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ManagingHumanCapital
GLOBAL EXECUTIVE MASTER OF BUSINESS ADMINISTRATION
Job Analysis,Methods and
Techniques
Presented by:DANH NGUYEN NGUYEN, PhD.
RODERIC J. MURRAY, MA.
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Relationship of Job Requirements
& HRM Functions
Recruitment
Selection
Training and development
Performance appraisal
Compensation management
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Job Analysis
Purpose: to improve organizational performance andproductivity
Definition: Process of obtaining information about
jobs by determining what the duties, task, or activitiesof jobs are.
Results of job analysis:
Job descriptions
Job specifications
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The Importance of Job Analysis
Job AnalysisInformation
Performance
Standard &
Reward
System
HR Planning
Recruitment
Selection and
Placement
Job Classification
&
Evaluation
Training
Design
Career Planning
&
Employee
Development
Succession
Planning
Work Force
Analysis
Man-machine
Systems
HRISDesign
Organizational
Analysis &
Job Definition
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Job Analysis
The job analysts responsibilities
The primary responsibility of the HR department.
High degree of analytical ability and writing skill
Cooperation of the employees and managers at theplace that jobs are analyzed
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Steps in Job Analysis
Determining information needs
Determining methods for obtaining information
Determining who will collect information
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Job Analysis
SOURCES OF DATAJob AnalystEmployeeSupervisor
METHODS OF
COLLECTING DATAInterviewsQuestionnairesObservationsRecordsDOT
JOB DATA
Tasks
Performance StandardsResponsibilitiesKnowledge requiredSkills requiredExperience neededJob contextDutiesEquipment used
JOB DESCRIPTIONTasksDutiesResponsibility
HUMAN RESOURCES
FUNCTIONRecruitmentSelectionTraining & developmentPerformance appraisalCompensation management
JOB SPECIFICATIONSkill requirementsPhysical demandsKnowledge requirementsAbilities needed
The Process of Job Analysis
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Selecting Job Analysis Methods
Job analysts
individuals who perform job analysis in organizations
Job analysis methods
observing tasks and job behaviors
interviewing job incumbents and supervisors
distributing questionnaires and check lists
having the job analyst actually perform the job
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Job Analysis Methods
Source: Rowley (2003: 61)
Is used to elicit what a particular job is about and what it involves
Method Characteristics
Work study Examine each aspect of job
Questionnaires Details of what jobholder does
Interviews Ask/check what jobholder does
Work diaries Detailing tasks completed each day
Critical incident reviews Records kept
Observations By supervisors
Panels of experts Ask what might be details of new jobs
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Responsibilities for Job Analysis
Parties responsible for conducting job analysis
line managers
human resource group or department
job analysts
Dictionary of Occupational Titles (DOT)
A federal index of occupations listed by a standardizedcode. It describes the people, data, and thingsassociated with different jobs listed.
O*NET
An online job information resource that providesinformation on 33 knowledge areas and on the relativeimportance of 46 skills, 36 cross-functional skills, and
other data useful as comparison job analysis information.
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Collecting Job Analysis Data
Subject Matter Experts (SMEs)
are individuals presumed to be highly knowledgeableabout jobs who will provide data for job analysis;
they may be job incumbents, supervisors, or other
employees.
Job analysis information
identifies the major job dimensions that can then besubdivided into specific job tasks.
identifies the basic KSAs `neccessary to perform` thejob tasks.
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Specific Job Analysis Techniques
Narrative job analysis
One or more SMEs prepare a straight written narrativeor text description of the job.
Fleishman job analysis system
This approach relies on a taxonomy of 52 abilitiesrepresentative of relevant work dimensions andconsidered to be enduring individual attributes thataccount for differences in performance.
SMEs use Fleishman scales to represent the level ofability required for a job.
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Specific Job Analysis Techniques
Task analysis inventory
is a family of job analysis methods; each methodfocuses on analyzing the focal job to create taskinventories. Each task is then evaluated separately on
job dimensions.
Functional job analysis
The first approach to a single universal instrument thatcan be used to describe all jobs in common terms of
people, data, and things. The degree to which thesethree factors are present in the job determines thecomplexity of the job.
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Specific Job Analysis Techniques
Position analysis questionnaire
Developed by Ernest McCormick as a standardized jobanalysis instrument consisting of 194 items in six sectionsthat are related to job dimensions of work behaviors.
Critical incidents approach
relies on critical incidentsof behaviors that distinguisheffective from ineffective performers. Useful in developingappraisal instruments and focusing on effective
performance.
