JOB ANAYSIS DESIGN

INDIAN INSTITUTE OF PLANNING AND MANAGEMENT 1

Outline
y Goal: Match Person & Job y Definitions y Format of a Job Description y Format of a Task Statement y Job Analysis Process y New Views of Job Analysis

Goal: Match Person & Job

y Need information about the Person & about the Job

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Definitions
y Job Analysis: the process of collecting & analyzing

information about jobs to write:

y Job Description: a document that identifies the tasks &

duties performed by a job y Job Specification: a document that identifies the qualifications required by a job

y Most organizations combine the Job Description & the

Job Specification into a single document for each job

y Usually simply called a Job Description

Definitions (more)
y Task: a unit of work activity performed by a worker

within a limited time period y Duty: several related tasks that are performed by a worker y Position: the set of all tasks & duties performed by a worker y Job: a group of identical positions

Format of a Job Description

y Example:
http://krypton.mnsu.edu/~schuma nn/www/teach/sample_job_descrip .pdf
Restaurant Manager
Job Summary: Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages. Tasks and Duties: 1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent checks to ensure consistent high quality of preparation and service. 2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations. 3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions. 4. Direct hiring, training, and scheduling of food service personnel. 5. Investigate and resolve complaints concerning food quality and service. 6. Enforce sanitary practices for food handling, general cleanliness, and maintenance of kitchen and dining areas. 7. Comply with all health and safety regulations. 8. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance. 9. Perform other duties as assigned by management. Qualifications: 1. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate. 2. Good organizational skills for dealing with diverse duties and staff. 3. Pleasant, polite manner for dealing with public as well as staff. Reports to: Supervises: Date: Department: Division: Approved:

y Common Elements y Job Title y Job Summary y Tasks & Duties

y

Task Statements

y Qualifications y Other information

Source (revised from): http://www2.hrnext.com/Article.cfm/Nav/2.4.0.0.6719.0

Format of a Task Statement

y First word or phrase (required): Performs what action?

(Present-tense verb)
y Example: Supervise

y Next word or phrase (required): To whom or what is

the action performed? (Object of the verb)

y Example:

operation of bar

y Next word or phrase (optional): Additional

information
y Example:

to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations.
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Format of a Task Statement

y Example:
Restaurant Manager
Job Summary: Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages. Tasks and Duties: 1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent checks to ensure consistent high quality of preparation and service. 2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations. 3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions. 4. Direct hiring, training, and scheduling of food service personnel. 5. Investigate and resolve complaints concerning food quality and service. 6. Enforce sanitary practices for food handling, general cleanliness, and maintenance of kitchen and dining areas. 7. Comply with all health and safety regulations. 8. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance. 9. Perform other duties as assigned by management. Qualifications: 1. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate. 2. Good organizational skills for dealing with diverse duties and staff. 3. Pleasant, polite manner for dealing with public as well as staff. Reports to: Supervises: Date: Department: Division: Approved:

http://krypton.mnsu.edu/~schumann /www/teach/sample_job_descrip.pdf

y Each Task Statement is in

the proper format

y Optional: Put the Task Statements in order of: y Task performance y Task importance y Amount of time spent on each task y No order, but group related tasks

Source (revised from): http://www2.hrnext.com/Article.cfm/Nav/2.4.0.0.6719.0

Job Analysis Process

Phase 1: Scope of the Project

y Decide purposes of the job analysis project y How do you want to use the Job Descriptions?
y y y y y y

Job design Recruiting Selection Performance appraisal Training Compensation

y Decide which jobs to include in the job analysis project

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Phase 2: Methods of Job Analysis

y Decide what data (information) is needed y At a minimum, for each job being analyzed, we need data on:
y y

Tasks & duties performed on the job Qualifications required by the job

y Identify sources of job data y Job incumbents: observation, interview, questionnaire y Supervisor of job: interview, questionnaire y Other sources

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Phase 2: Methods (more)

y Select specific procedures of job analysis y Narrative Job Descriptions
y y y

Simplest method of job analysis Collect qualitative data (no numbers) Examples:
y y y

Fisher, Schoenfeldt, & Shaw (2006), Figure 4.2, pp. 148 149 http://krypton.mnsu.edu/~schumann/www/teach/sample_job_descrip.pdf http://www.jobdescription.com

y Engineering approaches: micro-motion studies (time &

motion studies)
y

Measure body motions involved in performing the job

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Phase 2: Methods (more)

y Select specific procedures of job analysis (more) y Structured Job Analysis Procedures
y

Functional Job Analysis (FJA): adds to the Job Description 7 scales (numbers) that measure: y 3 worker-function scales: % of time spent with: y Data y People y Things y 1 worker-instruction scale y 3 scales that measure the general educational requirements: reasoning, mathematics, & language
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Phase 2: Methods (more)

y Structured Job Analysis Procedures (more)
y

Position Analysis Questionnaire (PAQ) y Standardized questionnaire y Questions focus on worker activities on the job y For non-managerial & non-professional jobs y http://www.paq.com/?FuseAction=Main.PAQProgram Professional and Managerial Position Questionnaire (PMPQ) y Standardized questionnaire y For professional & managerial jobs y http://www.paq2.com/pmpqmain.html

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Phase 2: Methods (more)

y Structured Job Analysis Procedures (more)
y

O*NET: Occupational Information Network database y Developed by the US Department of Labor y Standardized descriptors of skills, knowledges, tasks, occupation requirements, and worker abilities, interests, and values to assist you in building accurate job descriptions y O*NET Resource Center: http://www.onetcenter.org/ y O*NET Online: http://www.onetcenter.org/ y Team Project Suggestion: Use O*NET Online as a resource in your Team Project to help write the job description
y

Be sure you document in your report the resources you use

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Phase 2: Methods (more)

y Structured Job Analysis Procedures (more)
y

Task Inventory Procedure y Questionnaire with a master list of possible tasks y Check-mark the tasks done by the job Other structured Job Analysis procedures: y Critical Incidents Technique y Ability Requirements Scales y Personality-Related Job Analysis Procedures y Cognitive Task Analysis List of Job Analysis questionnaires with brief descriptions: http://www.hr-guide.com/data/G012.htm
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Phase 3: Data Collection & Analysis

y Collect job data y Get the organization ready y Reduce sources of bias y Conduct effective interviews y Analyze the job data y Report results to organization y Write the job descriptions y Periodically recheck the job data y Update & revise the job descriptions as needed
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Phase 4: Assessment
y Evaluate the Job Analysis project y Continuous improvement: learn from both successes & mistakes to continuously get better
y

Did the project finish on-time and under-budget? y If not, what went wrong? What would you do differently? Did you collect the correct information? y What additional information would you collect if you did the project over? y What information would you not collect? Are the Job Descriptions being used as intended? y If not, what s missing to make them useful?
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New Views of Job Analysis

y Future-Oriented Strategic Job Analysis y Identify the tasks, knowledge, skills, & abilities that will be needed to perform a job in the future
y

Instead of describing how a job is today, describe how it will be in the future Typically uses experts to help make predictions of the future

y Competency Modeling y Identify the observable performance dimensions that differentiate effective from ineffective employees
y

Define the job s critical success factors, which should be tied to the organization s objectives and strategy
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