HRM REVIEWER 1 (Chapter 2: JOB ANALYSIS)

Position Analysis Questionnaire (PAQ)

An example of job analysis method.

Position, Job, Occupation, Job Analysis, Job Description, Job Specification, Job Classification, Evaluation, Tasks, O*net, Functional Job Analysis, Position Analysis Questionnaire (PAQ)

Different Job Terms

Determining the rate of compensation

Job analysis information is also essential for estimating the value of and appropriate compensation for each job. This is because compensation usually depends on the job's required skill and educational level, safety hazards, degree of responsibility, and so on, all of which are assessed through job analysis.

Training

Job analysis information is used to design training and development programs because the analysis and resulting job description show the skills and therefore the kind of training that is required.

Job title and location, Organizational relationship, Relation to other jobs, Job Summary, Information concerning job requirements

SPECIFIC INFORMATION PROVIDED BY JOB ANALYSIS

Examine the total organization and the fit of each job, Determine the purpose of JA, Select job to analyse, Collect data by using acceptable JA techniques, Use information from Steps 1-6 for Job Design, Planning, Selection and Training, Recruitment, Performance Appraisal Compensation, etc., Prepare Job Specification, Prepare Job Description

STEPS IN CONDUCTING JOB ANALYSIS

Job identification

The identification section includes such information as job title, department, division, plant and code number of the job.

Employee recording/use of log book

This is a recording by job incumbents of job duties, frequency of the duties, and when the duties are accomplished.

Working Conditions

a list of the general working conditions involved with the job, location of the job, and other relevant characteristics of the immediate work environment such as hazards and noise levels

Personal characteristics

an individual's traits such as tact, assertiveness, concern for others, etc.

Job Summary

condensed explanation of the content of the job.

Authority of incumbent

defines the limit of the jobholder's authority, including his/her decision-making authority, direct supervision of other personnel, and budgetary limitation.

Relation to other jobs

describes and outlines the coordination required by the job.

Job Status

full-time/part-time including salary.

Job

group of positions that are similar in their duties. In some instances only one position may be involved, for simply because no other position exists.

Job Classification

grouping of jobs on some specified basic such as kind of work or pay. It can refer to a grouping by any selected characteristics but preferably used most often in connection with pay and job evaluation.

Occupation

groups of jobs that are similar as to kind of work and are found throughout an industry. An occupation is a category of work found in many firms.

Technical requirements

include criteria such as educational background, related work experience, and training.

O*net

online resource which has replaced the Dictionary of Job Titles; list of job requirements for a very large number of jobs.

Job Description

organized, factual statements of the duties and responsibilities of a specific job.

Credentials

proof or documentation that an individual possesses certain competencies

Job Evaluation

systematic and orderly process of determining the worth of a job in relation to other jobs.

Ability

the capability needed to perform non- motor tasks such as communication abilities.

Skills

the capability to perform a learned motor task such as word processing skills

Information concerning job requirements

usually provides information about machines, tools, materials, and working condition. It varies from job to job.

Job summary

A brief one or two-sentence statement describing the purpose of the job and what outputs are expected from job incumbents.

Labor relations

An attempt of an employee to add or subtract from the duties listed, as a result of job analysis, is already a violation of this standard.

Observation

Direct observation is especially useful when jobs consist mainly of observable physical activity.

Job Analysis

Is conducted to determine the responsibilities inherent in the position as well as the qualification needed to fulfill its responsibilities. It is essential when recruiting to locate an individual having the requisite capabilities and education.

Performance appraisal

It involves comparison of actual versus planned output. Job analysis information is used to identify the standards and performance objectives and specific activities to be performed against which employees are evaluated. It is used to acquire an idea of acceptable level of performance for a job.

