JOB ANALYSIS

(JA)
&
HUMAN RESOURCE PLANNING
(HRP)

CHAPTER 2
 WHAT Is Job Analysis (JA)?

A purposeful and systematic process for

collecting information on the pattern of a job
to determine tasks, duties and responsibilities
needed and to determine on the importance of
work related aspect of the job. (Mondy & Noe)

A process to identify and determine in detail

the particular job duties and requirements and
the relative importance of these duties for a
given job. (Maimunah Aminuddin)
WHEN Job Analysis is done?

Job Analysis is performed on three (3)

occasions namely:

When the organization is newly founded and the

job is initiated for the first time.
When a new job is created.
When jobs are changed due to several factors such
as introduction of new technology, method and
procedures.
 Benefits of Job Analysis
To reduce confusion of tasks and clarifies job relationships in macro
perspective.

Establish a sound basis for supervisors expectations of subordinates

performances and subsequent compensation.

As the foundation on which HRP and career activity are based.

Organization consists of positions that have to be staffed and Job

analysis produces information used for writing or preparing job
descriptions (JD) and job specifications (JS).

JA ensures that the selection of employees are directly related to job

duties, responsibilities and qualifications required to perform the job.
 The Elements Of JA

Job Description (JD)

Job Specification (JS)

 Job Description (JD)
A written summary that explain about the duties , working
condition , equipment used and other aspects of a specified
job in which the job is performed.
A document that provides information regarding the tasks,
duties and responsibilities of a job (Mondy & Noe, 2005).

Core
Information

Job responsibilities Job requirements

Job title title of the clear statements of Job environment
describe the
job and other the tools, equipment description of the Job summary the
purpose of the job
identifying such as its , and information working conditions whole information
and what outputs are
wage and benefits required for of the job, location about the job
expected from job
classification effectively of the job.
incumbents
performing the job
 Job Specification (JS)
A written explanation of a minimum acceptable human qualities
such as academic qualification , level of knowledge , skills ,
abilities, traits, and other characteristics necessary for effective
performance on a job.
Job specification is a statement of the needed knowledge, skills
and abilities of the person who is to perform the job (Snell &
Bohlander).

Requisite
knowledge,
Specific
skills, Previous Special
qualification Age Health
attitude and experience condition
of job
personal
attributes.

THE CORE INFORMATION

The Process/Steps Of JA

Determine information
Select job to analyze Identify sources of data
to be collected

Identify methods to
Evaluate and verify data Write job analysis report
collect data

Source: Snell and Bohlander (2010)

The Methods Of Conducting JA
1. Interview
Job analysis can be done through interviewing the employees to describe the
duties performed and check with the supervisor for the additional
information and accuracy of the information given by the employee.
Advantages Disadvantages
Suitable when number of employees are Time consuming.
small and job being analyzed are quite Slower data processing.
complicated. Require for good rapport.
Can get complete information.
Require good verbal skills.
All desired facts can be collected.

2. Questionnaires
It can be done by asking structured questions to identify the tasks they
perform in accomplishing the job.
Advantages Disadvantages
Suitable for considerable number of jobs Requires good skills to develop
that can be described quite easily questions.
Quick and economical
More accurate information.
3. Observations
Job analyst learn about the jobs by observing how workers perform job
tasks and records the findings.
Advantages Disadvantages
Suitable when number of jobs to be Time consuming.
analyzed is small and the nature of job Suitable for normal, standardized
prohibits the employees absence and short cycle activities but not
from his or her workstation. for the job with dominant mental
Can show the link between physical skills.
and mental tasks.
Better understanding on job tasks.

4. Employees Diaries / Log Book

Information is gathered by having employees to describe their daily job
routine in a diary/logbook.
Advantages Disadvantages
Good understanding of highly Tend to exaggerate.
specialized jobs. Tend to fraud.

5. Competency Profiling
Building job profiles that look at the responsibilities and activities of jobs
and the worker competencies necessary to accomplish the job.
 JOB DESIGN
Structuring jobs that best contribute to organizational
efficiency while facilitating employee job satisfaction.
(Mondy & Noe)

Organizing task, duties and responsibilities into a productive

unit of works. (Mathis & Jackson)
 Methods Of Job Design

1. Job Enrichment
Enhancing a job by adding more meaningful tasks
and duties to make the work more rewarding or
satisfying through increasing the autonomy and
responsibility of employees.
How??
Increasing the level of difficulty and responsibility of the job.
Allowing employees to retain more authority and control over
work outcomes.
Providing unit or individual job performance reports directly to
employees.
Adding new tasks to the job that require training and growth.
Assigning individuals
 Granting employees power to initiate
change, thereby encouraging them to How to empower
take charge of what they do. employees?

