Analyzing Work and Job
Analysis
The identification and description of
what is happening on the job.
Why Is It Done ?
To facilitate an organizations need to accurately and
precisely identify the required tasks, the knowledge,
and the skills necessary for performing them, as well
as the conditions under which they must be performed.
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Job Analysis
Employers have been forced…to demonstrate
the validity of human resource policies and
practices that affect such activities and actions
as:
* Recruitment * Compensation * Hiring
* Testing * Training * Termination
* Promotion * Discipline * Transfers
Job analysis is the vehicle used to facilitate
this validation process.
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Getting Started
The Activities Involved in Collecting,
Analyzing, and Recording Job Data are:
»Manpower Intensive
»Organizationally Intense
It is Imperative that those Responsible for
Managing the Process Take the Time Necessary at
the Outset to:
»Develop an Action Plan
»Secure Senior Management's Support
»Cooperation of the Employees
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Recommended Planning Steps
Job Analysis
Employment
Determine the Compensation
Organizational Use Training
of the Job Content
Organizational Design
Data Collected.
Safety and Health
Positive Action
Performance Review
4
Recommended Planning Steps
Job Analysis
Review:
Learn About the Mission Statements
Structure,
Work Unit Goals and
Operations,
and Jobs of the Objectives
Organization. Organization Charts
Process Charts
Procedures Manuals
5
Recommended Planning Steps
Job Analysis
Interview
Identify and Select Questionnaire
Methods for
Collecting Job Observation
Content Data.
Combination
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Commonly Used Words
» Major Activity or Responsibility
Relates to important or critical area of the job.
Taken together major activity statements
describe the job.
» Function
The natural or proper action an individual work
unit, mechanism performs.
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Commonly Used Words
» Element
The smallest step into which it is practical to
subdivide any work activity without analyzing
separate motions and mental processes.
» Task
A coordinated series of work activity
elements used to produce an identifiable
and definable output that can be
independently consumed or used.
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Commonly Used Words
» Duty
One or more tasks performed in
carrying out a job responsibility.
» Behavior
The actions an individual takes under
certain circumstances.
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Commonly Used Words
» Essential Job Functions
It is an activity that the individual who holds the
position must be able to perform unaided or with
the assistance of a "reasonable
accommodation".
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Collecting Job Activity Data
Draw a Job Picture
This is a mini-organization chart and it is a good
starting point for data collection because it requires
the incumbent to think of his or her job as it relates to
other jobs in the organization.
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Collecting Job Activity Data
Break Each Major Job Category Down Into
Specific Duties and Tasks.
This involves identifying the specific duties
and tasks that, when taken together,
constitute all of the key work activities of the
major job category.
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Editing Job Activity Data
Are there sufficient responsibilities to
cover all of the major areas of the job.
Do the duties fit the responsibilities.
Is anything missing.
Are statements too lengthy or too specific.
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Collecting Job Specification
Data
Those Sections of the Job Analysis
Questionnaire That Ask for Information On:
» Knowledge and Skills
Required to perform the responsibilities of the
job.
» Education and Experience
Requirements, including any special licenses,
certification, or registrations.
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Collecting Job Specification
Data
» Assorted Information
Any special knowledge, unique physical
demands, and description of working
conditions.
» Additional Information
Input of incumbent with respect to opinions,
observations, and recommendations
about job design.
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Job Analysis & Its
Components
• Job analysis: Job analysis: The process of
describing and recording many aspects or
elements of the job. The outcome of job analysis
has two components
• Job description: A written summary of task
requirements. This is the physical and
environmental characteristics of the work to be
done.
• Job specification: A written summary of work
requirements (knowledge, skills, attitudes)
Job Analysis: Importance &
Purpose
• Legal validation of employment
decisions
• Defines duties & tasks
• Identifies reporting relationships
• Basis for determining relative worth
of jobs
• Identifies unemployment
When Job Analysis is Used
• 1. Most commonly for personnel selection
• 2. For recruitment in providing realistic job
data
• 3. For legal agreement
• 4. For performance evaluation
• 5. To identify job similarity for easy
transfer
• 6. Job evaluation
• 7. Job redesign
Types of Information
Collected
• Job activities and procedures
• Working conditions and physical
environment
• Social environment
• Conditions of employment
Job Analyses Methods
• Task inventory
• Observation
• Interviews
• Diaries
• Critical incidents
• Technical conference
• Participant observation
Conducting A Job Analysis
• Job description
– Major duties performed
– Percent of time devoted to tasks
– Performance standards
– Working conditions
– Number of employees doing the job
– Machines & equipment used
– Job identification
• Dating the analysis & job summary
Job Analysis Schedule
• Job Analysis Schedule - It provides a
rating for each job on people, data
and things. It is rather global and
lacks detail as to the nature of what
the employee does with people, data
and things
Functional Job Analysis
• A comprehensive job analysis
approach that focuses on interaction
among work, the worker and the
organization. It builds on the Job
analysis schedule.
Position Analysis
Questionnaire
• PAQ relies on work oriented information or
how a job gets done. The items are
grouped into 6 dimensions
– Information input
– Mental processes
– Work output
– Relationships with other people
– Job context
– Other job characteristics