HUMAN RESOURCE PLANNING
JOB ANALYSIS
JOB DESIGN JOB DESCRIPTION JOB SPECIFICATION COMPENSATION
JOB STANDARDS
PERFORMANCE
APPRAISAL
RECRUITMENT HUMAN TRAINING AND EQUAL
AND RESOURCE MANAGEMENT CAREER EMPLOYMENT
SELECTION PLANNING DEVELOPMENT DEVELOPMENT OPPORTUNITY
RELATIONSHIP OF JOB ANALYSIS TO HUMAN RESOURCE ACTIVITIES 1
JOB ANALYSIS
A SYSTEMIC VIEW
Job analysis is a tool used to bring
many aspects of Human Resource
Management together.
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JOB ANALYSIS cont’d
A SYSTEMIC VIEW
Another approach to job analysis is to
move beyond job descriptions and look
at job analysis from the point of view of
the Customer (internal) to determine
whether the customer is satisfied (efficiency
and effectiveness).
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JOB ANALYSIS SYSTEM JOB DESCRIPTION
-- Task -- Duties
SOURCES OF DATA
--- Responsibilities
-- Job Analyst
-- Employee JOB DATA
HUMAN RESOURCES
-- Supervisor -- Task
FUNCTIONS
-- Performance
-- Recruitment
-- Standard
-- Selection
-- Responsibilities
-- Training & Development
METHODS OF -- Knowledge
-- Performance Appraisal
COLLECTING DATA -- Required
-- Compensation Mgt.
-- Interviews -- Experience
-- Labour Relations
-- Questionnaires Needed
-- Observations -- Job Content JOB SPECIFICATIONS
-- Records -- Duties -- Skills Required
-- DOT -- Equipment -- Physical Demand
-- Diaries Needed
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JOB ANALYSIS – a definition
a) Job analysis is the process of obtaining
information about jobs by determining
what are the task, duties and
responsibilities of those jobs. It is
called the cornerstone of Human
Resource Management because the
information it collects serves so many
Human Resource Management
functions.
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JOB ANALYSIS – a definition
b) Job analysis is a process to help determine
the principle tasks, duties and responsibilities
of the job, the mental and physical
requirements of the job, the special skills
needed to perform the job and the
conditions under which work is performed.
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JOB ANALYSIS – a definition cont’d
c) Job analysis involves numerous steps and
several data bases i.e. list of job tasks,
duties, responsibilities. Knowledge, skills
and abilities are often the outcome.
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Importance Of Analysis
Job Analysis is used for:
developing job requirements
evaluating the worth of a job accurately
work force planning
recruitment/selection
setting job performance standards for
performance appraisal
job evaluation and salary administration
addressing legal requirements – salary
computation.
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Importance Of Job Analysis cont’d
Job Analysis is used for:
The result of job analysis spells out the
requirements and responsibilities of the
job. They help employees to know
what is expected from them on the job.
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Importance Of Analysis cont’d
Job analysis affects:
the organization
the job, and
the people
relationship through its link with Job
Design
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JOB DESCRIPTION AND JOB
SPECIFICATION
Once jobs have been fully analyzed
they must be described, specification
developed and standards set.
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JOB DESCRIPTION AND JOB
SPECIFICATION
The relationship among job analysis, job
descriptions, job specifications and job
standards must be identified and known.
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Job Analysis, Job Descriptions,
Job Specifications and Job Standards
Job Descriptions – Written Summaries of
the basis Tasks, Duties
and Responsibilities of
Jobs
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Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d
Job Descriptions contain three (3) basic
sections:
- Identification Section
- Job Summary
- Specific Duties and
Responsibilities
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Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d
Identification Section: Generally contains the
Job title, Department and Supervisors’ Title.
Other identification elements such as Job
number and pay grade for the job may be
included.
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Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d
Job Summary: Provides a brief overview of
the general nature of job tasks.
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Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d
Specific Duties and Responsibilities:
Provides a detailed listing of the specific
duties and responsibilities contained in
the job.
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Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d
Job Descriptions must be as accurate
as possible. Job Descriptions should
contain all the major tasks assigned to
the jobs. Accurate and complete
descriptions are necessary because
they have several important uses viz:
- Clarifying vague responsibilities and
eliminating overlapping responsibilities
between jobs
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Job Analysis, Job Descriptions,
Job Specifications and Job Standards
cont’d
- Developing job specifications
- Human Resource Planning and
Recruitment
- Orienting new employees to job duties
and responsibilities
- Developing performance standards
- Job Evaluations
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Job Specifications
Job Specifications are an important
outgrowth of job analysis and job
descriptions. Job Specifications are used
primarily for selection of qualified
employees, thus specifications should be
precise as well as job related.
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Job Specifications cont’d
They are useful in human resource
planning and training and
necessary in affirmative action
programs.
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Job Specification cont’d
Most Job Specifications list the
education, experience and general
knowledge, skills and abilities to
perform the job.
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Job Specifications cont’d
Job Specifications are summaries of the
skills, background and qualifications
necessary for an employee to perform
the job in a satisfactory manner.
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Job Specifications cont’d
Job Specification must be undertaken
with care and must ensure that the
education, experience and other
qualifications required for employees
are necessary to perform the job
satisfactorily.
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Job Specification cont’d
Job Standards represent the expected
performance for each job duty
described on the job description.
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Job Specification cont’d
Job Standards provide the employee with
performance goals to accomplish, and with
knowledge of performance expectations on
the job. Job Standards are often linked to
performance appraisals.
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USES OF JOB ANALYSIS
Job Analysis affects many personal
management activities
The selection process is designed to
find the most qualified person for the
position.
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Job Specification cont’d
The Job Specifications, then, describe the
minimum qualifications acceptable from
applicants and are often used in
advertisements of job openings.
Job analyses provide the guidelines to be
used in recruitment and selection of
qualified employees.
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SUMMARY
Job Analysis
Job Analysis is an important personnel
management activity.
Job Analysis is a systematic process for
gathering information about a job.
Job Analysis is used primarily to construct job
descriptions and job specifications.
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SUMMARY cont’d
Job Description
Job Descriptions are written summaries of the
basis tasks, duties and responsibilities of
jobs.
Job Descriptions may help to clarify vague
responsibilities, to orient new employees to
jobs, to develop performance standards and
to determine proper compensation.
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SUMMARY cont’d
Job Specification
Job Specifications describe the skills,
background and qualifications necessary
for an employee to perform the job in a
satisfactory manner.
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SUMMARY cont’d
Job Specifications are inter-related with
recruitment and selection, training,
human resource planning and career
development.
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SUMMARY cont’d
Job Analysis underlies many basic personnel
management functions and includes:
Job Design, Compensation, Human Resource
Planning, Recruitment and Selection,
Training and Management Development,
Performance Appraisal, Career Development and
Equal Opportunity Employment.
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SUMMARY cont’d
Job Analysis plays particularly important roles in
compensation systems (job evaluation), in selection
processes and in equal employment
opportunity ( development and validation of selection tests and
employment procedures).
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