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8/8/2019 Chapter 1 - Job Analysis
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Chapter one
Job Analysis
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Chapters main purpose:
The main purpose of this chapter is to show you how
to analyze a job and write professional job descriptions
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Job Analysis:The procedures for determining the duties and skills
requirements of a job and the kind of person who should be
hired for it .Job description:
A list of a jobs duties , responsibilities, reporting
relationships, working conditions, and supervisory
responsibilities. It is a product of the job Analysis.
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Job Specifications:
A list of a jobs human requirements those should be possessedby the person who will perform the job. They could be education,
personality characteristics , certain level of skills, or knowledge.
SKAs:
Means skills , knowledge, and abilities or attitude
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Organization Chart:
A chart that shows the organization distribution of work and
hierarchy of positions. It includes titles of the organizations
jobs and the interconnecting lines which shows who reports
and communicates to whom.
Process chart:
A work flow chart that shows the flow of inputs of
a particular job and outputs of it.
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Job analysis is considered as the basic source of information forseveral interrelated HR activities:
`Recruitment & selection:
Information offered by the job analysis in form of job description
and job specifications , is considered as the back bone of uppermanagement decisions regarding selecting and hiring their staff
` Compensation:( Wages , Salaries, & other benefits)
Compensation usually determined based on the required SKAs ofeach job. Therefore, job analysis is considered very essential
when it comes to compensation activities.
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`Performance Appraisal:
Performance appraisal means comparing the actual performanceof employees to the performance standards of a certain job. Sothe majority are using the job analysis as a reference to determine
the specific activities and performance standards of a certain job.
` Training & People Development:
Job analysis reveals the required SKAs of a job, therefore wedepend a lot on it when designing a certain training program for
this job.
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Before digging into details , we can simply figure out the process of jobanalysis using the following diagram:
Gathering data
Reviewing JDS &
OCs
Selecting a
sample
Analysis steps
Revision &
Approval
Developing JDs
& JSs
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` Gathering data is based on two essential factors, they are as
the following:
A) Which information should be collected
B) How to collect this required information
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A) Types of information should be collected:
` Work Activities : collecting info about the jobs actual workactivities ,such as, selling, teaching, painting. The rule of 4wives & husband
` Job context: means collecting info about the conditionsunder which the job is performed, such as physical demand,location, number of direct reportees, approved budgets,internal & external communications,etc.
` Machines , Equipments , & tools: collecting info about
types of machines or other equipments are used to performthis job, and what critical competences should be possessed
by the person who will perform.
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` Performance Standards: In terms of quantity or quality
levels for each job duty or task. This is very essential when it
comes to appraise employees. Also it helps a lot when in
comes to assess each jobs complexity or difficulty.
` Human requirements: means all issues related to the
person who will perform the job regarding having job related
knowledge, skills and / or , the required personal attributes
(physical characteristics, interests, etc..)
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B) JA information collection methods:There are many techniques could be used when doing the part
of information collection , those techniques are widely common
used, and we refer to them using the term of(Qualitative Techniques), because these techniques rely on
collecting the info in comprehensively way, so, they focus a lot
on the job details regarding duties , responsibilities , and the like ,
more than assess the quantitative job factors.
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The qualitative techniques are :
logs
Questionnaires
Observations
Interviews
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1- Interviews:
Are the most common used techniques , and usually done through
3 types:
` Individual : with only one employee
`Group of employees : who are typically doing the same job with
the same duties and responsibilities.
`Group of supervisors: who are fully understand the job know
how.
Fixed role : in all types of interviews the supervisor should
attend to verify the accuracy of information collected.
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Sample of interviews typical questions:
` What is the job being performed?
`What are the major duties of your position?
`
What actually do you do?`What are your duties & responsibilities?
`What physical location do you work in?
`What are the performance standards of your job?
`
What are the jobs physical, emotional, or mental demand?`What are the jobs health & safety conditions?
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2- Questionnaires:
To simply define what is questionnaire , we can consider it as a
checklist contains a number of questions , should be answered
and filled out by the end user.
The same goes for the Job Questionnaire. As a main point is that
you have to decide how will your questionnaires question will be
formed?
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There are 2 types of questionnaire questions :
` Structured questions : close ended questions , using the role of 4
wives & husband, the questions are directed toward a big number of
specific tasks and duties , and the employees are asked to indicatewhether they are performing or not.
`Unstructured questions: Open ended questions , are directed toward
having the point of view of each employee using his / her own language
and terminology. Such as, state your jobs overall purpose.
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3- Observation:
The job analyst using this method should notice all the analyzedjobs related activities , record them into a certain mannerfacilitates recalling, and verify them with the job performer.
The method is useful when observing a job needs mainly physicalactivities , and useless when the job needs mental or logicalactivities.
Observation is a handicapped method, as you can not fully relyon it when analyzing a job, it should be used along with
interviewing method, in order to assure the accuracy of all theinformation gathered.
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4- Logs:
Log: is a list made by workers for every activity in which they
engage clarified with the time each activity takes.
This method is not that effectiveness to rely on it as a mono
methodology , because a lot of worker do not give accurate info
in this log, they whether exaggerate some activities or underplay
other , based on their own preferences ( Likes & Dislikes).
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OC : Organization chart
JD : Job description
It is very essential to review all the analyzed jobs related
organization charts, process chart, and already made job
description before analyzing the job.
