Job Analysis 1 MANA 4328 Dr. Jeanne Michalski

Job Analysis  Systematic process for collecting information on the important work-related aspects of a job. 1. Work activities – what the worker does, how and why these activities are conducted. 2. Tools and equipment used in performing work activities. 3. Context of the work environment, such as work schedule or working conditions. 4. Requirements for performing the job – KSA’s.

Uniform Guidelines Section 14 Technical Standards for Validity Studies C. (2). There should be a job analysis which includes an analysis of the important work behavior(s) required for successful job performance and their relative importance, and…an analysis of the work product(s). If work behaviors are not observable, the job analysis should identify and observe those aspects of behavior(s) which can be observed. The work behavior(s) selected should be critical… and/or constituting most of the job.

Job Analyses Situations  Job analysis particularly important for:  Jobs with potential adverse impact in selection  Entry-level positions and gatekeeper positions  Jobs with large numbers of applicants  Jobs with performance deficiencies

Job Analysis Applications  HR Planning  Recruitment: job descriptions and want ads  Selection: job requirements and qualifications  Pricing jobs  Training and Development  Performance Management

Types of “Job” Analysis  Job analysis  Task statements  KSA’s  Competency analysis  Competencies  Matrix / Models  Compensation analysis  “Compensable” factors  Hay Process

Job Analysis Methods 1. Gather job information 2. Analyze job information 3. Validate job information

Job Analysis Methods 1. Gather job information  Job documents  Interviews: Critical Incident Technique  Questionnaires:  Functional Job Analysis  Position Analysis Questionnaire  Task Inventory Analysis (KSA matrix)  Observation: Motion studies  Diaries: Time studies

O*NET  Occupational Information Network  Database of worker attributes and job characteristics. 

Job Analysis Methods 2. Analyze job information  Create task statements Action verbs Concise summary  Create KSA’s or job qualifications

Task Statements  Characterize activities with action verbs.  Tasks have identifiable beginnings and endings.  Identifiable outputs or consequences.  Mean the same thing to all respondents.  Non-trivial but complete.  What the worker does, how they do it, to who or what and why?

KSA’s Defined  Knowledge: A body of information (typically of a factual or procedural nature) that required for successful completion of a task.  Skill: An individual’s level of competency or proficiency in performing a specific task. Usually be expressed in numerical terms.  Ability: A more general, enduring trait or capability an individual possesses when he or she first performs a task.

KSA’s Defined  Knowledge:  Various engineering fields and terms.  DOT regulations  Skills:  Typing 50 words per minute without error.  Basic PC operations including .  Abilities:  Writing and edit business correspondence.  Interviewing clients for marketing information.

KSA’s  Really necessary for task performance?  Must newly hired employees have this KSA?  To what degree would it differentiate between high and low performance of new employees?

Job Analysis Methods 3. Validate job information  Survey job incumbents  Managers  Subject Matter Experts (SME’s)

Summary: Analyzing a Job 1) Identify major responsibilities – observation of incumbents, open-ended interviews 2) Write task statements 3) Rate tasks – position questionnaire 4) Identify KSAO’s for essential tasks – interviews with SME’s 5) Rate KSAO’s – group meeting with SME’s 6) Validate the description – job descriptions are valid to the extent that they accurately represent job content and that persons possessing necessary/identified KSAO’s do perform more effectively on the jobs.

Job Analysis Interview Form  Introduce yourself to the interviewee and thank him or her for taking the time to talk with you.  Explain the purpose of the interview and what the outcome of the project will be.  Explain that you need information form people who are knowledgeable about the job, and that the project’s success depends on the people you will be working with.  Next, explain that you will be asking questions about the job and that you will be taking notes.  Ask if the interviewee has any questions and answer them before proceeding. Interviewee’s NameInterviewee’s Title Length of time in PositionIn company Organizational Chart showing reporting relationship

Major Functions  If you had to divide your job into four or five major job functions, what would they be?