How much time is taken to complete basic task, How are tasks grouped together into a job, How can a job be designed so that employee performance can be improved, What kind of skills is needed to perform a given job, What kind of person is best suited to perform a certain

Job Analysis provides information in several cases including the ff:

Interview

Job analysis information can be obtained by interviewing the job incumbent or by group interviews with group of employees doing the same job or by interviewing the supervisor who is knowledgeable about the job.

Recruitment and selection

Job analysis information is useful when searching for the right person to fill the job. It helps to seek and find the type of people that will contribute to and suit the needs of the organization.

Interview, Observation, Questionnaires, Employee recording/use of log book

METHODS USED IN JOB ANALYSIS

JobStreet Philippines

New Jobs and Hot Jobs for the 21st Century New job description are appearing with increasing frequency. A cursory scan of company openings being advertised in _______, an online recruitment center, gives a sense of what is happening in the job market. Of more than 700 positions listed on the site, there are several new titles including chart/board coordinator, configuration manager, device driver engineers, network administrator, network engineer, page publisher, web developer and web publisher, java programmer, e-business manager, and e-consultant to name a few. The internet has changed the way people do things. More online shopping, for example, means more job in package delivery services. With more young people online, the Internet also seen as a key venue for reaching the coveted youth market. Those who seek work in e-commerce would be wise to seek out hot sectors such as the wireless and after optics industries, writes Dori Jones Yang in U.S. News and World Report. Wireless services, in fact, is one of the world's hottest sectors, according to Employment Review Online. Rapid advances in computers and telecommunications technology are the main drivers behind the emergence of new job titles. An "auditor" is now called an "e-commerce accountant." In the Philippines, a number of major private and government agencies have already employed web designers, content producers, and other Internet professionals.

Working relationship, responsibilities and duties performed

Relationship statement shows the jobholder's relationship with others inside and outside the organization.

Knowledge, Skills, Ability, Personal characteristics, Credentials, Technical requirements

The information contained in a job specification usually includes the following basic criteria:

WRITING THE JOB SPECIFICATION

The job specification uses the job description to define the kind of human traits and experience required to do a specific job well. It shows what kind of person to recruit and for what qualities that person should be tested. Job specification identify the minimum acceptable qualifications required for an employee to perform the job adequately . The job specification may be a separate section on the job description, a separate document entirely, or at the concluding part if the job description.

Career planning and development

The movement of individuals into and out of positions, jobs, and occupation is a common procedure in organizations.

Preparing the job description and writing the job specifications

The result of job analysis a complete description that contains job summary, the job duties and responsibilities, machine and equipment used, and some indications of the working conditions. It is also used to describe the individual traits and characteristics required in performing the job well.

Safety

The safety of a job depends on the proper layouts, standards, equipment, and other physical conditions.

Questionnaires

The use of questionnaires is usually the least costly methods for collecting large amount of information in a short period of time.

Preparing the job description and writing the job specifications, Recruitment and selection, Determining the rate of compensation, Performance appraisal, Training, Career planning and development, Safety, Labor relations

USES OF JOB ANALYSIS INFORMATION

Date written, Job status, Job identification, Job summary, Working relationship, responsibilities and duties performed, Authority of incumbent, Competency requirement, Working Conditions

WRITING THE JOB DESCRIPTION The original purpose of job description is to establish the level of difficulty of a specific position for the purpose of establishing pay levels.

Functional Job Analysis

a task-based or work-oriented technique describing the work performed.

Job Specification

a written explanation of their minimum acceptable human qualities necessary for effective performance of a given job.

Knowledge

body of information one needs to perform the job

Organizational relationship

brief explanation of the number of persons supervised (if applicable) and job title of the position supervised. It also reflects supervision received.

Position

consists of the responsibility and duties performed by an individual. There are as many positions in a firm as there are employees

Tasks

coordinated and aggregated series of work elements used to produce an output.

Competency requirement

education and experience including special skills required to perform a given job.

Job Analysis

the procedure used for determining/collecting information relating to the operations and responsibility of a specific job. The end result of this analysis is job description and job specification.