HRMT300 lecture Job Analysis

Revision

•_{Lecture 1 – Evolution of HRM}

•_{The stages that HRM went through to become what} it is

•_{Lecture 2 – Overview of HRM}

Job Analysis

Objectives

•

_{By the end of this lecture, students should;}

•

_{Have a clear understanding of what job}

analysis is

•

_{Know the main elements of job analysis}

•

_{Know who can do job analysis}

•

_{Have an idea about the uses of job analysis}

information

What is Job Analysis

?

•

_{Job analysis is the procedure through which one}

determines the duties of a position and the

characteristics of the people to hire for them

(Dessler, 2008).

•

_{It is the systematic gathering and organisation of}

information concerning jobs. It identifies the tasks,

duties and responsibilities of a particular job

(Gomez-Mejia et al., 2007)

•

_{The process of determining work activities.}

•

_{Specifically, job analysis is the systematic process of}

examining, collecting data/information,

documenting and drawing inferences /making

What is Job Analysis?

(Contd.)

•

_{A thorough job analysis provides information}

about the tasks employee performs, the

conditions under which they are performed and

the competencies needed to perform the tasks.

•

_{This information enables organizations to carry}

out HR activities such as personnel selection,

performance appraisal and training and

What is Job Analysis? (Contd.)

•

_{The written outcome of the process of job}

analysis are:

•

_{Job description}

•

_{Job specification}

and sometimes

Job evaluation

Elements of Job Analysis

(Job Description, Job Requirement & Job Evaluation)

1. Job description

is concerned with the

responsibilities of a job.

•

_{Specifically, what the worker or employee does}

on the job. That is, the various tasks making up a

job.

•

_{It is a brief summary of the various tasks the}

Elements of Job Analysis

(Job Description, Job Requirement & Job Evaluation) (Contd.)

•

_{Job descriptions serve as the basis for many HR}

activities including personnel selection, appraisal

and training.

•

_{Job description is derived from job analysis}

(Aamodt, 2007).

Elements of Job Analysis

(Job Description, Job Requirement & Job Evaluation)(Contd.)

2. Job Requirement / Job Specification / Person Specification

_{Job Requirement is the minimum qualifications i.e.}

knowledge, skills, abilities and other characteristics

(KSAOs) that are required or needed to perform the task/job.

KSAOs are

_{Knowledge: is a body of ideas needed to perform a}

task

_{Skill : is the proficiency to perform a learned task} _{Ability: is a basic capacity for performing a wide}

Elements of Job Analysis

(Job Description, Job Requirement & Job Evaluation) (Contd.)

•_{Other characteristics: include personal factors -}

personality, interest, willingness, motivation, and such tangible factors as academic qualification/degrees, and years of relevant working experience.

Elements of Job Analysis

(Job Description, Job Requirement & Job Evaluation) (Contd.)

3. Job Evaluation

•

_{Determining the monetary value or worth of a}

job/ position/job title,

•

_{That is, it is the process of determining pay or}

What is work/job? (Contd.)

NOTE THAT;

•

_{The responsibilities of a worker can be}

•

_{Increased (}

_{job enlargement}

_{) or reduced (}

_job

simplification

)

There is also job enrichment

•

_{Job enrichment}

_{increases the responsibility of}

the workers and give them more autonomy

control and intrinsic satisfaction.

Who conducts Job Analysis?

•

_{A job analysis is conducted by}

•

_{Industrial/ Organisational psychologists}

•

_{Well trained consultants with extensive}

experience.

•

_{Trained HR personnel, supervisors, job}

incumbents/ current employees.

(If job incumbents and or supervisors are used it

is essential that they be well trained in job

Methods of Job Analysis Data

Collection



_{The most common methods of job analysis}

data/information collection include the

following: (Milkovich & Glueck, 1985).



_{Questionnaires and Interviews}

_{: Using}

standardized form, jobholders and /or

supervisors describe the work. The use of

questionnaires can be combined with individual

or group interviews. Responses are analysed.



