12305 job analysis
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JOB ?
A group of finite tasks to be performed and duties
to be fulfilled in order to achieve an end result.
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Job Analysis
Job Analysis
Job Description Job Specification
Job analysis is the process of collecting job relatedinformation. Such information helps in the preparation of job description and job specification.
is a conscious effort to organise tasks, duties and
responsibilities into a unit of work to achieve a certainobjective.
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Job Analysis:
A process of obtaining all pertinent facts
Job Description• A statement containing items such
as:• Job Title•Location
• Job Summary •Duties
•Machines, Tools, and equipment•Materials and forms used
•Supervision give or received• Working Conditions
•Hazards
Job Specification A statement of human qualifications
necessary:•Education
•Experiences•Training• Judgment•Initiatives
•Physical Effort•Physical Skills
•Responsibilities•Communication Skills
•Emotional Characteristics•Unusual Sensory demands such as sight,
smell and hearing.
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Job Analysis Job Analysis specifically involves the following steps:
Collecting and recording Job InformationChecking the Job Information for accuracy.
Writing Job descriptions based on the information.
Using the information to determine the skills, abilities andknowledge that are required on the job.
Updating the information from time to time.
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Job Characteristics Model
Core JobCharacteristics
Critical PsychStates
Personal & Work Outcomes
Skill Variety
Task Identity
TaskSignificance
Autonomy
Job Feedback
Experienced
meaningfulnessof the work
Experiencedresponsibility for
work outcomes
Knowledge of work results
High internal
work motivation
High quality workperformance
High satisfaction
with workLow absenteeism& turnover
Individual Differences
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Benefits of Job Analysis
Laying the foundation for human resource planning.
Laying the foundation for employee hiring.
Laying the foundation for training and development.
Laying the foundation for training and development. Laying the foundation for performance appraisal.
Laying the foundation for salary and wage fixation.
Laying the foundation for safety and wealth.
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Job Analysis (contd.) Job description -: A statement containing items such
as Job title, Location, Job summary, Working conditionetc.
Job specification -: A Statement of humanqualifications necessary to do the job. Usually containsitems such as Education, Experience, Training,
Communication skills etc.
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Purposes of Job Analysis
HRP
Recruitment & Selection Training & Development
Remuneration
Safety & Health
Performance Appraisal
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Methods of Collecting Job Data
Observation
Interviews Questionnaire
Technical Conference Method
Participant diary/logs
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Process of Job AnalysisStrategic Choices
Gather Information
Process Information
Job Description
Job Specification
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Process (contd.) Strategic Choices –:1. Employee Involvement2. Level of Details
3. When and How often4. Past oriented and Future oriented
Gather Information –:1. What type of Data to Collected (machine, tools &
work activities)2. Data collection methods3. Who to collect Data (Trained analyst, Supervisors,
Job incumbents)
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Process (contd.) Information Processing -:
How collected information will be used in forming Job
Description and Job Specification.
Job description –:
Job Specification -:
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Methods of Collecting Job Analysis
Information: Observation
Information source
Observing and notingthe physical activities of employees as they goabout 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 ahigh level of mental activity.
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Methods of Collecting Job Analysis
Information: Observation
Information source
Observing and notingthe physical activities of employees as they goabout 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 ahigh level of mental activity.
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Methods of Collecting Job Analysis
Information: Participant Diary/Logs
Information source
Workers keep achronological diary/ log
of what they do and thetime spent in eachactivity.
Advantages
Produces a more completepicture of the job
Employee participation
Disadvantages
Distortion of information
Depends upon employees toaccurately recall theiractivities
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Writing Job Descriptions
A job description
A written statement of what the worker actually does, how he or she does it, and what the job’s
working conditions are.
Sections of a typical job description
Job identification Job summary
Responsibilities and duties
Authority of incumbent
Standards of performance
Working conditions
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The Job Description Job identification
Job title: name of job
Grade: where it fits in the hierarchy Preparation date: when the description was written
Prepared by: who wrote the description
Job summary
Describes the general nature of the job Lists the major functions or activities
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The Job Description (cont’d)
Relationships (chain of command)
Reports to: employee’s immediate supervisor
Supervises: employees that the job incumbent directly supervises
Works with: others with whom the job holder will beexpected to work and come into contact with internally.
Outside the company: others with whom the job holderis expected to work and come into contact with
externally.
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The Job Description (cont’d) Standards of performance and working conditions
Lists the standards the employee isexpected to achieve under each of the
job description’s main duties andresponsibilities.
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Job Specifications
What human traits and experience are required to dothe job well?
Qualifications
Prior experience
Special training
Personality factors
Physical characteristics
Other attributes/qualities
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Steps in Job Analysis
1. Clarify why you are collecting theinformation
2. Review relevant background information
3. Select representative positions
4. Conduct the analysis
5. Verify with the worker / supervisor / mgmt.
6. Develop a job description and jobspecification
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The Job Analysis System
SOURCESOF DATA
METHODS OF
COLLECTINGDATA
JOBSPECIFICA-TION
JOBDESCRIP-TION
HR FUNCTIONS
JOBDATA
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Considerations Employees have about being
involved in Job Analysis –
Lack of trust of consequences
Possible changes to job duties
Changes to pay The same job title may have different responsibilities
and pay rates in different departments
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Job Analysis in a “ Jobless” World From specialized to
enlarged jobs
Managers are “de- jobbing”their companies
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De-JobbingDe-jobbing is broadening the responsibilitiesof the company’s jobs, and encouragingemployees not to limit themselves to what’son their job descriptions
- is a result of the changes taking place inbusiness today.
http://www.indiainfoline.com/bisc/mdihr06.html
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Trends leading to De-JobbingRapid product and
technologicalchanges
GlobalChanges
Demographics
Competition
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Competency-Based Job Analysis Competencies
Demonstrable characteristics of a person that enableperformance of a job.
Competency-based job analysis
Describing a job in terms of the measurable, observable,behavioral competencies (knowledge, skills, and/orbehaviors) an employee must exhibit to do a job well.
Skill M i f O J b
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Skills Matrix for One Job
Note: The light blue boxes indicate the minimum level of skill required for the job.
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HRP, JD &
JA Model
HR Planning
Job Analysis
Macro
Micro
Job Description Job Specification
Other HRM Activities
(Recruitment, Selection, Performanceappraisal, Training, Compensation)
Productivity, QWL, Legal
Compliance
Job Design