NMIMS Global Access

School for Continuing Education (NGA-SCE)

Course: Essentials of HRM
1. The VP - HR manager of ‘Gyan Tutors Ltd’, an online language-teaching
website, decides to launch a new job analysis system for its employees,
across all branches. As a part of his team, you are in-charge of handling
the implementation of this new program. Discuss the scope for job
analysis in this organisation. Give some examples, in the given context.
Answer: Job analysis is the collection of data of potential job-seekers as per their
knowledge, qualifications and skills that the designated job profile requires. A
person needs to be approriate in job qualification along with his physical and
mental well-being. Any job has its own set of authority, responsibility, duties and
accountability involved with it. So, its very crucial to select right person for the
right role.

Being the incharge of handling such a large scale implementation of the program,
the preferable approach for the proceeding by will be in given format.

The purpose of job analysis is to bridge the gap between the current job profile
and the appropriate employee for it. Job analysis recruitment and selection, job
evaluation, job designing, deciding compensation and benefits packages,
performance appraisal, analyzing training and development needs, assessing the
worth of a job and increasing personnel as well as organizational productivity. The
filling of this gap has to serve various aspects beginning from selection,
orientation, training, job assigning, discharge of duties to salary fixation,
incentives and perks.

Purpose of job analysis-

 Recruitme
nt &
Selection

Training &
Performan
Developm
ce Analysis
ent Purpose
of Job
analysis
Job
Compensa
designing
tion
&
Managem
Redesignin
ent
g

Recruitment & Selection: Job analysis ascertains in selecting the right candidate
for a particular job and evaluate his performance capabilities for the discharge of
duties of given profile. It specifies the level of academic qualification, physical
well-being, emotional and mental skills and other enrichments needed in the
candidate. The basic purpose is fitting the gap with the right person.

Performance Analysis: This process carried out to keep check if the assigned
duties and carried out task are met in the set standards and time. It helps to
determine the criteria of analysis, time of occurrence and quality of content that
needs to be perfomed. The candidate has to acclaimed on the basis of his
performance and working.

Compensation Management: Job analysis assists in deciding the pay and salary
for a certain job keeping in concern the role and duties that needs to be carried
out in course of performing the task. This is done after evaluating the role and
functioning involved in particular job and its value to the company, which
specifies the worth of the employee in the organisation.

Job designing & Redesigning: Job analysis puts the best use of human brain put to
activate itself and bring out the exclusive and unique designs and concepts. It
helps in deciding the job designing, redesigning, evaluating, enriching as well as
cutting down the costs of the factors. This also enriches the satisfaction of human
and perform better.

Training & Development: Job analysis lets decide the required training, its
process, the development criteria. The preset standard and actual carry out of
activity and the lack in between, helps to assess the amount of training required
to be implanted into the employees. Training tools, content and equipments are
decided as per the requirement of the job designation.

Process of Job analysis-

 Identification of Job analysis: In order to perform a job with sincerity and

dedication, the identification of its need and technique to be opted needs
to be known by the members concerned. The time, money and energy
need to be channelized in path which leads to desired goals and objectives.
 Process of conduct- What needs to be done and who will do it are the two
main questions in the head after the roles have been identified. So, to
answer this we need to look for the preferable techniques which effective
and efficient along with the person who is capable enough to do so.
 Strategic decision making- The amount of data required, the level of
research to be carried out, the extent of employee involvement, sources of
data, technique of collecting data, processing of information and its spread
are looked through in this particular procedure of job analysis.
 Job Analysis Process- The Human resource manager here clearly transfers
his thoughts and expectations to the team about the next person to be
recruited. Here, the development of quessionaires, interviews, group
discussions, feedbacks happens to take place.
 Documentation & Verification- The collected and piled up data is here
checked deeply to be authentic in its existence. The documents needs to be
verified, true and real. This process is final checking up of the allotment of
position to the right person.
 Developing Job description- The collected data is processed into useful
information to be able to derive desired results from it. The job description
enlightens the goals, role, reponsibilities, duties, activities etc. The
application of possessed qualifications, skills and knowledge of the
 individual is here applied to serve the duties of the position designated to
him.

By following some of these steps and techniques prevailing in the selection

cycle. I may be able to extract fruitful results and accomplish the assigned task
responsibly for the betterment of the organisation and society at large.

2. Healthcare Hospitals is expanding its business from a 200-bed hospital to

an 500-bed hospital. However, it needs to gather certain information for
new job analysis. As their HR Consultant, explain in detail what
information under different categories is required for job analysis. Add
some examples for these different types of information.

Answer: In order to handle and execute such complex task, a proper research
and layout is necessary for effective implementation of set standards to actual
goals. There are several factors which need to be looked for before selecting
and recruiting the employees. This process would include placement of right
person for the roles, overcoming the hindrances, establishing effective
implementations, analysis employee performances, fixation of standards,
areas of action etc. Each and every step needs to be carried with utmost
concern and concentration.

