HRM Chapter 4 (Job Analysis)
Surveys
Can create your own or buy one such as the (PAQ) Can assess task statements for importance or frequency Most commonly used-efficient! Anonymous and more objective Bad questions can be problematic
Standard Occupational Classification (SOC)
Classifies all workers into one of 23 major groups of jobs that are subdivided into minor groups of jobs and detailed occupations.
Diary/log
Daily listings made by workers of every activity in which they engage along with the time each activity takes.
Job specification
Describes who you'd want to hire for the job
Competency-based job analysis
Describing the job in terms of measurable, observable, behavioral competencies that an employee doing that job must exhibit to do the job well.
Job specification
Detailed summary of the qualifications needed to perform the essential job tasks
Job description
Ensures jobs are clearly defined
Department of Labor (DOL) Procedure
Experts at the U.S. Department of Labor put together a Dictionary of Occupational Titles which contained detailed information on virtually every job in America
DO
Focus on key tasks
Indirect observation through video
Good for dangerous jobs Get permission/consent
Job description
Helps for basic HR functions (coordinate HR functions and easily communicates JA info to others
DO
Include a disclaimer
DON'T
Include minor tasks not unique to a specific job
Interview
Individuals or focus groups Gets richest data, but must be analyzed and synthesized Time-consuming and expensive Identifiable
Human Behaviors
Information about human behaviors the job requires, like sensing, communicating, lifting weights, or walking long distances.
Job context
Information about such matters as physical working conditions, work schedule, incentives, the number of people with whom the employee would normally interact.
Work activities
Information about the job's actual work activities, such as cleaning, selling, teaching, or painting. This list may also include how, why, and when the worker performs each activity.
Performance standards
Information about the job's performance standards (in terms of quantity levels for each job duty, for instance).
Machines, tool, equipment, and work aids
Information regarding tools used, materials processed, knowledge dealt with or applied (such as finance or law), and services rendered (such as counseling or repairing).
Human requirements
Information such as knowledge or skills (education, training, work experience) and required personal attributes (aptitudes, personality, interests).
DON'T
JD: Base the job description on the KSAOs or interests of incumbents alone
DONT
JD: Use narrative form
Job description and job specification
2 Key documents:
STEP 1: Determine what kind of data to collect STEP 2: Determine who/where to collect the data from STEP 3: Determine data collection method STEP 4: Collect and analyze the data
4 STEPs to conducting the job analysis
1. Observation 2. Work sample 3. Work diary 4. Interview 5. ______ 6. Perform the job 7. Background records
7 Data Collection Methods
STEP 1: Perform the job analysis STEP 2: Establish the essential functions STEP 3: Organize the data concisely STEP 4: Add disclaimers STEP 5: Finalize for approval
SHRM 5 steps for building a job description:
Job description
Systematic, detailed summary of tasks, duties, and responsibilities
Job rotation
Systematically moving workers from one job to another.
Job specifications
A list of a job's human requirements, that is the requisite education, skills, personality, and so on-another product of a job analysis.
Job requirements matrix
A more complete description of what the worker does and how and why he or she does it; it clarifies each task's purpose and each duty's required KASOs.
Position Analysis Questionnaire (PAQ)
A questionnaire used to collect quantifiable data concerning the duties and responsibilities of various jobs.
1. Figure out why you're analyzing the job 2. Collect Background info (O*NET0 3. Collect task info 4. Collect KSAO info 5. Analyze in a KSAO/Task matrix 6. Write description/specification
A typical job analysis
Process chart
A workflow chart that shows the flow of inputs to an outputs from a particular job.
DO
Write an accurate, concise and complete description
DON'T
Write the job description as a guide of how to do the job
KASO/Task matrix
displays the relationships between each task and KSAOs required to perform them.
Performance Standards
should specify how much, how accurately, etc.
Performance Standards
-HR doesn't understand what's needed, so need to be collected by someone who does -Not always collected in job analysis, but should be due to its usefulness in various HRM functions.
Organization chart
A chart that shows the organization wide distribution of work, with titles of each position and interconnecting lines that show who reports to and communicates with whom.
Workflow analysis
A detailed study of the flow of work from job to job in a work process. (Decides if a job should even exist)
Job descriptions
A list of a job's duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities-one product of a job analysis.
DO
Refer to titles rather than people
Job enlargement
Assigning workers additional same-level activities
DO
Base the description on needs
DO
Be careful with "may" or "occasionally" tasks
Work Diary
Better for longer, non-repetitive jobs Good for knowledge-based work Hard to do for participants Can be inconsistent and inaccurate (self-report bias and inconsistent work requires longer diary)
KASO/Task matrix
Critical to forming job description and specification later on.
Job title/code FLSA status Job summary Essential functions & performance standards Supervision received/given Job context if unusual Date and revision info Disclaimer
Job description contains: (8)
-Job title/code -Job summary -KSAOs required -Date and revision info
Job specification contains: (4)
Discrimination, Recruiting and selection
Job specification is used mostly for staffing:
Job requirements matrix
KASO/Task Matrix is also referred to as...
Job analysis
LOTS of info comes out of a proper job analysis
Performance Standards
Levels of acceptable performance for each essential job duty
1. Job identification 2. Job summary 3. Responsibilities and duties 4. Authority of incumbent 5. Standards of performance 6. Working conditions 7. Job specification
Most job descriptions contain sections that cover: (7)
Job description
Not required by law but helps
Business Process Reengineering
Redesigning business processes, usually by combining steps so that small multifunction process teams using information technology do the jobs formerly done by a sequence of departments.
Job enrichment
Redesigning jobs in a way that increases the opportunities for the worker to experience feelings of responsibility, achievement, growth, and recognition.
Work sample
Observe samples of critical job tasks Best when job or is repetitive and short cycle
O*NET
Online job description information
Background records
Org charts Training manuals Previous job descriptions Payroll or production records
Talent Management
The goal-oriented and intergraded process of planning, recruiting, developing, managing, and compensating employees.
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.
Work activities, Human Behaviors, Equipment used, Performance standards, Job context, Human requirements
The supervisor or HR specialist normally collects one or more of the following types of information via the job analysis: (6)
Perform the job
Time consuming Possible safety risks Assumes skills to perform the job
DO
Use action-orientated task statements
DO
Use factual, impersonal tone
Job analysis
Used for many different purposes in HRM
Performance Standards
Useful for performance appraisals, setting compensation, determining training needs
Observation
Watch someone actually perform the job Best for repetitive, short cycle job tasks Best for manual jobs, not good for knowledge-based work
Task statement
Written item that shows what the worker does on one particular job task; how the worker does it; the knowledge, skills, and aptitudes required to do it; and the purpose of the task.