Job Analysis – What is it and how
is it used?
The procedure for determining the duties
and skill requirements of a job and the kind
of person who should be hired for it.
What is a Job?
• Job Job
Job
– A group of related activities and duties
• Position
– The different duties and responsibilities
performed by only one employee Job
Job Job
Job Job
Job
• Job Family
– A group of individual jobs with similar
characteristics
Job Analysis
• Analyze the job, not the person doing the job
• KSAs-the three key elements of job analysis
– Knowledge
– Skills
– Abilities
JOB ANALYSIS
TWO BASIC RULES:
– We will not analyse the strengths and weaknesses
of the incumbent holding the job
– We will analyse the value contribution of the job
to the organisation, as if it is being performed at
the normal level
Job Analysis is therefore about
• Jobs not people
• Facts not judgement
• Analysis not lists
• Jobs as they are now
Job Analysis
• DEFINITION:- A job may be defined as an
assignment of work calling for a set of
duties, responsibilities and conditions that
are different from those of other work
assignments.
Job Analysis
• Job analysis is a systematic investigation of the tasks,
duties and responsibilities necessary to do a job.
• Job analysis is the process of collecting job related
information.
Contents of job analysis
• Job identification – its title, including its code number ·
• Significant characteristic of a job – its location, physical setting,
supervision, union jurisdiction, hazards and discomforts.
• Materials and equipments – metals, plastics, grains, yarns milling
machines, punch presses and micrometers.
• Job performance- lifting, handling, cleaning, washing, feeding,
removing, drilling, driving, setting up and many others.
• Required personnel attributes – experience required, opportunities
for advancement, patterns of promotion, essential cooperation,
direction or leadership from and for a job.
Types of Job analysis Information
Work Activities:
Machines, Tools, Equipments and Work
Aids used
Personal requirements
Job context
Objectives/Purpose of Job Analysis
Process of Job analysis
Process of job analysis
• Organizational analysis-
– Overall picture of various jobs in the organization
is obtained through organization charts and
workflow charts
• Selection of representative positions to be
analyzed
– Not possible to analyze all jobs
– Sample jobs are only analyzed
• Collection of job analysis data
– On the characteristics of the job, required
behavior and personal qualifications needed to
perform the job effectively.
• Preparation of job description
– Describing the contents of the job in terms of
functions, duties, responsibilities and operations
etc.
Job Description
• A job description is a written statement of the duties,
responsibilities, required qualifications and reporting
relationships of a particular job.
• The job description is based on objective information
obtained through job analysis.
• Job description acts as an important resource for
– Describing the job to potential candidates
– Guiding new hired employees in what they are specifically
expected to do
– Providing a point of comparison in appraising whether the
actual duties align with the stated duties.
Example of Job Description
JOB TITLE:_____ OCCUPATIONAL CODE:
________
REPORTS TO:___ JOB NO. :
___________________
SUPERVISES:___ GRADE LEVEL:
_______________
AS ON DATE :_________
FUNCTIONS:
____________________________________________________________
__________________________________________
DUTIES AND RESPONSIBILITIES:
____________________________________________________________
__________________________________________
JOB CHARACTERISTICS:
____________________________________________________________
__________________________________________
4-21
Specimen of Job Description
Title Compensation manager
Code HR/2310
Department Human Resource Department
Summary Responsible for the design and administration of employee
compensation programmes.
Duties Conduct job analysis.
Prepare job descriptions for current and projected
positions.
Evaluate job descriptions and act as Chairman of Job
Evaluation Committee.
Insure that company’s compensation rates are in tune with
the company’s philosophy.
Cont…
Job Analysis
4-22
Specimen of Job Description
Relate salary to the performance of each employee.
Conduct periodic salary surveys.
Develop and administer performance appraisal
programme.
Develop and oversee bonus and other employee
benefit plans.
Develop an integrated HR information system.
Working conditions Normal. Eight hours per day. Five days a week.
Report to Director, Human Resource Department.
Job specification: it offers a profile of human characteristics
(knowledge, skills and abilities) needed by a person doing a job.
Job Analysis
• Preparation of job specification
– Job specification is a written statement of
personal attributes required to carry out the job
such as skills, training experience etc.
