Pakistan Institute of Management Human Resource Management Professional Diploma Course Session: Sep 2016 – Jan 2017 Chapter 04 Sir. Mallick Mustafa Imam

What is Job Analysis? The scientific study and statement of all the facts about a job which it contains and all the modifying factors which surround it. Roff & Watson The systematic process of collecting information used to make decisions about jobs. Job analysis identifies the tasks, duties and responsibilities of a particular job. Gomez & Mejia The process of getting detailed information about jobs E. McCormick

It is a process used to determine and describe the content of jobs in such a way that a clear understanding of what the job is about is communicated to anyone who might require the information for management purposes.

Types of Jobs Traditional: identify and define its elements and tasks precisely and then incorporate them into a job description. Evolving: traditionally designed and administered jobs may gradually change or evolve over time. Theses changes are not radical are usually intentional and often due to technological and workload changes e.g. job of a secretary. Flexible: these have frequently changing tasks and KSAOs requirements Idiosyncratic: these are unique and created in response to the known (or anticipated) availability of a specific person with highly valued skills. Sometimes made to accommodate people exerting certain influence. Team-based: these occur in work-teams. Job design depends on whether team members are performing one job or multiple jobs.

Job Analysis in Perspective JA Methods Qualitative Techniques Sources of Data Documents Individuals Conducted by Job Analyst (HR) Outside Consultant Supervisor/ Manager Used for Job Descriptions Job Specifications Used for HR planning Recruitment Selection Training & Development Compensation Performance management Health, safety, and security Employee / Labor relations

Concern of Employees regarding Job Analysis Resistance to change May result in possible changes to job duties May result in changes to pay/pay structures Lack of trust of consequences The same job title may have different responsibilities and pay rates in different departments

Stages in the JA Process Planning the Job Analysis Identify objectives of job analysis Obtain top management support Preparing for Job Analysis Identify jobs and methodology Review existing job documentation Communicate process to managers/employees Conducting the Job Analysis Gather job analysis data Review and compile data Developing Job Descriptions and Job Specifications Draft job descriptions and specifications Review drafts with managers and employees Identify recommendations Finalize job descriptions and recommendations Maintaining and Updating Job Descriptions and Job Specifications Update job descriptions and specifications as organizations changes Periodically review all jobs

Methods of Collecting Job Analysis Information Interview Questionnaire Observation Participant observation Diaries/ logs Focus Groups Methods of Collecting JA information

Types of Information Collected Work activities Human behaviors Human requirements Job context Machines, tools, equipment, and work aids Performance standards Information Collected Via Job Analysis

Methods of Collecting Job Analysis Information: The Interview Information Sources Individual employees Groups of employees Supervisors with knowledge of the job Advantages Quick, direct way to find overlooked information Disadvantages Distorted information Interview Formats Structured (Checklist) Unstructured

Job Analysis: Interviewing Guidelines The job analyst and supervisor should work together to identify the workers who know the job best. Quickly establish rapport with the interviewee. Follow a structured guide or checklist, one that lists open-ended questions and provides space for answers. Ask the worker to list his or her duties in order of importance and frequency of occurrence. After completing the interview, review and verify the data.

Methods of Collecting Job Analysis Information: Questionnaires Information Source Have employees fill out questionnaires to describe their job-related duties and responsibilities Questionnaire Formats Structured checklists Open-ended questions Advantages Quick and efficient way to gather information from large numbers of employees Disadvantages Expense and time consumed in preparing and testing the questionnaire

Sample Interview Questions What is the job being performed? What are the major duties of your position? What exactly do you do? What physical locations do you work in? What are the education, experience, skill, and [where applicable] certification and licensing requirements? What are the basic accountabilities or performance standards that typify your work? What are your responsibilities? What are the environmental and working conditions involved? What are the job’s physical demands? The emotional and mental demands? What are the health and safety conditions? Are you exposed to any hazards or unusual working conditions? What are the job’s responsibilities and duties?

Interviewing How to Conduct a Questionnaire Session Use a specific questionnaire Establish rapport Follow a structured approach Ask open-ended questions Ask for examples where possible List duties in order of importance or frequency of occurrence Take comprehensive notes Review and verify the data

Methods of Collecting Job Analysis Information: Observation Information Source Observing and noting the physical activities of employees as they go about 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 a high level of mental activity

Methods of Collecting Job Analysis Information: Participant Diary/Logs Information Source Workers keep a chronological diary/ log of what they do and the time spent on each activity Advantages Produces a more complete picture of the job Employee participation Disadvantages Distortion of information Depends upon employees to accurately recall their activities

Writing Job Descriptions Job Identification Job Summary Responsibilities and Duties Authority of the Incumbent Standards of Performance Working Conditions Job Specifications Sections of a Typical Job Description

Job Analysis in a “Jobless” World Job Enlargement Job Enrichment Job Design: Specialization and Efficiency? Job Rotation

Job Analysis in a “Jobless” World (cont’d) Flattening the Organization Reengineering Business Processes Dejobbing the Organization Using Self-Managed Work Teams

Job Requirements Matrix The matrix shows the key components of job requirement job analysis namely Task statements Task dimensions Importance of task/dimensions KSAOs KSAO Importance Job context

Portion of Job Requirements Matrix for Job of Administrative Assistant

Example of Combined Job Description/Specification FUNCTIONAL UNIT: CHILDREN’S REHABILITATION JOB TITLE: REHABILITATION SPECIALIST DATE: 12/5/06 JOB SUMMARY Works with disabled small children and their families to identify developmental strengths and weaknesses, develop rehabilitation plans, deliver and coordinate rehabilitation activities, and evaluate effectiveness of those plans and activities. PERFORMANCE DIMENSIONS AND TASKS Time Spent (%) 1. Assessment 10% Administer formal and informal motor screening and evaluation instruments to conduct assessments. Perform assessments to identify areas of strengths and need. 2. Planning 25% Collaborate with parents and other providers to directly develop the individualized family service plan. Use direct and consultative models of service in developing plans. 3. Delivery 50% Carry out individual and small group motor development activities with children and families. Provide service coordination to designated families. Work with family care and child care providers to provide total services. Collaborate with other staff members and professionals from community agencies to obtain resources and specialized assistance. 4. Evaluation 15% Observe, interpret, and report on client in order to monitor individual progress. Assist in collecting and reporting intervention data in order to prepare formal program evaluation reports. Write evaluation reports to assist in developing new treatment strategies and programs. (Continue.....)

Example of Combined Job Description/Specification JOB SPECIFICATIONS License: License to practice physical therapy in the state Education: B.S. in physical or occupational therapy required; M.S. preferred Experience: Prefer (not required) one year experience working with children with disabilities and their families Skills: Listening to and interacting with others (children, family members, coworkers) Developing treatment plans Organizing and writing reports