_Diary:

_{Job holders record activities as they are}

Methods of Job Analysis Data

Collection (Cont.)

•

_Observation

_{: Analysts records while watching}

the work being done by one or more job holders.

•

_Checklist:

_{Job holders and/or supervisors check}

Class Discussion

•

_{Compare and contrast Human Resource Planning}

Job Analysis Process

•_{Generally, five steps are involved in the job analysis} process:

•_{1. Determine the job to be analysed}

•_{2. Determine methods to adopt in analysing the job} •_{3. Examine the recorded data}

•_{4. Define and formalise new methods and} performance standards for the job

Job Analysis Process (Contd.)

Step One: Determining the Job to be analyzed

•

_{The factors that determine which job will be analyzed}

and whether job analysis will be concurrent (all jobs

analyzed at approximately the same time) or sequential

(job analyses conducted in different stages over time):

•

_{The degree to which the selected job is central or}

critical

•

_{The availability of job analysts and other resources,}

and

Job Analysis Process (Contd.)

Step Two: Determining methods to analyse the

job

The selection of the most appropriate job

analysis methods are based on the following:

•

_Cost

•

_Time

•

_Flexibility

Job Analysis Process (Contd.)

Answer are sought from the following questions; •_{What is the purpose of the job?}

•_{Why does it exist?}

•_{Where is the job physically performed?}

•_{Are there compelling reasons why it must be} performed there?

•_{What is the sequence of behaviours required for} successful job performance?

•_{Who performs the job: employee specifications; are} they optimal or below that?

Job Analysis Process

(Contd.)

Step Four: Defining and formalising new methods and performance standards

•_{The job analyst recommends new methods and} performance standards for the job in order to improve on current practices.

Job Analysis Process (Contd.)

Step Five: Maintaining new methods and performance standards

•_{This is usually done by ensuring that these new} methods/standards for performance are put into practice.

•_{Any of the following channels could be used:} •_{Communication and training}

•_{Supervisory reinforcement (coaching, modeling,} reinforcing successful performance of the new job methods)

Uses of Job Analysis

data/information

_{Job analysis is the foundation for almost all human}

resources (HR) activities in organizations. This is

because the information about the work performed serves many purposes.

_{Writing job description. Job analysis enables us to}

generate and write job descriptions.

_{Determining job requirements. Job analysis enables}

Why Analyze jobs? /Uses of Job

Analysis data/information

(Contd.)

Determining the ‘value’/ monetary value / worth of a job. That is, it is concerned about determining salaries for various jobs. Job analysis is often a first step in

evaluating jobs for pay/compensation, remuneration purposes.

•_{Job Classification}

Job analysis enables us to classify jobs into groups based on similarities in duties (job descriptions) and

requirements (qualifications). Job classification is especially useful for determining pay levels. For

example, clerical jobs; managerial jobs, secretarial jobs, etc. Job classification is also useful for determining

Why Analyze jobs? Uses

of Job Analysis

data/information (Contd.)

_{Test development, selection & validation.}

Job analysis enables us to chose or develop tests that are valid, that is, tests that measure and predict work-related performance.

_{Job-related interviews & recruitment/selection}

Job analysis enables trained interviewers to know job requirements/job specifications, that is, what

requirements are necessary for success on the job. This can allow the interviewer to better assess the fit between the candidate and the job, and make

Why Analyze jobs?/Uses of Job Analysis data/information

(Contd.)

•_{Training programs}

Job analysis generates lists of job activities that can be used as basis for designing effective training

programs for employees.

ie., job analysis permits training programs to be tailored to job requirements /actual qualifications required to perform the job.

•_{Performance Appraisal/Evaluation}

Job analysis information enables us to do employee performance appraisals/evaluations that are job

Class Discussion

Challenge of Job Analysis

(Contd.)

•_{1. Job analysis is neither updated nor reviewed regularly} • _{2. Job description or specification can be too vague}