2.2.

2 JOB ANALYSIS
 JOB

Job may be defined as an assignment of

work calling for a set of duties,
responsibilities and conditions that are
different from those of other work
assignments.
VARIABLES OF A JOB
JOB ANALYSIS

JOB DESIGN

JOB DESCRIPTION

JOB SPECIFICATION
JOB
VARIABLES JOB EVALUATION

JOB ENRICHMENT

JOB ENLARGEMENT

JOB ROTATION
What is Job Analysis?
Job analysis is the systematic method of jobs study to identify
observable work activities,
tasks,
working conditions to perform the job,
and responsibilities associated with a particular job or group of jobs.
Provides a basis for decision making.
Is used to help organizations cope with change.
It also depicts the job worth i.e. measurable effectiveness of the
job and contribution of job to the organization.
It concentrates on what job holders are expected to do.
Job analysis is the process whereby jobs are investigated in
sufficient detail to enable
(a) recruitment of people
(b) assessment of the performance of people who are already working in
 Job analysis aims to answer
questions such as:
Why does the job exist?
What physical and mental activities does the worker undertake?
When is the job to be performed?
Where is the job to be performed?
How does the worker do the job?
What qualifications are needed to perform the job?
What are the working conditions (such as levels of temperature,
noise, offensive fumes, light)
What machinery or equipment is used in the job?
What constitutes successful performance?
 Importance of Job Analysis:
Job analysis helps in
analyzing the resources
establishing the strategies to accomplish the business goals and
strategic objectives.
It forms the basis for
demand-supply analysis,
recruitments,
compensation management,
training need assessment
and performance appraisal.
 Components of Job Analysis:
Job Position:
designation of the job and employee in the organization
level of the job in the organization.
Job Description:
requirements an organization looks for a particular job position
key skill requirements, the level of experience needed, level of
education required
roles and responsibilities attached with the job position.
Job Worth:
job worthiness i.e. how much the job contributes to the
organization.
Roles and responsibilities helps in determining the outcome from
the job profile.
 Purpose of job analysis:
The purpose of Job Analysis is to establish and document
the 'job relatedness' of employment procedures.
Purposes of job analysis are to identify:
Job description & specification
Recruitment and Selection:
Job evaluation
Job design
Performance Appraisal and Compensation
Training:
Compliance with labor law
 Purpose of job analysis (cont)
1. Purpose of job analysis in Recruitment and Selection:
Job duties that should be included in advertisements of vacant
positions;
Appropriate salary level for the position:to determine what salary
should be offered to a candidate;
Minimum requirements (education and/or experience) for
screening applicants;
Selection tests/instruments (e.g., written tests; oral tests; job
simulations);
Orientation materials for applicants/new hires
 Purpose of job analysis (cont)
2. Purpose of job analysis in Job evaluation
Judges relative importance of jobs in an organization
Sets fair compensation rates
3. Purpose of job analysis in Job design
Reduce personnel costs, streamline work processes,
Increase productivity and employee empowerment,
Enhance job satisfaction and provide greater scheduling
flexibility for the employee.
Simplify job with too many disparate activities
Identifies what must be performed, how it will be performed,
where it is to be performed and who will perform it.
 Purpose of job analysis (cont)
4. Purpose of job analysis in Compensation and Benefits:
Skill levels
Work environment (e.g., hazards; attention; physical effort)
Responsibilities (e.g., fiscal; supervisory)
Required level of education (indirectly related to salary level)

5. Importance of job analysis in Performance Appraisal:

Goals and objectives
Performance standards
Evaluation criteria
Length of probationary periods
Duties to be evaluated
 Purpose of job analysis (cont)
6. Importance of job analysis in Training and development:
Training content
Assessment tests to measure effectiveness of training
Equipment to be used in delivering the training
Methods of training (i.e., small group, computer-based, video, classroom)

7. Job analysis increases productivity

Job analysis can use methods of time and motion study analysis in order to
know time and motion for job.
Job analysis also identify performance criteria so that it promote worker for
best performance.

8. Importance of job analysis in Compliance with labor law:

Identify requirements in compliance with labor law.
EEO (Equal Employment Opportunity) compliance
Steps in job analysis
Step 1: Identify Job and Review Existing Documents

The first step in job analysis is to identify the jobs

under review. such as existing job descriptions,
organization charts, previous job analysis
information, and other
industry related sources.
In this phase, those who will be involved in
conducting the job analysis are
determined and the methods that will be used are
specified.
Step 2: Explain the Process to Managers and Employees

The second step is to explain the process to managers and

affected employees.
Items to be covered often include: the purpose of the job
analysis; the steps involved, the time schedule; how
managers and employees will participate; who is doing
the analysis; and whom to contact when questions arise.
Step 3: Conduct the Job Analysis.

The next step is the collection of information for job

analysis using different methods such as observation,
questionnaire, interview etc.
Step 4: Prepare Job Descriptions and Specifications

On the basis of the collected job analysis

information, descriptions and specifications are
drafted for each job under review.
The drafts are then sent to appropriate managers and
employees for their review/decision
Step 5: Maintain and Update Job Descriptions and Specifications

Once job descriptions and

specifications are completed and reviewed with all
appropriate individuals, a system must be
developed for keeping them current (updated).

