JOB ORGANIZATION AND INFORMATION Reported by: SANDRA G. DOFITAS and SIMPLICIO A. LUMANTAS JR. MBA-Ex11

JOB ORGANIZATION AND INFORMATION Job Analysis and Job Analysis Process Job Design Job Enlargement Job Enrichment Job Description Job Specification Job Evaluation

JOB ORGANIZATION & INFORMATION various jobs in the entire organization have to be organized, classified and defined each job within the organization is systematically analyzed and evaluated

Formulation of the Organization Philosophy Job Organization and Information Recruitment of Staff & Workers

Who Does this Process? Human Resources Department Administrative Office Consultant/Job Analyst (outsider; not from the company) Consultant/Job Analyst (employee of the company)

Process Model of Job Organization and Information JOB ORGANIZATION AND INFORMATION JOB ANALYSIS: JOB DESCRIPTION JOB SPECIFICATION JOB DESIGN JOB EVALUATION Step 1Step 2Step 3

Definition of Job Analysis Duties Responsibilities Responsibilities Working Conditions Working Relationships of & between jobs Qualifications of the employee who should man the job - It is a process to identify and determine the ff:

Purpose of Job Analysis To establish and document the ‘job relatedness’ of employment procedures such as training, selection, compensation and performance appraisal.

Job Analysis utilizes: Observation Interview Questionnaire Survey Group Discussion

Questions to ask in Data Gathering What are the future directions/objectives of the local area? What are the responsibilities of the position? What is the length of appointment &/or service fraction? What are the specific tasks and how will they be done? Why do they need to be done?

Questions to ask in Data Gathering What impact will there be on other positions in the area? Where will work be done? Who are the clients and what are their needs? How is the work currently organized? Who will the position report to? Will any position report to this position?

Questions to ask in Data Gathering What is the minimum knowledge and skills required to do the position? What equipment or working aids are required?

Sources of Data for a Job Analysis Supervisor/manager of the proposed/established position The incumbent staff (or a staff member who has undertaken the duties in the past) A staff member from another section with a similar position Managers who employ similar positions Customer feedback forms HR Staff

Key Factors in Job Analysis Task Identity - job has distinct beginning and end which is clearly visible to the employee and others Variety - great variety can improve interest, challenge and commitment to the task Responsibility – an employee need to see that he is personally responsible for the successes or failures as a result to his actions

Key Factors in Job Analysis Autonomy – give the employee more scope to regulate and control his own work Working Environment – to provide a safe and healthy working environment that is free from discrimination and harassment Recognition and Support – to gain self-respect through acceptance and recognition and encourage teamwork

Key Factors in Job Analysis Outcome & Performance Measures – to know what the employee’s particular targets are & how to relate to the overall operation of the local area, up to the wider division.

Data Analysis Group the tasks into functional areas Eliminate all unnecessary and wasteful activities Simplify unnecessary complex activities or procedures List the functional areas in order or importance

The Job Documentation (the culmination of the job analysis process)

Job Description – refers to the content of the job Job title Code number Division/Department Nature of job Duties & Responsibilities Methods & Tools used Hours of work The person the worker is responsible to Funds & Properties responsible for Compensation & Benefits Hazards & Risks Potentialities for promotion

The “Safety Clause” in the Section of Duties “Performs other duties that may be assigned.”

Job Specification - an enumeration of employee’s qualifications Educational qualifications Work experience Psychological traits (mental & personality characteristics) Health status Special qualifications

Recap: That after the formulation of the organization philosophy and before the hiring of workers is the Job Organization and Information That the Organization and Information’s very first step is the Job Analysis which has two phases: the Job Description and Job Specification That the Job Description is the “what” in the job, while the Job Specification identifies who should qualify for the job

“Few good men could pass Personnel.” - Paul Goodman