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Areas in which Job Analysis Information is used
Recruitment and Selection
Job analysis provides information about what thejob entails and what human characteristics arerequired to carry out these activities. Such jobdescription and job specification information isused to decide what sort of people to recruitand hire.
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Compensation
Job analysis information is also essential forestimating the value of and appropriatecompensation for each job. This is so becausecompensation. (such as salary and bonus)
usually depends on the job's required skill andeducation level, safety hazards, degree ofresponsibility and so on-all factors that areassessed through job analysis. Job analysisprovides the information determining therelative worth of each job so that each job canbe classified.
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Ensure Complete Assignment of Duties
The job analysis is also useful for ensuring that allthe duties that have to be done are in factassigned to particular positions. For example, inanalyzing the current job of your company'sproduction manager, you may find she reportsherself as being responsible for two dozen orso specific duties including planning weeklyproduction schedules, purchasing rawmaterials, and supervising the daily activities of
each of her first-line supervisors.
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Training
Job analysis information is also used for designingtraining and development programs becausethe analysis and resulting job description showthe skills-and therefore training-that arerequired.
Performance Appraisal
A performance appraisal compares each
employee's actual performance with his or herperformance standards. It is often through jobanalysis that experts determine the standards tobe achieved and the specific activities to beperformed.
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Job Descriptions & Job
Specifications Job description
lists the tasks, duties, and responsibilities that aparticular job entails.
Job specification
specifies the characteristics of the individual who willperform the job. It lists the knowledge, skills, abilities,and other characteristics that are necessary to be able toperform the job successfully.
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Job Description
Benefits
Ensures that every one who has a sayin the hiring decisions is on the samepage with respect to what the job
entails.Serves as a basis for key hiring criteria.
Ensures that candidates have a clearidea of what to expect if, indeed, youhire them.
Serves as a reference tool during theevaluation process.
Serves as a benchmark forperformance after you hire thecandidate.
Contents
Title of the position
Department (if applicable)
Direct report (to whom the persondirectly reports)
Responsibilities
Necessary skills
Experience required
Source: Messmer (1999: 60-61)
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Sample of Job Description
Principles: A distinction is drawn between overall responsibility and specific areas of
responsibility.
The experience requirement is separated from skills and attributes.
The language is easy to understand.
Position title:
Senior mailroom clerk
Reports to:
Building service supervisor
Department:
Operations
Overall responsibility:Supervise mailroom staff and interface with all levels of management
regarding mail and supply deliveries.
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Sample of Job Description (cont.)
Key areas of responsibility
Maintain established shipping/ receiving procedures.
Sort and distribute all mails on a timely basis.
Maintain all photocopies, fax machines and portage meters.
Order, store and distribute supplies.
Facilitate all off-site storage, inventory and record management requests.
Document current policies and procedures in the department as well
implement new procedures for improvement.
Oversee the use of a company van when needed.
Skills and attributes
Strong sense of customer service.
Good organizational skills.
Ability to lift a minimum of 15 kilos.
Experience requirement
Supervisory experience in a corporate mailroom environment.
Good driving record.
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Job Title: Maintenance MechanicGeneral Description of Job: General maintenance and repair of all equipment used in the operations of a
particular district. Includes the servicing of company vehicles, shop equipment, and machinery used on job
sites.
1. Essential Duty (40%): Maintenance of Equipment
Tasks: Keep a log of all maintenance performed on equipment. Replace parts and fluids according to
maintenance schedule. Regularly check gauges and loads for deviances that may indicate problems with
equipment. Perform nonroutine maintenance as required. May involve limited supervision and training ofoperators performing maintenance.
2. Essential Duty (40%): Repair of Equipment
Tasks: Requires inspection of equipment and a recommendation that a piece be scrapped or repaired. If
equipment is to be repaired, mechanic will take whatever steps are necessary to return the piece to
working order. This may include a partial or total rebuilding of the piece using various hand tools and
equipment. Will primarily involve the overhaul and troubleshooting of diesel engines and hydraulic
equipment.3. Essential Duty (10%): Testing and Approval
Tasks: Ensure that all required maintenance and repair has been performed and that it was performed
according to manufacturer specifications. Approve or reject equipment, as being ready for use on a job.
4. Essential Duty (10%): Maintain Stock
Tasks: Maintain inventory of parts needed for the maintenance and repair of equipment. Responsible for
ordering satisfactory parts and supplies at the lowest possible cost.
Nonessential Functions -Other duties as assigned.
Sample of Job Description
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