Encourage employees to become

innovators and managers of their own Participation
work and it gives them control and Innovation
autonomous decision making Access to information
capabilities. Accountability

2.Job Enlargement
 3. Job Characteristics

Job criteria that improve the

efficiency of organizations and Skill variety
employees job satisfaction Task identity
through: Task significance
Definition:

Elements:
Experience meaningfulness Autonomy
of the work performed. Feedback
Experience responsibility for
work outcomes.
Has knowledge of the
results of the work
performed.
 Job Characteristics Model

Skill variety
Task identity Experience
Meaningfulness
Task significance
High Motivation
High Performance
Experienced Lower Absenteeism
Autonomy Responsibility Lower Turnover

Knowledge of Result
Feedback

Job characteristics Psychological States Desired Outcomes

 What Is HRP?
A process of systematically reviewing human
resources requirements to ensure that the required
number of employees with the required skills are
available when needed (Mondy & Noe).

Human resource planning is the term used to

describe how organizations ensure that their staff
are the right staff to do the jobs. Sub topics include
planning for staff retention, planning for candidate
search, training and skills analysis and much more.
(Maimunah Aminuddin)
The importance of HRP
To stabilize the workforce to facilitate implementation of
corporate strategies through the best use of organizations
human resources.

To obtain and retain the number of people that the

organization needs (skill, expertise, competence).

To match the internal and external supply of people for the

job openings anticipated in the organization over a period
of time.

To anticipate and minimize the problems of potential

workforce surpluses or deficits (shortage).

HRP can help organization to save intangible costs by

providing information to assist the companys hiring and
development actions.
 HRP Processes And Stages
Stage 1: Environmental analysis and scanning
- Referred to internal and external environment

Stage 2 : Forecasting demand for human resources

Involves 3 activities:
i. Organization, behaviour and culture
ii. Number of workers and skills
iii. Changes in workers role

Stage 3: Analysis of the supply of human resources

numbers of workers leaving the organization
analyse workers strength and weaknesses

Stage 4: Development of plans for action

Demand = supply ( no action)
Surplus of workers ( reduced hour, layoffs, early retirement , downsizing )
Shortages of workers ( overtime , recruitment , transfer, secondment)
 1. Reduce
HRP Results Working
Hours
2. Early
Retirement
3. Restricted
Hiring
1. 4. Layoffs-
1. Compensation Balance
and Incentives manpow Using LIFO
2. Special Training er Method
(dd=ss) 5. Downsizing-
Program
3. Lowering the Using
Selection Voluntary
Standard Separation
4. Hiring Full/Part Scheme
Time Workers (VSS)
5. Overtime 6. Work
6. Recall Laid Off Sharing-Half
Workers paid
 The Activities Of HRP
The major activity of HRP is to forecast and
estimates the demand for manpower needed to
meet the objective of the organisation and to
analyse the supply of manpower in the
organisation.
Demand forecasting the assessment of future
employee requirements. How many and what type of
people will be needed to carry out the organisations
plan in the future?
Analysis of supply the assessment of current and
future employee availability ( the number of people
currently employed by the organisation.)
 The Methods Of Estimating
Manpower Demand
Expert forecast based on the judgement of those
who are knowledgeable of future of HR needs.
Trend projection forecast Forecasting the
employment needs is based on study of an
organization past employment needs over a period
of years to predict the future needs.
Ratio Analysis - Forecasting is based on ratio such
as sales volume and number of employees needed.
Computer modelling are a series of mathematical
formula to estimate work force changes eg multiple
regression model.
Estimating Manpower Supply
To analyse the current internal supply and the
future supply, planners needs some supply
information system. Eg; A simple staffing table
that shows the number of incumbent in each
job within the organisation.
The source of manpower supply information:
graphic representations of all organizational jobs, along with the
Staffing tables
numbers of employees currently occupying those jobs.

files of personnel education, experience, interests, skills and so on

Skill inventories that allow managers to quickly match job openings with employee
background.

listings of current job holders and people who are potential

Replacement
replacements if an opening occurs. Review the skills of existing
charts
employees by doing promoting exercise.

Succession the process of identifying, developing and tracking key individuals

planning for executive positions.
Human Resources Management Information
System (HRIS)
A HRIS, which is also known as a human resource
information system or human resource management
system (HRMS), is basically an intersection of human
resources and information technology through HR
software. This allows HR activities and processes to
occur electronically.

Well developed and up-to-date data bank system of

employees records where HR manager can check
through employees work history and qualifications
to identify potential candidates to fill in the
vacancies
 TUTORIAL

Individual Assignment Chapter 2