GLOBAL EXECUTIVE MASTER OF BUSINESS ADMINISTRATION

Job Analysis, Methods and Techniques

Presented by: DANH NGUYEN NGUYEN, PhD. RODERIC J. MURRAY, MA.

Managing Human Capital

Relationship of Job Requirements & HRM Functions

Recruitment

Selection
Training and development Performance appraisal Compensation management
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Job Analysis
Purpose: to improve organizational performance and productivity Definition: Process of obtaining information about jobs by determining what the duties, task, or activities of jobs are. Results of job analysis:

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Job descriptions Job specifications

The Importance of Job Analysis

HRIS Design Organizational Analysis & Job Definition HR Planning Recruitment

Man-machine Systems

Selection and Placement

Job Analysis Information

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Work Force Analysis

Job Classification & Evaluation

Succession Planning

Career Planning & Employee Development

Training Design

Performance Standard & Reward System

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 the place that jobs are analyzed

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Steps in Job Analysis

Determining information needs

Determining methods for obtaining information

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Determining who will collect information

Job Analysis
SOURCES OF DATA
Job Analyst Employee Supervisor

JOB DESCRIPTION
Tasks Duties Responsibility

JOB DATA
Tasks Performance Standards Responsibilities Knowledge required Skills required Experience needed Job context Duties Equipment used

HUMAN RESOURCES FUNCTION

Recruitment Selection Training & development Performance appraisal Compensation management

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METHODS OF COLLECTING DATA

Interviews Questionnaires Observations Records DOT

JOB SPECIFICATION
Skill requirements Physical demands Knowledge requirements Abilities needed

The Process of Job Analysis

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

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

Method
Work study Questionnaires

Characteristics
Examine each aspect of job Details of what jobholder does

Interviews
Work diaries
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Ask/check what jobholder does

Detailing tasks completed each day Records kept By supervisors Ask what might be details of new jobs

Critical incident reviews Observations Panels of experts

Source: Rowley (2003: 61)

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 standardized code. It describes the people, data, and things associated with different jobs listed. O*NET An online job information resource that provides information on 33 knowledge areas and on the relative importance 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 knowledgeable about jobs who will provide data for job analysis; they may be job incumbents, supervisors, or other employees.

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Job analysis information identifies the major job dimensions that can then be subdivided into specific job tasks. identifies the basic KSAs `neccessary to perform` the job tasks.

Specific Job Analysis Techniques

Narrative job analysis One or more SMEs prepare a straight written narrative or text description of the job. Fleishman job analysis system This approach relies on a taxonomy of 52 abilities representative of relevant work dimensions and considered to be enduring individual attributes that account for differences in performance. SMEs use Fleishman scales to represent the level of ability required for a job.

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Specific Job Analysis Techniques

Task analysis inventory is a family of job analysis methods; each method focuses on analyzing the focal job to create task inventories. Each task is then evaluated separately on job dimensions.

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Functional job analysis The first approach to a single universal instrument that can be used to describe all jobs in common terms of people, data, and things. The degree to which these three factors are present in the job determines the complexity of the job.

Specific Job Analysis Techniques

Position analysis questionnaire Developed by Ernest McCormick as a standardized job analysis instrument consisting of 194 items in six sections that are related to job dimensions of work behaviors. Critical incidents approach relies on critical incidents of behaviors that distinguish effective from ineffective performers. Useful in developing appraisal 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 the job entails and what human characteristics are required to carry out these activities. Such job description and job specification information is used to decide what sort of people to recruit and hire.
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Compensation Job analysis information is also essential for estimating the value of and appropriate compensation for each job. This is so because compensation. (such as salary and bonus) usually depends on the job's required skill and education level, safety hazards, degree of responsibility and so on-all factors that are assessed through job analysis. Job analysis provides the information determining the relative worth of each job so that each job can be classified.

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Ensure Complete Assignment of Duties The job analysis is also useful for ensuring that all the duties that have to be done are in fact assigned to particular positions. For example, in analyzing the current job of your company's production manager, you may find she reports herself as being responsible for two dozen or so specific duties including planning weekly production schedules, purchasing raw materials, and supervising the daily activities of each of her first-line supervisors.

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Training
Job analysis information is also used for designing training and development programs because the analysis and resulting job description show the skills-and therefore training-that are required.

Performance Appraisal
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A performance appraisal compares each employee's actual performance with his or her performance standards. It is often through job analysis that experts determine the standards to be achieved and the specific activities to be performed.

Job Descriptions & Job Specifications

Job description lists the tasks, duties, and responsibilities that a particular job entails. Job specification specifies the characteristics of the individual who will perform the job. It lists the knowledge, skills, abilities, and other characteristics that are necessary to be able to perform the job successfully.
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Job Description
Benefits
Ensures that every one who has a say in the hiring decisions is on the same page with respect to what the job entails. Serves as a basis for key hiring criteria. Ensures that candidates have a clear idea of what to expect if, indeed, you hire them. Serves as a reference tool during the evaluation process. Serves as a benchmark for performance after you hire the candidate.

Contents
Title of the position Department (if applicable) Direct report (to whom the person directly reports) Responsibilities Necessary skills Experience required

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Source: Messmer (1999: 60-61)

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

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Department: Operations

Reports to: Building service supervisor

Overall responsibility:
Supervise mailroom staff and interface with all levels of management regarding mail and supply deliveries.

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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Sample of Job Description

Job Title: Maintenance Mechanic General 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 of operators 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.

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Managing Human Capital April 2008