Chapter 4: HR Planning, Job Analysis & Design - HRM

Tasks

Coordinated and aggregated series of work elements used to produce an output (e.g., a unit of production or service to a client).

Core Job dimensions of the Job characteristics model (5) for Job Enrichment.

Core job dimensions. - Skill variety - Task identity - Task significance - Autonomy - Feedback

Point evaluation system

(cf. Hay system) A job evaluation method that usually includes 3 (or 4) compensable factors: - Know how (input) - Problem solving (process) - Accountability (contribution, output, results) - Working conditions (only for manual jobs).

Actions possible with a surplus of employees

- Attrition - Early retirement - Demotions - Layoffs - Terminations

What are techniques that can be used to forecast demand of employees?

- Expert estimates (Delphi technique, Nominal Group Technique) - Trend projections - Statistical modeling - Unit-demand forecasting

3 of the more popular quantitative techniques to provide systematic information about what job duties are being accomplished and what KSAO are needed to perform the job. (Quantitative methods)

- Functional Job Analysis - Position analysis questionnaire - management position description questionnaire.

Actions possible with a shortage of employees

- Work overtime - Training and promotions (if need highly skilled) - Recruitment - Part-time workers - subcontractors - independent professionals

Management Position Description Questionnaire (MPDQ)

A checklist of 208 items related to the concerns and responsibilities of managers across most industries. To systematically analyze managerial jobs.

Delphi Technique

A decision-making technique in which group members do not meet face-to-face but respond in writing to questions posed by the group leader. Elicits expert estimates from a number of individuals in an iterative manner - estimates are revised by each individual based on knowledge of the other individuals' estimates.

Functional Job Analysis (FJA)

A job-analysis approach that utilizes an inventory of the various types of work activities that can constitute any job. It creates a common language for accurately describing a large number of jobs in ways that can be reliably reproduced by other experts. < 1940s. Developed as a mechanism for improving the classification of jobs contained in the Dictionnary of Occupational Titles.

Job Analysis

A systematic process of gathering, documenting, and analyzing information about the content, context, and requirements of a job.

Job Specification

A written explanation of the knowledge, skills, abilities, and other characteristics (KSAOs) necessary for effective performance on a given job. It is a guidance for recruitment and selection.

Job enlargement

Attempts to increase satisfaction by giving employees a greater variety of things to do. The expansion of work is considered horizontal. (not more responsibility or decision making authority).

An organization chart

Chart that presents the relationship among departments and units of the firm. The line functions and staff functions are also spelled out. Shows information abut the number of vertical levels in the organization, formal reporting relationships that exist,...

A process chart

Chart that shows how a specific set of jobs are related to each other. Shows the flow of activities and work necessary to produce a desired product or service.

Position

Consists of the responsibilities and duties performed by an individual. There are as many positions in an organization as there are employees.

A competency

Defined as an underlying characteristic of a person that contributes to successful job and organizational performance. "Underlying characteristic of an individual that is causally related to criterion-referenced effective and/or superior performance."

Job evaluation

Determining the relative worth of jobs in a company, mainly for compensation purposes. - Ranking - Job classiffication / Job grading - Point system (eg. Hay-system)

Possibilities to enhance work-life balance with job design

Flexible work arrangements: - Job Sharing - Flextime - Telecommuting

Job

Group of positions that are similar in their duties, such as computer programmer or compensation specialist.

Job family

Group of two or more jobs that have similar duties.

Nominal Group Technique

Individual generation of estimates is followed by group brainstorming sessions in the hope of generating one group decision that is preferred over any of the individual decisions.

A motivational approach to Job Design

Job Enrichment designs jobs in a way that help incumbents satisfy their needs for growth, recognition and responsibility. (expand vertically). < Frederic Herzberg's two factor theory of work motivation. Employees will be motivated by jobs that enhance their feelings of self-worth.

Multimethod Job analysis approach

Job analysis that combines interviews, on-site observation, task surveys, and statistical analysis of the survey responses.

A skills inventory

Similar to Management inventory. Database to note what kind of skills, abilities, experiences, and training the employees currently have. In simple form it's a list of names, characteristics and skills of the people working in the organisation. 2 methods to gather data for the database: interviews and questionnaires

Human Resource Information System

a computerized system for gathering, analyzing, storing, and disseminating information related to the HRM process. It is an integrated approach to acquiring, storing, analyzing and controlling the flow of information throughout the organization.

attrition

a gradual reduction or weakening; a rubbing away. In HR: Not replacing those who retire or quit.

Position Analysis Questionnaire (PAQ)

a standardized job analysis questionnaire containing 195 questions about work behaviors, work conditions, and job characteristics that apply to a wide variety of jobs. In 2005 e-version: more dimensions and 300 items.

Human Resource Planning

is both a process and a set of plans. It is how organizations assess the future supply of and demand for human resources. Determines the numbers and types of employees to be recruited into the organization or phased out of it. It helps answer the question: Will we have the right people for the right jobs at the right time?

Competency modeling

is the process of identifying key characteristics that not only lead to successful job performance but also support the organization's culture, goals, and strategies. Helps the organization pursue long term goals by developing training programs and performance mngmt systems linked to it.

KSAOs

knowledge, skills, abilities, and other characteristics

Methods for collecting Job Analysis data (5) (Qualitative methods)

1) Observation 2) Interviews 3) Questionnaires 4) Job incumbent diaries or logs. 5) Multimethod

How is Job analysis tied to HRM programs and activities? (4)

1) Recruitment & Selection (help hire right person for a job) 2) Training and career development (build effective programs) 3) Compensation (tied to level of responsibilities of job) 4) Strategic planning (helps change, eliminate, restructure work processes)

4 ways to use Competency models in HR

1) Recruitment & selection: Have JD in 'behavior' terms -> guide the interview and selection. 2) Performance mngmt: criteria to observe in performance mngmt 3) Training: customize and evaluate training delivery. Target trainings that are needed. 4) Career development: develop learning programs. Guide career readiness and dvlmpt of employees.

4 phases in HR planning

1) Situation analysis and Environmental scanning 2) Forecasting Demand of employees 3) Analysis of the supply of Human resources 4) Development of plans of action

Scientific Management and Mechanistic approach to Job Design

F. Taylor's use of Job Design is an example of the rational approach that focusses more on productivity than on satisfaction. Dissatisfaction of employees led to Job enlargement (horizontal).

Job Analysis Information Format (JAIF)

Questionnaire that can provide the basic information for use with any job analysis method. Answers can be used to specifically structure the data collection technique. (Provides the CORE information).

Strategic Planning

Refers to an organization's decision about what it wants to accomplish (its mission) and how it wants to 3go about accomplishing it.

Job Description

The principal outcome of a job analysis. It represents a written summary of the job as an identifiable organizational unit. Usually includes: - Job title - Summary - Equipment - Environment - Activities