Otherwise, the entire process, beginning with a job

analysis, may have to be repeated.
 How to Collect Information for
job analysis
Information about jobs can be gathered in several
ways,
Observation
Interviewing
Questionnaires
Performance evaluation
Diaries
Combination of these methods frequently are used,
depending on the situation and the organization.
OBSERVATION

In observation, a manager, job analyst, or

observes the individual performing the job and
takes notes to describe the tasks and duties
performed
INTERVIEWING.

The interview method of gathering information requires that a manager,

or HR specialist, visit each job site and talk with the employees
performing each job.
A structured interview form is used most often to record the
information .
Both the employee and the employee's supervisor must be
interviewed to obtain a complete understanding of the job.
For certain difficult to define jobs, group interviews may be used.
The interview method may be time consuming and expensive,
especially if the interviewer
talks with two or three employees doing the same job.
QUESTIONNAIRE

The questionnaire is a widely used method of gathering data

on jobs.

A survey instrument is developed and given to employees

and managers to complete.
PANEL OF EXPETS

Expensive and time consuming

Panel consist senior and immediate supervisors.

Interview with group

Benefit: clarification of expected job duties among the

worker and supervisors who are in jury.
EMPLOYES Log or DIARY

Worker periodically summarize their task and activities in the

log.

If entries are made over the entire job cycle, the diary can be
quite accurate.
COMBINATION
Since each method is faulty analyst often rely on combination.

Two or more techniques can be used.

Application of job analysis information
(Out come of job analysis)

Job Job
Descriptions Specifications
Job
Analysis
Information

Job
Job
Performance
Design
Standards
Job Description
A job description is a written statement of the duties,
responsibilities, required qualifications and reporting
relationships of a particular job.

The job description is based on information obtained through

job analysis.

Job description acts as an important resource for

Describing the job to potential candidates
Guiding new hired employees in what they are specifically
expected to do
Providing a point of comparison in appraising whether
the actual duties align with the stated duties.
Job Descriptions consists of Job Title

Job Description
Job Identification
1. Title.

2. Statement.

3. Essential Functions.
1. XXX
2. XXX
3. XXX Job summary
4. XXX

4. Specifications.
1. XXX
2. XXX
3. XXX
4. XXX

Responsibilities and
duties

Working condition
 Job Description (Cont)
JOB TITLE
Indicates job duties and organizational level
It specifies title of job like, Project manager, Site engineer etc
JOB IDENTIFICATION
Distinguishes job from all other jobs
Contain several type of information.
Job status section permits quick identification of the exempt or
non exempt status of job
The date at which description written, the name of a person
who wrote it and name of a person who approved it.
The immediate supervisor title is some times also shown in
identification section.
 Job Description (Cont)
Job summary
Describes general nature of job, listing only major function and
activities.
For example, Project manager plans, organize , direct and
coordinates the over all activities of the project.
Responsibilities and duties
List of major responsibilities and duties.
All major duties should be separately and described in few
sentences.
Example. Establishes goals, develop plans and programs,
communicates with headquarter etc.
Example of Job Description
JOB TITLE:_____ OCCUPATIONAL CODE: ________
REPORTS TO:___ JOB NO. : ___________________
SUPERVISES:___ GRADE LEVEL: _______________
AS ON DATE :_________
FUNCTIONS:
__________________________________________________________________________
____________________________
DUTIES AND RESPONSIBILITIES:
__________________________________________________________________________
____________________________
JOB CHARACTERISTICS:
__________________________________________________________________________
____________________________
 SAMPLE JOB DESCRIPTION

Position Title: D/General Manager Job Code: 1224-11

Incumbent: Mr. X Level: Z
Effective Date: 30 December 2011
Reports to: General Manager, Head quarter
Approved by: Mr. Y

Position Statement:
The D/ General Manager is accountable for supervising the planning,
administration and review of the acquisition, development the organization
and managing all the activities of project under the firm in all locations.
 Job specification
Job specifications specify the minimum acceptable
qualifications required by the individual to perform the task
efficiently.

Based on the information obtained from the job analysis

procedures, job specification identifies the qualifications,
appropriate skills, knowledge, and abilities and experienced
required to perform the job.

Job specification is an important tool in the selection process

as it keeps the attention of the selector on the necessary
qualifications required for that job.
Example of Job Specification
JOB TITLE: __________________________
EDUCATION:_________________________
PHYSICAL HEALTH:
__________________________________________________________________________
______________________________________________
MENTAL ABILITIES: _______________________________________________
SPECIAL ABILITIES: _______________________________________________
PREVIOUS WORK EXPERIENCE:
__________________________________________________________________________
______________________________________________
SPECIAL KNOWLEDGE & SKILLS:_____________________________________
OTHER : ________________________________________________________
EXAMPLEOF JOB SPACIFICATION
Job Specification (Example):
Relevant bachelor degree or higher qualification
At least 5 years managerial experience, in IT
environment
Demonstrated leadership and team skills
Ability to motivate team members
Good communication skills
Willingness to learn new skills
Job Performance Standard

These standard serve two function:

First, they become target for employees effort,
the challenge or pride in meeting objectives may
motivate employees.
once standard are meet employee get sense of
accomplishment and achievement.
with out standard employee performance may
suffer.
 Second,
Standard are criteria against which job success
are measured.
When measured performance stray from the
job standard, HR expert or line managers
intervene (come between) and take corrective
action.
Thank you