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Page 1: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions
Page 2: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

HR Planning Learning Objectives

• Discuss Job Requirements and Relationships to other HR Functions

• Describe Job Analysis Methods

• Explain Job Descriptions

• List Factors in Job Design

• Describe How to Maximize Employee Contributions

Page 3: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job

• Group of Related Activities and Duties

• Many Jobs Within an Organization

• Many Employees do a Certain Type of Job

• Facilitate the Organization's Goals

Page 4: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Specific Position

• Duties

• Responsibilities

• One Employer Per Position

Page 5: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Position

- The different duties and responsibilities performed by only one employee.

Page 6: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Changes

• Evaluate Content Regularly

• Review Relationship

Page 7: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Reengineering

• Redesign Tasks in a Process

• Review Work Team

• Adjust Time Commitment

• Enhance Productivity

Page 8: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions
Page 9: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Requirements

• Duties

• Tasks

• Responsibilities

Page 10: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Description

- Statement of the tasks, duties, and responsibilities of a job to be performed.

Page 11: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Specification

- Statement of the needed knowledge, skills, and abilities of the person who is to

perform the job.

Page 12: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Relationship of Job Requirementsto Other HRM Functions

TRAINING AND DEVELOPMENT

SELECTION

RECRUITMENT

PERFORMANCE APPRAISAL

COMPENSATION MANAGEMENT

LABOR RELATIONS

JOB

REQUIREMENTS

Determine recruitment qualifications.

Provide job duties and job specifications for selection process.

Determine training needs and develop instructional programs.

Provide performance criteria for evaluating employees.

Provide basis for determining employee’s rate of pay.

May help to determine bargaining units.

Page 13: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Class Project:Write a Job Description

• Job Identification (Facts)

• Job Statement - Major Duties

• Job Duties and Responsibilities

• Job Specification

Page 14: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

The Job Title

• Defines Duties

• Indicate Level Within Organization (junior, etc.)

• Qualifiers on Same Job (I, II, III, etc.)

Page 15: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Identification Section

• Department

• Reporting Relationship

• Date of Last Review

• Classification Level

Page 16: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Duties

• Each Task Define

• Start with a Verb

• Rank in Order of Importance

• Usually 8-20 1 to 3 line Statements

• See Examples

Page 17: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Characteristics of Job Descriptions

• No set format

• Basic Parts (Title, ID, Duties, Specifications)

• Qualifications, Separate Section

Page 18: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Qualities of a Good Job Description

• Direct Statements• Terse• Direct

• Begin Statements with Verbs• Maintains• Supervises• Performs

• Umbrella Statement:• "Other duties as assigned"

Simple Concise

Coordinates Operates Directs

Page 19: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Preparing the Job Description

Job Analyst

Combine andreconcile data

Interview

Questionnaire

Observation

Employees

FinalDraft

Securingconsensus

Tentativedraft

Interview

QuestionnaireSupervisor

Alternative/optional

Page 20: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Key Elements of the Job Description

JOB TITLE• Ideally three words or less• Non-sexist• Indicates job duties and organizational level

STATEMENT OF THE JOB• Distinguishes job from all other jobs

ESSENTIAL FUNCTIONS (JOB DUTIES)• Listed in the order of importance or time required• Indicate:

– weight or value of the duties– results to be accomplished

• Start phrases with active verbs; subject implied

Page 21: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

The Job Analysis(Collecting Facts)

Page 22: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Analysis

- Process of obtaining information about jobs determining what the duties, tasks,

or activities of jobs are.

Page 23: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Sources of Data

• Employee

• Supervisor

• HRM Job Analyst

Page 24: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Methods of Collecting Data

• Interviews

• Questionnaires

• Observations

• Past Records

• Standardized Descriptions (DOT)

• Job Diaries

Page 25: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Data

• Tasks• Performance Standards• Responsibilities• Knowledge Required• Skills Required• Experience Needed• Job Context (Relationship)• Duties• Equipment Used

Page 26: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Performing Job Analysis #1

STEP 1:

Select jobs to study

STEP 2:

Determine information to collect• Tasks• Responsibilities• Skill requirements

STEP 3:

Identify Sources of Data• Employees• Supervisors/managers

Page 27: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Performing Job Analysis #2

STEP 4:

Methods of data collection• Interviews• Questionnaire• Observation• Records

STEP 5:

Evaluate and verify data collected• Other employees• Supervisors/managers

STEP 6:

Write job analysis report

Page 28: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Determining Job Requirements

• Determining job requirements

• What the employee does• How the employee does it• Why the employee does it

• Employee orientation• Employee instruction• Disciplinary action

• Recruitment• Selection• Development

Nature of: Basis for:JOB ANALYSIS

• Summary statement of the job• List of essential functions of the job

JOB DESCRIPTION

• Personal qualifications required in terms of:– Skills– Education– Experience

JOB SPECIFICATION

Page 29: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Specifications

• Skill Requirement

• Physical Demands

• Social Skills

• Education Level

• Personal Qualities

• Interests

Page 30: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Dictionary of Occupational Titles (DOT)

• U.S. Employment Service

• “Comprehensive Descriptions of 20,000+ Jobs”

Page 31: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Approaches to Job Analysis

• Functional Job Analysis (FJA)• Inventory of Work Activities• Assumes Every Job Performs Certain Functions

• Position Analysis Questionnaire (PAQ)

• Critical Incident Method (CIM)

Page 32: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Functional Job Analysis Functional Job Analysis (FJA)(FJA)

• Quantitative approach to job analysis that utilizes a complied inventory of the various functions of work activities that can make up any job and that assumes that each job involves three broad worker functions:

1. data

2. people

3. things

Page 33: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Position Analysis Questionnaire(PAQ)

• 194 Different Tasks

• 5 Point Scale (Nominal, Occasional, Moderate, Considerable, Substantive)

• 6 Divisions:1. Information Input

2. Mental Process

3. Work Output

4. Relationships

5. Job Context

6. Other Characteristics

Page 34: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Position Analysis Questionnaire(PAQ)

- Questionnaire covering 194 different tasks which, by means of a five-point scale,

seeks to determine the degree to which different tasks are involved in performing

a particular job.

