definition

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Job Analysis

The job analysts responsibilities

The primary responsibility of the HR department.

High degree of analytical ability and writing skill

Cooperation of the employees and managers at theplace that jobs are analyzed

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Steps in Job Analysis

Determining information needs

Determining methods for obtaining information

Determining who will collect information

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Job Analysis

SOURCES OF DATAJob AnalystEmployeeSupervisor

METHODS OF

COLLECTING DATAInterviewsQuestionnairesObservationsRecordsDOT

JOB DATA

Tasks

Performance StandardsResponsibilitiesKnowledge requiredSkills requiredExperience neededJob contextDutiesEquipment used

JOB DESCRIPTIONTasksDutiesResponsibility

HUMAN RESOURCES

FUNCTIONRecruitmentSelectionTraining & developmentPerformance appraisalCompensation management

JOB SPECIFICATIONSkill requirementsPhysical demandsKnowledge requirementsAbilities needed

The Process of Job Analysis

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Selecting Job Analysis Methods

Job analysts

individuals who perform job analysis in organizations

Job analysis methods

observing tasks and job behaviors

interviewing job incumbents and supervisors

distributing questionnaires and check lists

having the job analyst actually perform the job

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Job Analysis Methods

Source: Rowley (2003: 61)

Is used to elicit what a particular job is about and what it involves

Method Characteristics

Work study Examine each aspect of job

Questionnaires Details of what jobholder does

Interviews Ask/check what jobholder does

Work diaries Detailing tasks completed each day

Critical incident reviews Records kept

Observations By supervisors

Panels of experts Ask what might be details of new jobs

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Responsibilities for Job Analysis

Parties responsible for conducting job analysis

line managers

human resource group or department

job analysts

Dictionary of Occupational Titles (DOT)

A federal index of occupations listed by a standardizedcode. It describes the people, data, and thingsassociated with different jobs listed.

O*NET

An online job information resource that providesinformation on 33 knowledge areas and on the relativeimportance of 46 skills, 36 cross-functional skills, and

other data useful as comparison job analysis information.

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Collecting Job Analysis Data

Subject Matter Experts (SMEs)

are individuals presumed to be highly knowledgeableabout jobs who will provide data for job analysis;

they may be job incumbents, supervisors, or other

employees.

Job analysis information

identifies the major job dimensions that can then besubdivided into specific job tasks.

identifies the basic KSAs `neccessary to perform` thejob tasks.

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Specific Job Analysis Techniques

Narrative job analysis

One or more SMEs prepare a straight written narrativeor text description of the job.

Fleishman job analysis system

This approach relies on a taxonomy of 52 abilitiesrepresentative of relevant work dimensions andconsidered to be enduring individual attributes thataccount for differences in performance.

SMEs use Fleishman scales to represent the level ofability required for a job.

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Task analysis inventory

is a family of job analysis methods; each methodfocuses on analyzing the focal job to create taskinventories. Each task is then evaluated separately on

job dimensions.

Functional job analysis

The first approach to a single universal instrument thatcan be used to describe all jobs in common terms of

people, data, and things. The degree to which thesethree factors are present in the job determines thecomplexity of the job.

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Position analysis questionnaire

Developed by Ernest McCormick as a standardized jobanalysis instrument consisting of 194 items in six sectionsthat are related to job dimensions of work behaviors.

Critical incidents approach

relies on critical incidentsof behaviors that distinguisheffective from ineffective performers. Useful in developingappraisal instruments and focusing on effective

performance.

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Areas in which Job Analysis Information is used

Recruitment and Selection

Job analysis provides information about what thejob entails and what human characteristics arerequired to carry out these activities. Such jobdescription and job specification information isused to decide what sort of people to recruitand hire.

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Compensation

Job analysis information is also essential forestimating the value of and appropriatecompensation for each job. This is so becausecompensation. (such as salary and bonus)

usually depends on the job's required skill andeducation level, safety hazards, degree ofresponsibility and so on-all factors that areassessed through job analysis. Job analysisprovides the information determining therelative worth of each job so that each job canbe classified.

