JOB ANALYSIS

Definition: JA involves collecting data about jobs in

an organization and Knowledge, skill and abilities.
Work activities performed, responsibilities, duties,
machines, tools, materials used and job context
and performance criteria for jobs.
Knowledge: degree to which a job holder is
required to know a specific technical material.
Skill: adequate performance on tasks requiring the
use of tools, equipment and machinery.
Abilities: physical and mental capacities needed to
perform tasks .
Job description: TDRs, Job specification: KSAOs.
 Job analysis provides answers to
the following questions
1. How much time is taken to complete important tasks?
2. Which tasks are grouped together and considered a
job?
3. How can a job be designed or structured so that the
employee’s performance can be enhanced?
4. What kinds of behaviors are needed to perform the
job?
5. What kind of person (i.e., traits and experience) is
best suited for the job?
6. How can the information acquired by a job analysis
be used in the development of HRM programs?
Strategic Considerations about Job
Analysis
Extent to which employees can participate in JA
process. Fear of inflation of the job importance
so more than one incumbent is used.
How detailed it should be: detailed vs. main
components.
When a JA is to be conducted: restructuring or
when a job has been added or when the
turnover rate for a job is higher than the
organization's average rate.
Whether to use a traditional job analysis or a
future oriented one.
 The Components of a Job
Job Family
Occupation
Job
Position
Duty
Task
Element
Job Family: A family in which similar occupations
are grouped together. Software professionals, HR
professionals.

Occupation: Jobs that are combined across

organizations based upon skills, efforts and
responsibilities required by the job. Different title:
compensation specialist.

Job: A group of positions that are similar enough in

their job elements, tasks, & duties to be covered by
the same job description.

Position: The combinations of all duties required of

one person performing a job.
 Duty: Several distinct tasks that are
performed by an individual to complete a
work activity for which he or she is
responsible.

Task: An identifiable unit of work activity

for which he or she is responsible.

Element: The smallest practical unit into

which any work unit can be subdivided.
 Process of Job Analysis
1. Purpose for conducting JA : Growth,
merger, downsizing strategy.
2. Identify the jobs to be analyzed.
3. Explain the process to employees and
determine their level of involvement.
4. Determine the data collection method & collect
JA information.
5. Process the JA information.
6. Review & update frequently.
Types of Information to be Collected by JA

Work activities: how, why and when a worker

performs an activity and personal accountability.
process, procedure & activity records (films).
Worker oriented activities: Human behaviors
performed in work (decision making, performing
physical activities or communicating). personal
job demands (energy expenditure).
Machine, tools, equipment and work aids
used: Computers, safety equipments, office tool.
Job related tangibles and intangibles:
materials processed, products made, knowledge
dealt or applied, services rendered.
Work performance: work measurements, work
standards, error analysis.
Job context: physical working conditions, work
schedule, social context, incentives.
Personal requirements: job related
Knowledge, skills and personal attributes (physical
characteristics, personality, interests required.)
 METHODS OF JA
Use of Multiple methods: Since worker is his or
her own observer, he or she can report on
activities that would not be observed often.
Possibility of ambiguity and distortion of
information, inflate the importance of the job.

1. Observation: Job holders are observed

performing their work.
Critical incidents: behaviors are observable
and measurable, information derived from this
source can be used for most applications of
JA.
2. Interviews: knowledgeable employees are
interviewed about specific work activities. For
example, job holder, supervisors, previous job
holders.
3. Structured questionnaires & checklists:
Cheap and quick to administer, large number of
incumbents. Rapport between analyst and
respondent not possible unless analyst is
present to explain each item.
4. Job performance: Analyst actually does the job
under study to get first hand information.
 Prefabricated job analysis questionnaires:
Position Analysis Questionnaire: 194 Job
elements are organized in six categories:
1) information input
2) Mental processes
3) work output (what physical activities does the
worker perform, and what tools or devices does
he use)
4) relationships with other persons
5) job context
6) other job characteristics (apparel, hours etc.)
 Six types of rating scales used with PAQ
Letter identification Type of rating scale
U Extent of use
I importance to the job
T amount of time
P possibility of occurrence
A applicability
S special code
 Rating scale for each job element:

Rating Importance to the job

N Does not apply
1 Very minor
2 Low
3 Average
4 High
5 Extreme
 Management Position Description
Questionnaire:
MPDQ(208 items & 13 factors)

Product marketing & financial strategy planning

Coordination of other organization units and
personnel
Internal business control
Products and services responsibility
Public and customer relations
Advanced consulting
Autonomy of action
Approval of financial commitments
Staff service
Supervision
Complexity and stress
Advanced financial responsibility
Broad personnel responsibility
 Job analysis Data Output
Job Description: describes the duties,
responsibilities, working conditions and activities
of a particular job.
Job specification: describes employee
qualifications, such as experience, knowledge,
skills or abilities that are required to perform a
job.
Dictionary of occupational titles. (12,000 titles).
Computer software's. www.shrm.org
Job description of a Personnel manager
Plan & carries out policies relating to all phases
of personnel activities. Budgeting
Recruits, selects & orients.
Record maintenance: insurance coverage,
pension plans, hires, promotions, transfers and
terminations, conducts wage surveys.
Investigates accidents, prepares report.
resolve grievances, causes of turnover &,
absenteeism, exit interviews, collective
bargaining
Contracts with outside suppliers to provide
employee services.
 Job Specification of Executive
Secretary
Department : Executive president’s office
Reports to: president
Job title: Executive secretary
Required knowledge, skills and abilities:
1) knowledge of office routines and procedures
2) knowledge of executive secretarial field
3) operating computerized office equipment
4) typing, filing, composing letters, answering
phones.
5) Ability to act as a liaison between co officials,
board members, customer executives.
6) ability to plan and prioritize work.

Importance of job specifications:

Certain jobs have qualifications required by law.

Job specifications may involve establishing

certain standards that are deemed necessary for
successful performance.
 Uses of Job Analysis
Labour Recruiting Selection
Relations

Safety and Strategic Human

Health Job Analysis resource planning

Job Description

Compensation Job Specifications

Employee Training

Performance Career Employee

Appraisal Development Development
 Uses of JA data

Job evaluation
Recruitment, selection, placement
Industrial relations
Utilizing human resources
Training and development
Performance evaluation