It gives you chance to understand and recognize the volume of
the jobs inputs & outs, the range of communication whether
internally or externally , and the appropriate place in which thejob could fit within the organization.
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Question: Why is this important?
Answer : to save time & effort.
Many times you will find that there may be too many similar
positions need to be analyzed. So do not waste your time in doing
this.
Example: If there is one job done by 100 workers, you have only
to take a sample of 5 10 worker to apply with them the job
analysis techniques.
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This step is consider as the mid road of the job analysis process.
As the job analyst here starts to convert all the qualitative
information gathered into form of quantitative outputs using the
analysis techniques.
The job analysis techniques are referred by
( Quantitative techniques), this because the basic formation of
those techniques relies on a methodology called ( Rating
System).
Rating : giving a certain score or numeric value for a certain item
needs to be appraised or measured.
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What are the quantitative techniques?
PAQ
DOL
FJA
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PAQ ( Position Analysis Questionnaire)
` A structured questionnaire used to collect quantifiable data
concerning the duties and responsibility of a job.
` How does it work?
As we mentioned before , it is formed based on structured rating
methodology , using a scale from (0) to (5)
(0) is the lowest rating point
(5) Is the highest rating point
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This system is mainly dividing each job into main 5 pillars , they
are as the following:
Decision making / Communication responsibility
Performing skilled activities
Physical demand
Operating Machines / Equipments
Processing data
And then the analyst classifies all the gathered info according to
those 5 pillars , and then start rating them using the rating scale.
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DOL ( U.S Department of labor procedures)
` A standardized method by which different jobs can be quantitatively
rated , classified , and compared , based on 3 pillars ( Data , people,
things)
`FJA ( Functional Job Analysis)
The same as DOL , but the jobs are quantitatively rated based on extra 4
pillars in addition to the 3 of DOL , they are
Necessity of special instruction
Necessity of reasoning & judgment abilities
Necessity of Mathematical abilities
Necessity of verbal or language abilities
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After finishing the job analysis assignment using the analyzing
techniques , the job analyst has to revise the analysis out come
with both of the job performer and his immediate supervisor ,
also he has to seek the approval of the concerned line manager.
This helps to ensure that all achieved results are correct and
accurate , also it gives the job performer a chance to revise his
jobs duties and responsibility, and accept them in their new
form.
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Now , it is the time of the final step , here , the job analyst will
develop the 2 required outcome of the Job analysis:
Job description: covering all the jobs purpose, duties &responsibilities, context , and working conditions
Job specifications: covering all the jobs human requirements.
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There is no standard format for writing the job description ,
but there are common components or sections , should becovered while writing the job description.
What are those sections ?
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Job Identification
Job Summary
Relationships
Duties & Responsibilities
Standards of performance
Job Dimension
Job specifications
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1- Job Identification :
It is a quick check hand or introduction about the job, contains
certain information , as the following:
`Job title : Specifies the function performed, and the name of job
For example
Marketing Manager
Is the function performed Is the job`s name
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` Reporting channel: means to whom the job holder should report.
Location: means the location in which the job will performed ,
such as : main office, branch office, factory, production line , state
or zone etc.Job holder name
Job code: In case that each job in the organization has a certain
serial number or code
Date: on which the job description was developedJob grade : the rank of this job according to the grading system
Approvals
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2- Job Summary:A brief describes the general nature of the job and it includes only its
major functions or activities.
For example: if we have a job of ( National Sales Manager) , its jobsummary could be as the following:
Implement the national sales strategies and plans to accomplish sales
targets, increase volume, maximize revenues, increase the companys
market share, profit and execute the approved plan efficiently and
effectively. Develop good relationships with the companys
customers and clients. Train & develop the sales team.
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3- Relationships:
It reveals the job holders scope of relations with other , however,
internally or externally.
Internal relationships: reports to whom, supervises who, works with
who. ( inside the organization)
External relationships: clients, governmental institutions, suppliers,agencies, firms , sister companies, etc. (out side the organizations)
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4- Duties & Responsibilities:
This section presents a list which reflects the major tasks , activities ,
and responsibilities of the job. This is done through listing all the
jobs tasks in order of importance, and giving a percentage for eachtask based on time consumption, frequency , priority etc.
How to write professional & effective
Duties &Responsibilities ??
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5- Performance standards :
It is a list reveals the standards the employee is expected to achieve
under of the job descriptions main duties and tasks.
Those standards should be addressed in numerical manners, or through
using percentage scales.For example
`Produce 350 units per shift.
`Reduce waste to 20% less.
`Possessing at least 15% of local market share.`Handling customer complaint within 3 minutes.
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6 Job Dimensions:
A section that reveals the scope of the job in terms of :
1- Approved Budget or monetary value
2- Number of direct subordinates
3- Total Head Count
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7- Job specifications :
Is the last step in writing the job descriptions, and it is simply the
answer of the question which humans traits & skills are required to
perform this job accurately?
Professionally, the following points should be covered, to assure
accurate job specifications
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` Age
`Education
`Post graduate degrees
`Years of experience`Language capabilities
`Computer skills
`Equipment / machines operating skills
`Physical demand ( health conditions)`Mental capabilities ( analytical thinking conceptual thinking)
`Interpersonal skills
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Real Samples of Job Descriptions 1
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Real Samples of Job Descriptions 2
Developed by Ahmed Adel - 2009
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End of chapter one
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