1. LESSON 3
Job Analysis
Dr. Salim Al-Shukaili

2. What is job analysis?
A systematic approach to collect information about a job such as tasks, responsibilities and the skills required to perform those tasks
An important part of Human Resources (HR) planning
Most tasks performed by HR are directly involved with job analysis.

3. Job Analysis
A job analysis is the process used to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular job.
Process of defining a job in terms of its component tasks or duties and the knowledge or skills required to perform them

4. The Nature of Job Analysis
A systematic way of gathering and analyzing information about the content, context, and the human requirements of jobs:

5. Work activities and behaviors
Interactions with others
Performance standards
Financial and budgeting impact
Machines and equipment used
Working conditions
Supervision given and received
Knowledge, skills, and abilities needed

6. Task: a unit of work activity performed by a worker within a limited time period
Duty: several related tasks that are performed by a worker
Position: the set of all tasks & duties performed by a worker
Job: a group of identical positions

7. How can it be used in your organization?
Organization and Manpower Planning
Recruiting and Selection
Job Re-engineering
Performance Appraisal
Salaries and Incentives
Training and Development
The HR department can use job analysis in the recruitment process to target applicants who are qualified for the job. They can use key words to search for items that match the job description. In the selection process, applicants are given tests, such as personality tests, that help recruiters select the appropriate applicant for the job. Salaries can be set according to the level of skills involved with the job. Job analysis also helps to determine the amount and types of training that will be required. If skill gaps are apparent after doing the analysis, training programs can be instituted to correct the problems.

8. How can it be used in your organization?
Job analysis can also:
Help the company remain profitable and competitive
Help the company keep up with technology
Prevent employees from being overworked
Help the company stay in compliance with government regulations
Rotate jobs among employees to prevent boredom. Being aware of particular jobs can be an insight into whether the company needs to make technological changes to remain competitive. Job analyses can also help companies to defend themselves against legal actions taken because of discrimination, etc.

9. SOURCES OF INFORMATION FOR JOB ANALYSIS
(a) From the employees who actually perform a job;
(b) From other employees such as supervisors and foremen who watch the workers doing a job and thereby acquire knowledge about it;
(c) From outside observers specially appointed to watch employees performing a job. Such outside persons are called the trade job analysts. Sometimes, special job reviewing committees are also established.

10. Specialized Job Analysis Methods Computerized Job Analysis
Questionnaires
Observation
Interviewing
Specialized Job Analysis Methods
Computerized Job Analysis

11. Methods of Job Analysis:
Observation
Information Sources:
Observing and noting the physical activities of employees as they go about their jobs
Advantages
Provides first-hand information
Reduces distortion of information

12. Disadvantages: Time consuming Difficulty in capturing entire job cycle
Of little use if job involves a high level of mental activity
Observer’s Difference of mental nature.
Analyst’s level should match employee’s level

13. 2. The Interview Information Sources
Individual employees (existing job holder)
Immediate boss (Supervisors ) with knowledge of the job.
Advantages
Quick, direct way to find overlooked
information required.

14. The Interviews: Disadvantages
Overestimation or depreciation of importance of job
Attitude may not be supportive.
Difference in perception, attitude and aptitude of the interviewee.
Lack of communication.
Analyst’s level should match employee’s level.

15. 3. Questionnaires Information Source:
Have employees fill out questionnaires to describe their job-related duties and responsibilities.
Questionnaires format:
Structured checklist. (to identify the task performed)
Open ended questions

16. Questionnaires Advantages
Quick and efficient way to gather information from large numbers of employees
Quick and economical to use
Disadvantages
Expense and time consumed in preparing and testing the questionnaire.
Becomes less useful where the employees lack verbal skills.

17. Job Analysis in Perspective
Nature of:
Basis for:
Job Analysis
What employee does
Why employee does it
How employee does it
Determining job requirements
Salary Grade
Job Description
Summary statement of the job
List of essential functions of the job
Employee orientation
Employee instruction
Disciplinary action
Job Specification
Personal qualifications required in terms of skills, knowledge (education) and experience
Recruitment & Salary
Selection/Placement
Training & Development

18. JOB DESCRIPTION
Job description is a written record of the duties, responsibilities and requirements of a particular job.
It is concerned with the job itself and not with the work.
It is a statement describing the job in such terms as its title, location, duties, working conditions and hazards. In other words, it tells us what is to be done and how it is to be done and why.

19. Key Elements of a Job Description
Job Title
Indicates job duties and organizational level
Job Identification
Distinguishes job from all other jobs
Essential Functions (Job Duties)
Indicate responsibilities entailed and results to be accomplished
Job Specifications
Basic skills required to perform the job and physical demands of the job

20. Job Specification
Job Specification is a standard of personnel and designates the qualities required for an acceptable performance.
Job specifications translate the job description into terms of the human qualifications which are required for a successful performance of a job.

21. Example Job Description and Specification
Job Title: Accounts Payable and Payroll Accountant
Job Description:
Business Partner with Accounts Payable and Payroll Departments to develop expense forecasts and commentary; prepare accounts payable and payroll shared services; ensure inputs are posted weekly, perform account analysis/reconciliations of cash, liability and employee loan accounts, submit routine reports to Corporate; identify and implement process improvements relative to all responsibilities listed above.
Job Specification:
BS degree in accounting or finance, 2+ years of accounting or finance experience, sound knowledge of integral accounts payable and general ledger systems, working knowledge of Hyperion Software, good communication skills, able to work independently at off-site location.

22. Example of a Job Description

23. The Process of Job Analysis

24. THE END