Faculty of Technology
Wayamba University of Sri Lanka
EMGT 3212 - Human Resource Management
JOB ANALYSIS
Prof. MMDR Deegahawature
B.Sc. (Bus.Ad.) Sp, MBA (Col), MBA (AIT), PhD (HUST), MIM, MAA
Department of Industrial Management
Faculty of Applied Sciences
Wayamba University of Sri Lanka
Wrap up Session
In last lesson we:
– Explained the term Job Design and its importance
– Understood job design techniques & evaluate them
– Described efficiency and behavioral elements of Job Design
– Recognized the need of both efficiency and behavioral
elements in job designing
– Defined the concept of employee/ job fit
– Explained alternative work schedules
– Improved the ability to advise a firm to improve current
jobs
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 3
Learning Objectives
On the successful completion of this lesson,
participants will be able to:
– Define Job Analysis
– Explain its importance
– Link Job Analysis and other HR functions
– Describe the Job Analysis Process
– Identify behavioral problems of Job Analysis, and how to
settle them
– Evaluate Job Analysis endeavors of a firm, and advise to
improve current Job Analysis Programs
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 4
Define – Job Analysis
The procedure for determining the duties and skill
requirements of a job and the kind of person who
should be hired for it
A systematic investigation of job and job holder
characteristics in order to create a collection of
information that can be used to perform various HRM
functions
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 5
Importance and Uses of Job Analysis
Reward Mgt.
Performance Career Pl. &
Evaluation Develop.
Health &
HR Planning
Safety Mgt.
Job
Analysis
Recruitment Job Design
Labor
Selection
Training & Relations
Develop.
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 6
Importance and Uses of Job Analysis
Provide knowledge about the jobs in the organization
Help carry out other HRM functions
Significant link between
– Job Analysis and business performance
– Job Analysis and competitive advantages
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 7
Homework
Select any six (6) functions from previous figure.
Describe how job analysis helps perform each of those
functions.
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 8
Process of Job Analysis
1. Acquiring general familiarity with the organization
2. Identify and select job/s to be analyzed
3. Develop Job Analysis check list
4. Collect data
5. Apply Job Analysis data
6. Evaluate Job Analysis effort
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 9
1. Acquiring General Familiarity with the
Organization
Analyst will study:
– Mission, goals, and objectives
– Strategies
– Structures
– Inputs (people, material etc.)
– Output (goods and services)
Documents help in this step:
– Strategic plan
– Annual reports
– Organizational chart
– Process charts
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 10
2. Identify and Select Job/s to be
Analyzed
Ideally, each job needs to be analyzed
But, it may be time consuming and costly
Some organizations gives priority for more important
jobs
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 11
3. Develop Job Analysis Check List
Job analyst may develop checklists or questionnaires
(Analysis Schedules): a special form used to collect
data about job and job holder
Some items include:
– Job identification data
– Duties and responsibilities
– Human characteristics (knowledge, skills, attitudes etc.)
– Working condition
– Health and safety conditions
– Performance standards, etc.
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 12
3. Develop Job Analysis Check List
– Job identification
• Job title
• Location of the job (Department, section, units, etc.)
• Supervisor to report
• Who report to who (nature of their jobs and objectives)
• Next higher job in hierarchy
• Immediate lower job(s) in the hierarchy
– Job Summary
• General purpose of the job
• What and how to do
– Duties
• Primary duties and allocated time
• Other duties and allocated time
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 13
3. Develop Job Analysis Check List
– Education
• Level of essential education to perform job
• Desired (preferred education) qualification
– Experience
• Whether experience is needed
• Nature and duration of experience
– Special Skills (Mental and Physical)
• Mental: Predicting; Analysis/ analytical; Conceptualizing;
Creative: Judgment; Arithmetic etc.
• Physical: Hearing, Vision, Tasting, Height, etc.
– Working Condition
• Working hours; travelling involved; Shift work, etc.
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 14
4. Collect Data
Methods for data collection
– Observation
– Interview
– Jury Experts/ Technical Conference
– Questionnaire
– Employee Log
– Participation
– Combination
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 15
5. Apply Job Analysis Data
Used to prepare two documents: Job Description and Job
Specification
Each job has a unique Job Description and Job
Specification
Job Description:
– A document that describes duties and responsibilities,
working conditions and other aspects of a job
– It briefly describes (i) What is done, (ii) Why it is done,
(iii) Where it is done, (iv) How it is done
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 16
5. Apply Jab Analysis Data
Sample Job Description
Job Title
Class/ Grade
Location of the Job
Department
Supervise Received
Supervise Given
Basic Purpose
Job Accountabilities
Job Result
Development Opportunities :
Prepared By : Date :
Approved By : Date :
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 17
5. Apply Jab Analysis Data
Job Specification:
– A document that specifies key qualifications, an individual
needs to perform a job
– Describes capabilities needed by the ideal job holder to
perform a job successfully
– Describes the profile of the person required for the job and
includes:
• Knowledge and Education
• Skills
• Experience
• Special mental requirements and qualities
• Special physical requirements and qualities
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 18
5. Apply Jab Analysis Data
Sample Job Specification
Job Title
Class/ Grade
Location of the Job
General Qualification Requirements
Knowledge, Skills, Abilities
Other Related Information
Prepared By : Date :
Approved By : Date :
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 19
6. Evaluate Job Analysis Effort
Assesses the degree of success of previous steps
Update job description and job specification in a regular
interval or after significant changes in jobs
Some points to look on in evaluation:
– Is job description sufficient to describe the job?
– Is job specification sufficient to describe ideal job holder?
– Are there job description and specification for all the jobs in the
organization?
– Are they used to perform the HRM functions adequately?
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 20
Behavioral Problems in Job Analysis
Employee fear
– Creativity and flexibility may be limited; About purpose of
Job analysis
Resistance to change
Overemphasis on current incumbent
Managerial straight-jacket
Job inflation (value appreciates thus expect higher
rewards)
Common solution: Reviewing Job Description and
Specification during the Performance Evaluation
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 21
What we have done…
In this lesson we:
– Defined Job Analysis
– Explained its importance
– Linked Job Analysis and other HR functions
– Described the Job Analysis Process
– Identified behavioral problems of Job Analysis how to
settle them
– Learnt to do a Job Analysis and advise a firm to improve
current Job Analysis Programs
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 22
Points to Think of…
Advantages and disadvantages of methods of data
collection
How to distinguish between job description and job
specification
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 23
Question
“The output of job analysis is significant to perform
other HR functions”.
Briefly discuss by highlighting three (3) such
functions.
EMGT3212 Human Resource Management - Prof. MMDR Deegahawature, Dept. of IMGT, FAS, WUSL 24
