OS 352 1/31/08 and 2/5/08 I. Exercise 1 feedback II. Work flow III. Job analysis and job descriptions IV. Next time: In-class exercise V. Reminder: Exercise 2 due Thurs., 2/7.

Work Flow Analysis 3 components: Inputs – raw inputs (material) equipment, and KSAOs (knowledge, skills, abilities, and other qualifications). Activities – tasks required to produce output. Output – products or services provided

What is a job? Job: A set of related duties. Similar, but different concepts: position: the set of duties performed by a particular person. occupation: job or collection of jobs across a number of different organizations Example: Prof. Graham. Job: Associate Professor. Position: Prof. Graham holds one of many associate professor positions at Clarkson. Occupation: College professor.

Job Analysis: systematic process of collecting detailed information about jobs. Job Description: a written summary of the tasks, duties, responsibilities, working conditions, that a particular job entails. Job Specification: a list of the knowledge, skills, abilities, and other characteristics (KSAOs) that an individual must have to perform a job successfully. “Job” Terms

Uses of Job Analysis Work redesign. HR planning. Selection criteria. Career planning paths. Job evaluation – the process of assessing the relative value of jobs in order to set up fair pay structures.

How Job Analysis Facilitates Legal Compliance 1) Americans with Disabilities Act of 1990 Identify essential functions of the job. Reasonable accommodation. 2) CRAs of 1964 & 1991 Identify work-related, job-related factors to guide management practices Exclude information on prohibited characteristics such as race and gender. 3) Equal Pay Act of 1963 Same benefits as #2 above Ensure that work that is essentially the same is paid the same, even if there are different job titles.

JA Methods Observation Survey / questionnaire Interviews Advantages and disadvantages of each method?

Job Analysis Interview Steps Steps: 1) Introduce yourself and your position 2) Plan a “warm-up” period of several minutes for small talk. 3) Describe the purpose of the interview, what is to be accomplished, and how the information collected will be used (e.g., to prepare updated job descriptions so we can improve our HR practices). 4) Ask detailed questions to get the information you need. Asking the employee for examples is often helpful. 5) Do not interrupt the worker, but direct the interview to get your questions answered. 6) Thank the employee for his/her time and assistance.

Job Analysis Interviewing Tips Talk to the employee only with the permission of the immediate supervisor Be polite and courteous to the employee. Do not talk down to the employee. Be as neutral and objective as possible. Do not assume that the worker will know all the information that is requested. Do not become argumentative with the employee; if you doubt the accuracy of the statements use another source of information (e.g., another jobholder). Do not discuss the wage classification of the job.

Instructions for In-Class Exercise Groups of 2 or 3; 1 person is interviewee and others are interviewers Interview someone who has a job or who used to have a job; you may add or change questions. Prepare a job description (see example). Use active verbs Group duties in descending order of importance Edit assignment for spelling and grammatical errors Have another group critique your job description; do the same for other groups

Common Job Description Mistakes Physical requirements may be discriminatory under the Americans w/ Disabilities Act Only essential duties of the job should be included. Detail in pounds any weight that must be lifted and how often. Ensure physical requirements are necessary to do the job (e.g., is walking really required to be a tour guide?) Qualifications described are not minimum required Education: associates degree, but bachelors degree preferred Correct: Education: associates degree

Common Job Description Mistakes Working conditions described too broadly (e.g., “good”) Better: 50% of work conducted outside June through August. Exposure to indoor temperatures up to 95 degrees F. Exposure to the following chemicals: chlorine, lead. High degree of people traffic by work area with little privacy. Non-immediate reporting relationships described Retail clerk reports to retail manager who reports to retail vice- president Correct: Retail clerk reports to retail manager

Common Job Description Mistakes Job duties not described in same tense Manages daily operations of store Supervising staff Correct: Manages daily operations of store Supervises wait staff

Observation Practice Teaching Undergraduate Students Essential Functions of Job (job tasks / duties): Equipment Used: KSA’s needed: Working conditions: