Job Analysis

3
Contents…
• Job Analysis
• Steps in JA
• Methods of collecting information for preparing JA
• Job Description
• Sections
• Job Specification
Basics….
• The procedure for determining the duties and skill
Job analysis requirements of a job and the kind of person who
should be hired for it.

Job • A list of job’s duties, responsibilities, reporting

relationships, working conditions and supervisory
description responsibilities-one product of a job analysis

Job • A list of a job’s “human requirements”, that is, the

requisite education, skills, personality, and so on –
specifications another product of a job analysis.
 Uses of Job Analysis Information
Recruitment and
Selection

Legal Compliance Compensation

Information
Collected Via Job
Analysis
Discovering Unassigned
Performance Appraisal
Duties

Training
 Types of Information Collected
Work
activities

Human requirements Human behaviors

Information Collected
Via Job Analysis
Machines, tools,
Job
equipment, and work
context
aids

Performance standards
 Steps in doing a job analysis:

1 Decide how you’ll use the information.

2 Review relevant background information. (Organization

chart, Process Chart)
3 Select representative positions.

4 Actually analyze the job.

5 Verify the job analysis information.

6 Develop a job description and job specification.

Methods of collecting information
• Interview
Qualitative • Questionnaire
Techniques • Observation
• Participant diary/log

• Position Analysis Questionnaire (PAQ)

Quantitative • Internet-based Job analysis
Techniques
 Interview Method…..
• Information Sources • Interview Formats
• Individual employees • Structured (Checklist)
• Groups of employees • Unstructured
• Supervisors with knowledge of
the job
• Advantages
• Quick, direct way to find
overlooked information
• Disadvantages
• Distorted information
FIGURE 4–3
Job Analysis Questionnaire for
Developing Job Descriptions

Note: Use a
questionnaire
like this to
interview job
incumbents, or
have them fill it
out.

Source: www.hr.blr.com. Reprinted with permission

of the publisher, Business and Legal Reports, Inc.,
Old Saybrook, CT
Questionnaires
Information • Have employees fill out questionnaires to describe
their job-related duties and responsibilities
Source
Questionnaire • Structured checklists
Formats • Open-ended questions

• Quick and efficient way to gather information from

Advantages large numbers of employees

• Expense and time consumed in preparing and

Disadvantages testing the questionnaire
 Observation
• Observing and noting the physical activities of employees as
Information they go about their jobs
Source

• Provides first-hand information

Advantages
• Reduces distortion of information

• Time consuming
• Difficulty in capturing entire job cycle
Disadvantages • Of little use if job involves a high level of mental activity
Participant Diary/Logs
• Information Source
• Workers keep a chronological
diary/ log of what they do and
the time spent on each activity
• Advantages
• Produces a more complete
picture of the job
• Employee participation
• Disadvantages
• Distortion of information
• Depends upon employees to
accurately recall their activities
Quantitative Job Analysis Technique

1. Position Analysis Questionnaire (PAQ)

• A questionnaire used to collect quantifiable data concerning
the duties and responsibilities of various jobs.
• Contains 194 items
• PAQ basic activities (www.paq.com)
1. Having decision making/communication/social responsibilities
2. Performing skilled activities
3. Being physically active
4. Operating vehicles/equipment
5. Processing information

2. Internet-based Job Analysis

O*NET (www.onetcenter.org)
 Portion of a
Completed Page
from the Position
Analysis
Questionnaire

The 194 PAQ elements are

grouped into six dimensions.
This exhibits 11 of the
“information input” questions
or elements. Other PAQ pages
contain questions regarding
mental processes, work
output, relationships with
others, job context, and other
job characteristics.
O*NET – Sample report
Financial Quantitative Analyst

https://www.onetonline.org/link/summary/13-2099.01
O*NET – Sample report
Operations Research Analyst

Source: https://www.onetonline.org/link/summary/15-2031.00
Writing Job Descriptions

A written statement of what the worker

actually does, how he or she does it, and
what the job’s working conditions are.
 Sections of a Typical Job Description

Job
Identification

Job Job
Specifications Summary

Sections of a Typical
Job Description
Responsibilities and
Working Conditions
Duties

Standards of Authority of the

Performance Incumbent
Job Description Sections
• Job Identification • Responsibilities and Duties
• Job title • Major responsibilities and
• Preparation date duties (essential functions)
• Preparer • Decision-making authority
• Direct supervision
• Job Summary
• Budgetary limitations
• General nature of the job
• Major functions/activities • Standards of Performance
and Working Conditions
• Relationships
• What it takes to do the job
• Reports to: successfully
• Supervises:
• Works with:
• Outside the company:
Job identification

Job summary
Responsibilities
and duties
 Writing Job Specifications

• What human traits and experience are required to do

this job effectively?
• Minimum requirements of a job