HUMAN RESOURCE PLANNING

JOB ANALYSIS

JOB DESIGN JOB DESCRIPTION JOB SPECIFICATION COMPENSATION

JOB STANDARDS

PERFORMANCE
APPRAISAL

RECRUITMENT HUMAN TRAINING AND EQUAL

AND RESOURCE MANAGEMENT CAREER EMPLOYMENT
SELECTION PLANNING DEVELOPMENT DEVELOPMENT OPPORTUNITY

RELATIONSHIP OF JOB ANALYSIS TO HUMAN RESOURCE ACTIVITIES 1

 JOB ANALYSIS

A SYSTEMIC VIEW

Job analysis is a tool used to bring

many aspects of Human Resource
Management together.

2
 JOB ANALYSIS cont’d
A SYSTEMIC VIEW

 Another approach to job analysis is

to move beyond job descriptions
and look at job analysis from the
point of view of the Customer
(internal) to determine whether
the customer is satisfied (efficiency and
effectiveness).

3
JOB ANALYSIS
SYSTEM JOB DESCRIPTION
-- Task -- Duties
SOURCES OF DATA
--- Responsibilities
-- Job Analyst
-- Employee JOB DATA
HUMAN RESOURCES
-- Supervisor -- Task
FUNCTIONS
-- Performance -- Recruitment
-- Standard -- Selection
-- Responsibilities
-- Training & Development
METHODS OF -- Knowledge -- Performance Appraisal
COLLECTING DATA -- Required -- Compensation Mgt.
-- Interviews -- Experience -- Labour Relations
-- Questionnaires Needed
-- Observations -- Job Content JOB SPECIFICATIONS
-- Records -- Duties -- Skills Required
-- DOT -- Equipment -- Physical Demand
-- Diaries Needed
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 JOB ANALYSIS – a definition

a) Job analysis is the process of

obtaining information about jobs
by determining what are the task,
duties and responsibilities of those
jobs. It is called the cornerstone of
Human Resource Management
because the information it collects
serves so many Human Resource
Management functions.

5
 JOB ANALYSIS – a definition

b) Job analysis is a process to help

determine the principle tasks, duties
and responsibilities of the job, the
mental and physical requirements of
the job, the special skills needed to
perform the job and the conditions
under which work is performed.

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 JOB ANALYSIS – a definition
cont’d

c) Job analysis involves numerous steps

and several data bases i.e. list of job
tasks, duties, responsibilities.
Knowledge, skills and abilities are
often the outcome.

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 Importance Of Analysis
Job Analysis is used for:

 developing job requirements

 evaluating the worth of a job accurately
 work force planning
 recruitment/selection
 setting job performance standards for
performance appraisal
 job evaluation and salary administration
 addressing legal requirements – salary
computation.

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 Importance Of Job Analysis cont’d

Job Analysis is used for:

 The result of job analysis spells out

the requirements and
responsibilities of the job. They
help employees to know what is
expected from them on the job.

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Importance Of Analysis cont’d

Job analysis affects:

 the organization
 the job, and

 the people

 relationship through its link with Job

Design

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 JOB DESCRIPTION AND JOB
SPECIFICATION

 Once jobs have been fully analyzed

they must be described,
specification developed and
standards set.

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 JOB DESCRIPTION AND JOB
SPECIFICATION

 The relationship among job analysis, job

descriptions, job specifications and job
standards must be identified and
known.

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 Job Analysis, Job Descriptions,
Job Specifications and Job
Standards

 Job Descriptions – Written Summaries

of the basis Tasks,
Duties and
Responsibilities of
Jobs

13
 Job Analysis, Job Descriptions,
Job Specifications and Job
Standards
cont’d
Job Descriptions contain three (3) basic
sections:
- Identification Section
- Job Summary
- Specific Duties and
Responsibilities

14
 Job Analysis, Job Descriptions,
Job Specifications and Job
Standards
cont’d

 Identification Section: Generally

contains the Job title, Department and
Supervisors’ Title. Other identification
elements such as Job number and pay
grade for the job may be included.

15
 Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d

 Job Summary: Provides a brief

overview of the general nature of job
tasks.

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 Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d

 Specific Duties and

Responsibilities:

Provides a detailed listing of the

specific duties and responsibilities
contained in the job.

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 Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d
 Job Descriptions must be as
accurate as possible. Job
Descriptions should contain all the
major tasks assigned to the jobs.
Accurate and complete
descriptions are necessary
because they have several
important uses viz:
- Clarifying vague responsibilities
and eliminating overlapping 18
 Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d

- Developing job specifications

- Human Resource Planning and
Recruitment
- Orienting new employees to job
duties and responsibilities
- Developing performance standards
- Job Evaluations
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 Job Specifications

 Job Specifications are an important

outgrowth of job analysis and job
descriptions. Job Specifications are
used primarily for selection of
qualified employees, thus
specifications should be precise as
well as job related.

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 Job Specifications cont’d

 They are useful in human

resource planning and training
and necessary in affirmative
action programs.

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 Job Specification cont’d

 Most Job Specifications list the

education, experience and general
knowledge, skills and abilities to
perform the job.

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 Job Specifications cont’d

 Job Specifications are summaries

of the skills, background and
qualifications necessary for an
employee to perform the job in a
satisfactory manner.

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 Job Specifications cont’d

 Job Specification must be

undertaken with care and must
ensure that the education,
experience and other qualifications
required for employees are
necessary to perform the job
satisfactorily.

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 Job Specification cont’d

 Job Standards represent the

expected performance for each job
duty described on the job
description.

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 Job Specification cont’d

 Job Standards provide the employee

with performance goals to accomplish,
and with knowledge of performance
expectations on the job. Job
Standards are often linked to
performance appraisals.

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 USES OF JOB ANALYSIS

 Job Analysis affects many personal

management activities

 The selection process is designed

to find the most qualified person
for the position.

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 Job Specification cont’d

 The Job Specifications, then,

describe the minimum qualifications
acceptable from applicants and are
often used in advertisements of job
openings.

 Job analyses provide the guidelines

to be used in recruitment and
selection of qualified employees.
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 SUMMARY
Job Analysis

 Job Analysis is an important personnel

management activity.

 Job Analysis is a systematic process for

gathering information about a job.

 Job Analysis is used primarily to

construct job descriptions and job
specifications.
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 SUMMARY cont’d
Job Description

 Job Descriptions are written summaries

of the basis tasks, duties and
responsibilities of jobs.

 Job Descriptions may help to clarify

vague responsibilities, to orient new
employees to jobs, to develop
performance standards and to
determine proper compensation.

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 SUMMARY cont’d
Job Specification

 Job Specifications describe the

skills, background and
qualifications necessary for an
employee to perform the job in a
satisfactory manner.

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 SUMMARY cont’d

 Job Specifications are inter-related

with recruitment and selection,
training, human resource planning
and career development.

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 SUMMARY cont’d

 Job Analysis underlies many basic personnel

management functions and includes:

Job Design, Compensation, Human Resource

Planning, Recruitment and Selection,
Training and Management Development,
Performance Appraisal, Career Development
and
Equal Opportunity Employment.
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 SUMMARY cont’d

 Job Analysis plays particularly important

roles in compensation systems (job evaluation),
in selection processes and in equal
employment opportunity ( development and
validation of selection tests and employment procedures).

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