Major Functions  For each of the major functions the interviewee listed ask the following:  What are the specific activities or tasks you perform to accomplish the major function?  What kinds of things do you do to prepare for the task you described?  What kind of follow-up activities do you perform after these tasks?

Interactions  What interactions do you have with others within the organization (job titles, groups, departments)?  What activities require cooperation or coordination?  How do you usually communicate (memo, phone, meetings)?  What interactions do you have outside the organization (customers, suppliers, groups)?  What activities require coordination or cooperation?  How do you usually communicate (memo, phone, meetings)?

Knowledge, Skills, Abilities and Other (KSAOs)  What technical knowledge does this position require? (ex. A computer operator needs to understand computer hardware and software.)  What types of equipment or tools do you use? (ex. Many people have to operate computers, calculators, copy machines)  What abilities does this position require? (ex. Customer service representative has to be able to communicate calmly with angry customers.)

KSAO continued  Other - I’m going to read a list of paired statements that describe aspects of jobs, which of the statements best describes the job, or if the job falls somewhere in the middle Much travel Little travel Predictable work schedule Unpredictable work schedule Flexible work hours Set work hours Moderate to slow work pace Fast work pace High pressure for results Low pressure for results Frequent deadlines Infrequent deadlines Closely supervised Little supervision Establish own goals Goals established by others Work closely with others Work mostly alone Work requires little Work requires considerable creativitycreativity

Critical Incidents  Describe for me critical incidents or situations that illustrate either outstanding or poor job performance.  What led up to the incident?  What did the employee do that was effective or ineffective?  What were the consequences?  Were the consequences within the control of the employee?

Additional Questions  What types of prior work experience, knowledge, or skills are essential for effective performance in this position?  If you had to interview candidates for this position, what information would you need to select the right person for the job?  If you had to select a person for this position, what job activities would you want to see them perform before hiring them?

Hourly Position Questionnaire  Your name  Job title  Location  Department  How long have you been in this position?

Hourly Position Questionnaire - Sample Excerpt  Briefly describe (in three or less sentences) the overall purpose or function of the job. “Why does this position exist?”

Hourly Position Questionnaire - Sample Excerpt Job TasksThis job is performed Extent to which task is important relative to other tasks Read and interpret routine work orders and instructions(service orders, traffic orders, trunk facility orders, TFOs, transfer sheets, etc.). Never Monthly Annually Weekly Daily Hourly Not at all Important Somewhat Important Moderately Important Very Important

Hourly Position Questionnaire - Sample Excerpt Job TasksThis job is performed Extent to which task is important relative to other tasks Read and interpret non- routine written instructions (procedures for reporting vehicle accidents, etc.). 3. Read and interpret technical manuals/material (Installation and Maintenance Series, Engineering Series, etc.). Never Monthly Annually Weekly Daily Hourly Not at all Important Somewhat Important Moderately Important Very Important

Hourly Position Questionnaire - Sample Excerpt Job TasksThis job is performed Extent to which task is important relative to other tasks Read instructions or information aloud to another person. 12. Print or write information legibly in small places. Never Monthly Annually Weekly Daily Hourly Not at all Important Somewhat Important Moderately Important Very Important 13. Handle direct contact with customers

Job Descriptions  Identifying Information  Job Title  Exempt or Non- exempt  Full-time or Part-time  Gender neutral  Summary  Brief description  Place in org. structure

Job Descriptions  Duties and Responsibilities  What does the person do?  How do those tasks get done?  Under what conditions?  Using what materials?  Requirements and Qualifications  KSA’s  Certifications or degrees  Appropriate for the job

UPDATE TO SYLLABUS  September 23 NO CLASS  September28 External Recruiting Read: “Hiring” Chapter 3 September30WILL HAVE CLASS Evaluating the Recruiting Function Exercise: Nurse Recruiting Yield Analysis