– This step involves conversion of job description
statements into a job specification.
Job specification
• Job specifications specify the minimum acceptable
qualifications required by the individual to perform the task
efficiently. Based on the information obtained from the job
analysis procedures, job specification identifies the
qualifications, appropriate skills, knowledge, and abilities and
experienced required to perform the job.
• Job specification is an important tool in the selection process
as it keeps the attention of the selector on the necessary
qualifications required for that job.
Example of Job Specification
JOB TITLE: __________________________
EDUCATION:_________________________
PHYSICAL HEALTH:
____________________________________________________________
____________________________________________________________
APPEARANCE:
____________________________________________________________
MENTAL ABILITIES: _______________________________________________
SPECIAL ABILITIES: _______________________________________________
PREVIOUS WORK EXPERIENCE:
____________________________________________________________
____________________________________________________________
SPECIAL KNOWLEDGE & SKILLS:_____________________________________
OTHER : ________________________________________________________
4-23
Specimen of job specification
Education MBA with specialisation in HRM/MA in social work/PG
Diploma in HRM/MA in industrial psychology.
A degree or diploma in Labour Laws is desirable.
Experience At least 3 years’ experience in a similar position in a large
manufacturing company.
Skill, Knowledge, Abilities Knowledge of compensation practices in competing
industries, of job analysis procedures, of compensation
survey techniques, of performance appraisal systems.
Skill in writing job descriptions, in conducting job analysis
interviews, in making group presentations, in performing
statistical computations
Ability to conduct meetings, to plan and prioritise work.
Work Orientation Factors The position may require upto 15 per cent travel.
Age Preferably below 30 years.
Job Analysis
Job Analysis: A Basic Human Resource Management Tool
Human Resource Planning
Tasks Responsibilities Duties Recruitment
Selection
Training and Development
Job Descriptions Performance Appraisal
Compensation and Benefits
Job
Analysis Safety and Health
Job Specifications
Employee and Labor
Relations
Legal Considerations
Job Analysis for Teams
Knowledge Skills Abilities
Job Analysis
• Goal
– Determine the duties and responsibilities of a
particular job
– Determine how the job relates to other jobs and the
level of importance of the job
– Determine the necessary qualifications in order to
perform the job
– Determine the working conditions associated with
the job.
Outcomes of Job Analysis
• The information obtained from job analysis is classified
into three categories.
–Job description
–Job specification
–Job evaluation
Job Evaluation
• Job evaluation provides the relative value of each job
in the organization. It is an important tool to
determine compensation administration.
• If an organization is to have an equitable
compensation program, jobs that have similar
demands on terms of skills, education and other
characteristics should be placed in the common
compensation groups.
Methods of Collecting Job Analysis
Data
• Observation
• Performing the job.
• Critical incidents
• Interview- individual & group
• Panel of experts
• Diary method
• Questionnaire
– Structured
– Unstructured
Methods of collecting job analysis data
• Job performance
– Job analyst actually performs the job in question for
getting first hand experience of factors such as physical
hazards, social demands, emotional pressures and
mental requirements
– Useful for jobs that can be easily learnt
• Personal observation
– The analyst observes the workers doing the job.
– The tasks performed, the pace at which activities are
done and working condition are observed
– Certain precautions
• Analyst must observe average working during the average
conditions
• Analyst should just OBSERVE without direct involvement
• Sample should be proper
• Critical incidents
– Job holders are asked to describe several incidents based on the
past experience
– Incidents are analyzed and classified
– Job requirements become clear once the analyst draws the line
between effective and ineffective behaviors
• Interview
– Includes asking questions from both job holders and supervisors
in individual or group setting
– Standard format of questionnaire is preferred
• Panel of experts
– Interaction with senior job supervisors and superiors
• Diary method
– Job holders are asked to keep diaries of their daily activities and
record the time spent activity.
• Questionnaire method: Types of Questionnaires
- Position analysis questionnaire (PAQ):-
- Mgt. position description questionnaire(MPDQ)- for analysing
managerial jobs
- Functional job analysis (FJA)
Thank You.