Page 35: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Critical Incident Method (CIM)

- Job analysis method by which important job tasks are identified for job success.

Page 36: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Critical Incident Method (CIM)

• Identify Critical Job Tasks

• Most Important Duties and Responsibilities

• Describe the Job (What, Where, When, How, etc.)

• Start Task with Verb

• 5-10 Task Statement

• Compare Other Job to the Key Jobs

Page 37: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Design

• Structuring Jobs

• Focus on Employee Satisfaction

• Integrate Technology

• Consider Human Characteristics

Page 38: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Four Most ImportantDesign Techniques

• Job Enlargement (Horizontal Loading)

• Job Rotation (Variety)

• Job Enrichment (Vertical Expansion-Delayering)

• Job Empowerment

Page 39: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Behavioral Considerations

• Avoid Problems• Overspecialization• Work Simplification• Division of Labor

• Focus on Psychological Rewards• Interesting Tasks• Challenging Projects• Reduce Boredom• Quality• Pride in Job

Page 40: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Enrichment

- Enhancing a job by adding more meaningful tasks and duties to make the

work more rewarding or satisfying.

Page 41: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Five Enrichment Factors

• Achievement

• Recognition

• Growth

• Responsibility

• Complete Product/Service

Page 42: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Employee Teams

- An employee contributions technique whereby work functions are structured for

groups rather than for individuals and team members are given discretion in

matters traditionally considered management prerogatives, such as process improvements, product or

service development, and individual work assignments.

Page 43: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Employee Participation Teams

• Joint Decision Making

• Intrinsically Fulfilling

• Team Develops Loyalty

• Builds Pride of Ownership

• Involved in the Result

Page 44: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Employee Empowerment

- Granting employees power to initiate change, thereby encouraging them to

take charge of what they do.

Page 45: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Increasing Organizational Commitment

• Increase job challenge through enriched jobs with high autonomy, feedback and responsibility.

• Use work teams where appropriate.

• Clarify job responsibilities through effective communication.

• Emphasize the long-run opportunities with the organization.

• Encourage employees to use their unique talents to improve the organization.

• Provide employees with a sense of power and control over their jobs by encouraging participation.

Page 46: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

The Employee Involvement (EI) Group Process

Page 47: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Principles of Vertically Loadinga Job

PRINCIPLE MOTIVATORS INVOLVED

A. Removing some controls while retaining accountability

Responsibility and personal achievement

B. Increasing the accountability of individuals for their own work

Responsibility and recognition

C. Giving a person a complete natural unit of work (module, division, area, and so on)

Responsibility, achievement, and recognition

D. Granting additional authority to employees in their activities; job freedom

Responsibility, achievement, and recognition

E. Making periodic reports directly available to workers rather than to the supervisor

Internal recognition

F. Introducing new and more difficult tasks not previously handled

Growth and learning

G. Assigning individuals specific or specialized tasks, enabling them to become experts

Responsibility, growth, and advancement

Page 48: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Alternate Work Schedules

• Four Day Week

• Flextime

• Telecommuting

• Job Sharing

• Shift Work

Page 49: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Four Day Week

• 10 Hour Workday

• Long Weekend

• Reduced Commuting

• Lower Costs

• Problem on Serving

• Customers

Page 50: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Flextime

- Flexible working hours that permit employees the option of choosing daily

starting and quitting times, provided that they work a set number of hours per day

or week.

Page 51: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Flextime

• Flexible Start and Ending Ties

• Core Mid-day Period

• Lower Tardiness and Absenteeism

• Higher Morale and Productivity

• Not Suited to all Jobs

• Increased Overhead Costs

Page 52: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Telecommuting

- Use of microcomputers, networks, and other communications technology such

as fax machines to do work in the home that is traditionally done in the workplace.

Page 53: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Sharing

• 2 Part-Timers Make one Full-Time Position

• Accommodate Special Needs

• Provides Back-up Redundancy

• Extra Training Costs

• Increase Morale and Productivity

Page 54: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Shift Work

• Used Where Continuous Operation Required

• 7:00 a.m. - 3:00 p.m.• 3:00 - 11:00 p.m.• 11:00 p.m. - 7:00 a.m.

• Rotate Employees (Seniority-Desire)

Page 55: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Requirements Summary

• Relationships to all HRM functions

• Defined Job Families

• The Job Description

• Job Analysis

• Job Design

Page 56: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Job Description Examples

Amoco Facility Manager

Amoco Sales Manager

Amoco Sales Operations Manager

Emery Sales Representative

Marathon Marketing Representative

Page 57: HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions

Position Analysis Questionnaire

Indiana University PAQ