Job Requirements

Job Specification
Statement of the needed knowledge, skills, and abilities (KSAs) of the person who is to perform the job

Job Description
Statement of the tasks, duties, and responsibilities (TDRs) of a job to be performed

Relationship of Job Requirements to Other HRP Functions

Job Requirements
Recruitment
Determine recruitment qualifications

Selection Performance Appraisal Training and Development

Provide job duties and job specifications for selection process Provide performance criteria for evaluating employees Determine training needs and develop instructional programs

Compensation Management

Provide basis for determining employees rate of pay

Process of Job Analysis

COMPONENTS OF JOB ANALYSIS

By:Saniya Chawla,Faculty Associate,LBSIM

6/21/2013

Types of Information Collected

Work activities

Human requirements

Human behaviors

Job context

Information Collected Via Job Analysis

Machines, tools, equipment, and work aids

Performance standards

JOB ANALYSIS MATRIX

By:Saniya Chawla,Faculty Associate,LBSIM

6/21/2013

Steps in Job Analysis

Steps in doing a job analysis:
1

Decide how youll use the information. Review relevant background information. Select representative positions. Actually analyze the job. Verify the job analysis information. Develop a job description and job specification.

2
3 4 5 6

Gathering Job Information

Interviews Questionnaires Observation Diaries

Methods of Collecting Job Analysis Information: The Interview

Information Sources
Individual employees
Groups of employees Supervisors with knowledge of the job

Interview Formats
Structured (Checklist)
Unstructured

Advantages
Quick, direct way to find overlooked information

Disadvantages
Distorted information

Job Analysis Questionnaire for Developing Job Descriptions

Note: Use a questionnaire like this to interview job incumbents, or have them fill it out.

Job Analysis Questionnaire for Developing Job Descriptions (contd)

Note: Use a questionnaire like this to interview job incumbents, or have them fill it out.

Methods of Collecting Job Analysis Information: Questionnaires

Information Source
Have employees fill out questionnaires to describe their job-related duties and responsibilities

Advantages
Quick and efficient way to gather information from large numbers of employees

Questionnaire Formats
Structured checklists Open-ended questions

Disadvantages
Expense and time consumed in preparing and testing the questionnaire

Methods of Collecting Job Analysis Information: 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

Methods of Collecting Job Analysis Information: 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

Writing Job Descriptions

Job Identification

Job Specifications

Job Summary

Sections of a Typical Job Description

Working Conditions

Responsibilities and Duties

Standards of Performance

Authority of the Incumbent

The Job Description

Job Identification
Job title Preparation date Preparer

Responsibilities and Duties

Major responsibilities and duties (essential functions) Decision-making authority Direct supervision Budgetary limitations

Job Summary
General nature of the job Major functions/activities

Relationships
Reports to: Supervises: Works with: Outside the company:

Standards of Performance and Working Conditions

What it takes to do the job successfully

Writing Job Specifications

What traits and experience are required to do this job well?

Specifications for Trained Versus Untrained Personnel

Specifications Based on Judgment

Specifications Based on Statistical Analysis

Writing Job Descriptions (contd)

Step 1. Decide on a Plan

Step 2. Develop an Organization Chart

Step 3. Use a Job Analysis/Description Questionnaire Step 4. Obtain Lists of Job Duties Step 5. Compile the Jobs Human Requirements Step 6. Complete Your Job Description

Writing Job Specifications (contd)

Steps in the Statistical Approach
Analyze the job and decide how to measure job performance.
Select personal traits that you believe should predict successful performance. Test candidates for these traits. Measure the candidates subsequent job performance. Statistically analyze the relationship between the human traits and job performance.

Job Design
Job Design: Specialization and Efficiency?

Job Enlargement

Job Rotation

Job Enrichment

Job Analysis
Dejobbing the Organization

Flattening the Organization

Using Self-Managed Work Teams

Reengineering Business Processes

Competency-Based Job Analysis

Competencies
Demonstrable characteristics of a person that enable performance of a job.

Reasons for Competency-Based Job Analysis

To support a high-performance work system. To create strategically-focused job descriptions. To support the performance management process in fostering, measuring, and rewarding:
General competencies Leadership competencies Technical competencies

Competency-Based Job Analysis (contd)

How to Write Job Competencies-Based Job Descriptions
Interview job incumbents and their supervisors
Ask open-ended questions about job responsibilities and activities. Identify critical incidents that pinpoint success on the job.

Use off-the-shelf competencies databanks

The Skills Matrix for One Job at BP

How Pay is determined?