Selecting an appropriate job analysis method depends on the structure of the

organization, hierarchical levels, nature of job and responsibilities and duties
involved in it. So, before executing any method, all advantages and
disadvantages needs to be analyzed as the data collected through this process
serves a great deal and facilitates the organizations to cope with current
market trends, organizational changes, high attrition rate and numerous daily
problems.
 Being the HR of healthcare hospitals, what I will need to look for is:

 Job Content
 Job Context
 Job Requirement

Job Content- The information about various jobs and the activities related to it
are collected. This is in concern with the activities that an employee is assigned to
perform in his course of action.

Job Context- Here, the conditions and situation in which the assigned task gets
performed are seen and analysed. The collection of information is done for
various factors like: Working conditions of employees, person to report, the risks
associated, hazards, physical well-being etc.

Job requirement- This determines the exact analysis and placement of pesons
eligibility with what the job demands and requires. Also, there are various
personal, professional and mental key-skills that are key determinant in alloting a
job to a person.

Job analysis
method

Questionnaire
Observation method
Interview method
method

Observation Method- Under this method, Direct observation, work method

analysis and critical incident technique are ways to evaluate the employee.
The job analyst will look deep into his perfomed tasks, unperformed tasks,
 approach of solving, punctuality of actions, accuracy of work and successful
implementation of knowledge to the work. Since, the working pattern for
each individual is different, so before arriving at any conclusion, all the
necessary factors needs to be checked properly.

Interview method- In this method, the candidate is asked to answer the

posed question at him. This helps to know the candidate, his knowledge,
beliefs, notions, applications and opinions. This acts as a small insight into a
person you are going to invest in. Some generalised questions are raised to
all the respective candidates, and their answers are analysed without any
biasedness or personal equations to collect a positive and honest response.

Questionnaire method- This is the most common method, where

jobholders are given a well-designed questionnaire to elicit essential job-
related information. The questions are raised on the basis of importance,
complexity, frequency and relationship to total performance. This test the
employee in several formats and then the actual positions are made to fill.

The method that goes well with me will be a subtle combination of all of
them. Since, it is about healthcare of hundreds of people which will be
directly effected with this decision, the choice needs to be made after
proper analysing and examining.

3. Pradeep is a fresher in a marketing firm. This is his first job and he was
asked to make a presentation on the recruitment policy. However, he was
quite confused with the different types of factors affecting recruitment
methods. Therefore, he went to the HR department for more clarification.
Help him answer the following questions :

Answer: Recruitment refers to the process of stimulating the right and

qualified personnels for the job among the various interested candidates. The
 recruitment process attracts the candidates to apply for the prescribed
position and so that the selection process can come into being. It is one of the
most fundamental process which is facilitated and operated in the human
resource management.

It fetches right candidates to apply for the job among the large number of
candidates qualified enough for the post and consisting required skills. It
collects the potential human resource for the future handlings, which set the
mark for the basis of evaluation of human resources. Recruitment helps to fit
right persons at the right job, helps them adapt with the work culture and
environment, assists HRs to manage the future vaccancies of the
organisations.

There are various factors which affects the process of recruitment, out of
which the two major factors are:

Factors influencing Job

Recruiment

Internal Factors External Factors

Internal Factors- The factors which effect the process of recruitment are in
control of the business organisation, and can be managed by certain applications
and adjustments, are known as the internal factors.

External Factors- The factors which are outside the control of the business
entities and have no direct say in its prevailing, are termed as External factors.
 a. Explain to him what are the different internal factors affecting recruitment
of a company. Give examples.

Answer: The internal factors of recruitment process are:

 Recruitment policy- The recruitment policy helps to frame the objectives

and facilitate the requirements of the organisations by fitting in right
peoples at right jobs. The need for developing a proper layout of
implementing the enitre process is to be made, on which the all the actions
are to be performed.

It is done after analysing the size of the business, its social ethics, source of
recruitment, cost of the process and other policies to be enforced laid out
by the organisation.

 Size of the business- The size of the business needs to be looked in for the
number of employees to be employed, their timings of working and
locations to the workplace. This all needs to be examined before
recruitment.
 Recruitment cost- The organisation has to bear several costs in the entire
process, so it tends to focus to opt for the method which inculcates lowest
costs per employee.
 Human Resource Planning- An impactful HRP will facilitate in identifying
the gaps between current workforce in the entity. It helps to determine the
requirement of number of employees in the organisation, and ensure
correct fulfillment of the positions created.

b. He was also quite curious about the external factors affecting recruitment
plans in the organisation. Elaborate these with examples.

Answer: The external factors affecting recruitment process are:

 Labour Market- The availability of required labour force around the

organisation is something which effect the recruitment policy to a
 lareger extent. Because then, it will be little problematic for the human
resource department to fit in the right people at desired job positions.
 Image/ Goodwill- The image and goodwill of the organisation is also a
prominent factor in attracting the employees towards it. Because
employee wish to attach themselves to the organisations which have a
good and prominent image in the social community.
A company with good image in the market witness a whirlpool of
resumes in their recruitment process than the one who does not
possess it in enough extents. The candidates themselves wait for the
process to be accelerated in such organisations and are attracted to
approach in it, which for organisations is a long-term goal to attain.
 Political-Social-Legal Environment- The political pressures, the government
policies and social norms are something which are completely out of the
grasp of the organisations.

The businesses just follow the rules and mechanisms set by the legal and
government bodies. Any kind of change also result in changement of
policies and procedures of the organisations largely.