Job Analysis

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 What is Job Analysis
• Job Analysis is the process of determining the nature
of a job by collecting & organizing information relevant
to the job.
• It contains information relating to the following five
factors.:
1. Work products or what the job seeks to accomplish
2. Necessary worker activities or behaviors required by
the job.
3. Equipment used
4. Factors in the work environment
5. Personal characteristics required to do the job. E.g.
phy. Strength, interest etc.
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 Job Analysis

Job Responsibilities
Job tasks Job Duties
(Obligations to
(identifiable work (larger work
perform
activity) segment)
tasks & Duties)

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 Uses of Job Analysis
• HRP
• Recruitment
• Selection
• Placement & Orientation
• Training
• Employee safety
• Performance Appraisals

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 The Process of Job Analysis
1. Organizational Analysis
2. Selection of representative positions to
be analyzed.
3. Collection of job Analysis Data
4. Preparation of Job Description
5. Preparation of Job Specification.

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 Methods of Job Analysis
• It divided into Four basic types.
Interview techniques
Job Performance Method
Direct Observation
Questionnaires

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 Job Performance
• In this method , the job analyst actually
performs the job.
• The analyst receives first hand experience
of contextual factors on the job including
physical risks, social demands, emotional
pressures & mental requirements.

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 Observation Methods
• Observation of work activities & worker
behaviors is a method of job analysis which
can be used independently or in combination
with other methods of job analysis.
• Three methods of job analysis based on
observation are:
1. Direct observation
2. Work methods Analysis
3. Critical incident technique

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 Direct Observation
• Using direct observation, a person conducting
the analysis simply observes employees in the
performance of their duties, recording
observations as they are made.
• Everything is observed by the analyst: what the
wrk env is like % any factors relevant to the job.
• It has certain natural limitations:
a) They can’t capture the mental aspects of jobs.
b) It provides little information related to personal
requirements

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 Critical incident Technique
• It involves observation & recording of the examples of
particularly effective or ineffective in terms of results
produced by the behavior.
• The following information should be recorded :
a) What led to the incident & the situation in which it
occurred
b) Exactly what the employee did that was particularly
effective or ineffective?
c) The perceived consequences or results of the behavior
d) A judgment as to the degree of control an employee
had over sthe results his or her behavior produced

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 Work Methods Analysis
• A sophisticated observation method, work
methods analysis is used to describe
manual & repetitive production jobs such
as factory or assembly-line jobs.

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 Some Others Methods
• Department of Labor Job Analysis
Schedule
• Functional Job Analysis
• Position Analysis Questionnaire
• Management Position Description
Questionnaire
• Guidelines-Oriented Job Analysis

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 Job Description
• The reviewed, edited, and reformatted
product of the job analysis.

• Attempts to provide statements of fact

that describe the job as it is.

• Acts as a job contract that conveys

employee rights and establishes
corresponding obligations.
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 Job Description
• It protects the employee and the
employer by letting the employee know
what is expected and what must be
accomplished.

• Comes in a variety of forms.

• May be used as a substitute for / or by

the job analysis.
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 Job Description
• While not universally accepted it continues
to be viewed by many organizations as a
valuable multipurpose personnel and
management tool.

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 Definition Of Terms

• Position Work consisting of responsibilities

and duties assignable to one
employee. (There are as many
positions as there are employees
- sometime even more).

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 Definition Of Terms

• Job Work consisting of responsibilities

and duties that are sufficiently alike
to justify being covered by a single
job analysis / job description.
Assignable to one or more
employees.

• Example: Secretary-purchasing

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 Definition Of Terms

• Class • A group of jobs sufficiently similar as

to kinds of subject matter; education
and experience requirements; levels
of difficulty, complexity, and
responsibility; and qualification
requirements of the work.

• Example: Secretary II.

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 Definition Of Terms

• A grouping of job classes having

similar job content but differing in
degree of difficulty, complexity , and
• Class-Series responsibility; level of skill;
knowledge; and qualification
requirements. The jobs within a
class-series can form a career
ladder.

• Example: Secretarial Series I-IV

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 Definition Of Terms

• Family • Two or more class-series within

an organization that have related
or common work content.

• Example: Administrative
Occupation (Secretary/
Clerical).

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 Definition Of Terms

• A grouping of jobs or job

classes within a number of
• Occupation different organizations that
have similar skill, effort, and
responsibility requirements.

• Example: Administrative
Occupation (Secretarial /
Clerical)
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 Job Description
Multipurpose Applications
• Planning • Organization Design
• Staffing Levels
It provides data for
establishing internal • Career Ladder
equity and external • Career Pathing
competitiveness.
• Job Design
• Pay System Design

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 Job Description
Multipurpose Applications
• Recruiting And Screening
Operations
• Test Design
• Hiring And Placement
• Job Orientation
• Developing Operating
Procedures
• Training And Development
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 Job Description
Multipurpose Applications
• Control
– Performance Standards
Identifies acceptable levels of performance.
– Legal Requirements
Establishes valid, non-discriminatory standards
for each applicant or incumbent.
– Collective Bargaining
Sets the starting point for management to
establish valid pay differentials.

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Elements Of The Job Description

• Job Identification
• Job Summary
• Accountabilities
• Job Specifications

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 Job Identification

• Job Title • Job Location

• Status (Exempt Vs • Job Grade
Nonexempt)
• Evaluation Points
• Job Code (Referencing • Title Of
System) Supervisor
• Document Author, • Pay Range
Approvals, And Date

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 Job Summary

• It is valuable to those who need a quick

overview of the job. It is especially
useful in job matching when an
organization is participating in a pay
survey.

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 Common Job
Summary Code Words
• Under The incumbent normally
Immediate performs the duty
Direction
assignment after receiving
detailed instructions as to
the methods, procedures,
and desired end results.

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 Common Job
Summary Code Words

• Under General The incumbent normally

Direction performs the duty
assignment after receiving
general instructions as to
the methods, procedures,
and desired end results.

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 COMMON JOB
SUMMARY CODE WORDS
• Under The incumbent normally
Direction performs the duties
assignment according to his
or her own judgement
requesting supervisory
experience only when
necessary.

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 Common job
summary code words

• Under The incumbent normally

Administrative performs the duty
Direction assignment within broad
parameters defined by
general organizational
requirements and accepted
practice.

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 Common Job
Summary Code Words

• Under Guidelines The incumbent normally

Set By Policy performs the duty
assignment at his or her
discretion and is
limited only by policies
set by administrative or
legislative authority.

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 Job Specifications

• Identifies the knowledge and skill

demands made on the incumbent and
the physical and emotional conditions
under which the incumbent must work.

• The design of the job specification

section and the information it provides
relate to the kind of job evaluation plan
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used by the organization.
 Other Ways of Describing Job Facts

Class Specification

Job Description

Position Description

SOP

Performance Standards

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