Compensation Decision
Pay for a particular position is set relative to three groups
PAY-LEVEL DECISION
Employees working on similar jobs in other organizations
OBJECTIVE: to keep the organization competitive in labour mkt TOOL: Pay Survey

PAY-STRUCTURE DECISION
Employees working on different jobs within the organization
INVOLVES: valuing each job in the orgn. relative to other jobs APPROACH: Job Evaluation

INDIVIDUAL PAY DETERMINATION

Employees working on the same job within the organization
ISSUES: same level same pay, or different DIFFERENTIATOR: experience, skills, performance, seniority

Job Evaluation A formal process to determine the relative worth of various jobs in the organization for pay purpose A systematic comparison of the worth of one job with that of another job, resulting in the creation of a wage or salary hierarchy unique to the organization

Job Evaluation Relates the amount of pay for each job to the extent it contributes to organizational effectiveness Forms the basis for designing the compensation management system in an organization

Objectives of Job Evaluation

Some of the objectives are
determine place & position of a job in the organizational hierarchy manage internal and external consistency in the compensations ensure employee satisfaction w.r.t. compensation avoid discrimination in wage administration

Process of Job evaluation

Gaining acceptance.
Creating job evaluation committee. Finding the jobs to be evaluated.

Analysing and preparing job description.

Process of Job evaluation

Selecting the method of evaluation. Classifying jobs. Installing the programme. Reviewing periodically.

Features of Job Evaluation

It tries to assess jobs, not people.
The standards of job evaluation are relative, not absolute. The basic information on which job evaluations are made is obtained from job analysis.

Features of Job Evaluation

Job evaluations are carried out by groups, not by individuals. Some degree of subjectivity is always present in job evaluation. Job evaluation does not fix pay scales, but merely provides a basis for evaluating a rational wage structure.

Benefits of job evaluation

It tries to link pay with the requirements of the job. It offers a systematic procedure for determining the relative worth of jobs.

An equitable wage structure is a natural outcome of job evaluation An unbiased job evaluation tends to eliminate salary inequalities by placing jobs having similar requirements in the same salary range.

Benefits of job evaluation

Employees as well as unions participate as members of job evaluation committee. Job evaluation, when conducted properly and with care, helps in the evaluation of new jobs. It points out possibilities of more appropriate use of the plants labour force by indicating jobs that need more or less skilled workers than those who are manning these jobs currently.

Principles of Job Evaluation

Job dimensions have to be properly selected a job in the organizational hierarchy
manage internal and external consistency in the compensations ensure employee satisfaction w.r.t. compensation avoid discrimination in wage administration

Preparation of JE Plan
need for JE, how to go about, methods

Job Analysis
Job description and specification

Selection of Job Dimensions

basis for evaluating jobs, attaching monetary value

Classification of Jobs
based on monetary values attached

Implementation of Evaluation
educate employees, implement results

JOB E V A L U A T I O N PRO CESS

Maintenance
Update & modify results with time

Job Evaluation System

What is job evaluation? Job evaluation can be defined as a systematic procedure designed to aid in establishing pay differentials among jobs1
__________
1

Compensation: Milkovich, George T. and Jerry M. Newman; BPI/Irwin, 1990; p. 103.

Job Evaluation Methods

Non-Quantitative Methods Quantitative Methods

Ranking Method

Job Classification/ Grading

Point Rating Method

Factor Comparison Method

Non-Quantitative Techniques Ranking

used primarily in smaller, simpler organizations assessment of jobs based on knowledge, skills, effort & other dimensions involves preparation of JD and then assigning ranks that commensurate its worth in the organization the evaluator rank-order whole jobs, from the simplest to the most challenging

Techniques of Ranking
Relative Ranking a key or representative job is identified and its worth is determined other jobs are ranked according to relative importance in comparison to the representative job Paired Comparison each job is compared with every other job and then ranked Single Factor Ranking the single most important factor of a job is identified and compared with the single most dimension of jobs

What are the Advantages and Disadvantages of Ranking?

ADVANTAGES
simple method of evaluation -appropriate for small organizations -quick and inexpensive method
-

DISADVANTAGES
suitable for large organizations -no definite standard is used for ranking -JS are not considered
-does not indicate the extent of difference between jobs
-not

Non-Quantitative Techniques
Job Classification/Grading

groups a set of jobs together into a grade or classification grades are formulated based on nature of tasks, responsibilities, and knowledge and skills required these sets of jobs are ranked by levels of difficulty or sophistication the jobs are classified and graded based on their significance and their worth to the organization

Analyze Organizational Structure Determine Job Dimensions for grading

Job Classification Or Job Grading
Define Job Grades (Grade I, II, III, etc) Classify Jobs Under Different Grades

Feedback

Freezing the grades & assigning monetary values to the grades

Quantitative Techniques
Point Rating Method requires evaluators to quantify the value of the elements of a job different scales are might be required to evaluate different jobs points are assigned to the degree of various compensable factors required to do the job
skills required physical, mental effort needed degree of dangerous working conditions amount of responsibility

Point Rating Method

Determine the Job Factors JD & JS of a significant sample of jobs are taken up to determine compensable factors Determine the sub-factors job factors are sub-divided into sub-factors Define the degree/profile statements describes the specific requirements of each subfactor written phrases that determine the degree of importance associated with each sub-factor usually five degrees associated with each sub-factor

Point Rating Method

Assign Points on the basis of importance of each factor, sub-factor and degree in the job maximum points that can be allotted to each job factor fixed and are distributed across different job factors Preparation of a Chart Applying the Point System comparing the JD of each job with the standard point manual, final points are determined these point help in determining the pay scale for each job