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Ensure Complete Assignment of Duties

The job analysis is also useful for ensuring that allthe duties that have to be done are in factassigned to particular positions. For example, inanalyzing the current job of your company'sproduction manager, you may find she reportsherself as being responsible for two dozen orso specific duties including planning weeklyproduction schedules, purchasing rawmaterials, and supervising the daily activities of

each of her first-line supervisors.

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Training

Job analysis information is also used for designingtraining and development programs becausethe analysis and resulting job description showthe skills-and therefore training-that arerequired.

Performance Appraisal

A performance appraisal compares each

employee's actual performance with his or herperformance standards. It is often through jobanalysis that experts determine the standards tobe achieved and the specific activities to beperformed.

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Job Descriptions & Job

Specifications Job description

lists the tasks, duties, and responsibilities that aparticular job entails.

Job specification

specifies the characteristics of the individual who willperform the job. It lists the knowledge, skills, abilities,and other characteristics that are necessary to be able toperform the job successfully.

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Job Description

Benefits

Ensures that every one who has a sayin the hiring decisions is on the samepage with respect to what the job

entails.Serves as a basis for key hiring criteria.

Ensures that candidates have a clearidea of what to expect if, indeed, youhire them.

Serves as a reference tool during theevaluation process.

Serves as a benchmark forperformance after you hire thecandidate.

Contents

Title of the position

Department (if applicable)

Direct report (to whom the persondirectly reports)

Responsibilities

Necessary skills

Experience required

Source: Messmer (1999: 60-61)

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Sample of Job Description

Principles: A distinction is drawn between overall responsibility and specific areas of

responsibility.

The experience requirement is separated from skills and attributes.

The language is easy to understand.

Position title:

Senior mailroom clerk

Reports to:

Building service supervisor

Department:

Operations

Overall responsibility:Supervise mailroom staff and interface with all levels of management

regarding mail and supply deliveries.

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Sample of Job Description (cont.)

Key areas of responsibility

Maintain established shipping/ receiving procedures.

Sort and distribute all mails on a timely basis.

Maintain all photocopies, fax machines and portage meters.

Order, store and distribute supplies.

Facilitate all off-site storage, inventory and record management requests.

Document current policies and procedures in the department as well

implement new procedures for improvement.

Oversee the use of a company van when needed.

Skills and attributes

Strong sense of customer service.

Good organizational skills.

Ability to lift a minimum of 15 kilos.

Experience requirement

Supervisory experience in a corporate mailroom environment.

Good driving record.

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Job Title: Maintenance MechanicGeneral Description of Job: General maintenance and repair of all equipment used in the operations of a

particular district. Includes the servicing of company vehicles, shop equipment, and machinery used on job

sites.

1. Essential Duty (40%): Maintenance of Equipment

Tasks: Keep a log of all maintenance performed on equipment. Replace parts and fluids according to

maintenance schedule. Regularly check gauges and loads for deviances that may indicate problems with

equipment. Perform nonroutine maintenance as required. May involve limited supervision and training ofoperators performing maintenance.

2. Essential Duty (40%): Repair of Equipment

Tasks: Requires inspection of equipment and a recommendation that a piece be scrapped or repaired. If

equipment is to be repaired, mechanic will take whatever steps are necessary to return the piece to

working order. This may include a partial or total rebuilding of the piece using various hand tools and

equipment. Will primarily involve the overhaul and troubleshooting of diesel engines and hydraulic

equipment.3. Essential Duty (10%): Testing and Approval

Tasks: Ensure that all required maintenance and repair has been performed and that it was performed

according to manufacturer specifications. Approve or reject equipment, as being ready for use on a job.

4. Essential Duty (10%): Maintain Stock

Tasks: Maintain inventory of parts needed for the maintenance and repair of equipment. Responsible for

ordering satisfactory parts and supplies at the lowest possible cost.

Nonessential Functions -Other duties as assigned.

Sample of Job Description

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HRM Lesson # 2

Documents

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