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

2. 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

3. 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.

4. 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.

5. 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

6. 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

7. 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

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

9. 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

10. 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

11. 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.

12. 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

13. 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?

14. 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

15. 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

16. 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

17. 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

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

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

20. 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

21. Portion of Job Requirements Matrix for Job of Administrative Assistant

22. 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 %
Administer formal and informal motor screening and evaluation instruments to conduct assessments. Perform assessments to identify areas of strengths and need.
2. Planning %
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 %
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 %
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.....)

23. 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