HR MANAGEMENT

Dr. Nora Mashhour

Job Analysis
LEARNING OUTCOMES

• Define Job Analysis and its elements.

• Identify the process, uses of Job analysis
• Identify Job Description(Types of information gathered).
• Identify Methods for gathering Job Analysis Information.
• Conduct an effective Job Analysis including Developing a Job Description and a Job Specification
Job Analysis

•
Job Analysis is a Structured approach that identifies the
Job’s duties and responsibilities as well as the skills and
competencies needed to perform the job
Elements of Job Analysis

• Duties, Tasks, And Responsibilities (DTR) :   

     The Major  responsibilities and duties of the job

Knowledge, Skills and Abilities ( KSA):

 Qualifications, experience, and skills of the Job  Holder needed to
perform the Job

     
Job Analysis uses
The Nature of Job Analysis

Job analysis
The procedure for determining the duties and skill
requirements of a job and the kind of person who should
be hired for it.
Job description
A list of a job’s duties, responsibilities, reporting
relationships, working conditions, and supervisory
responsibilities—one product of a job analysis.
Job specifications
A list of a job’s “human requirements,” that is, the
requisite education, skills, personality, and so on—
another product of a job analysis.
Steps in Job Analysis
Step 1: Decide how you’ll use the information.
•1. Qualitative methods
• The interview (Employees, Line Managers)
• Job Shadowing/On-site Observation
• Questionnaire
• Participant diary/logs
• Internet Searches

•2. Quantitative techniques 

• Position Analysis Questionnaire (PAQ)
• The U.S. Department of Labor  (DOL) approach
Qualitative Job Analysis Information

 
 Quantitative Job Analysis Techniques

- The position analysis questionnaire (PAQ)

• The most popular Quantitative Job Analysis tool.

• A questionnaire used to collect quantifiable data concerning the duties and

responsibilities of various jobs.

• It contains 194 items “e.g written materials” the job

analyst decides if each item plays a role in the job and if so, to what extent.
Sample Position Analysis Questionnaire (PAQ)
Quantitative Job Analysis Techniques
Advantages of PAQ

It provides a quantitative score or profile of any job in terms of five basic activities:
 
   1. Having decision-making / communication / social responsibility
   2. Performing skilled activities.
   3. Being physically active.
   4. Operating vehicles / equipment.
   5. Processing information.

Used to compare jobs and assign pay levels for each.

The Department of Labor (DOL) procedure

The Department of Labor (DOL) procedure

A standardized method by which different jobs can be quantitatively rated, classified,
and compared.

Three categories which determine the basic Functions of the job.

•Data examples
•People example
•Things examples
The Department of Labor (DOL) procedure
Job Description

A written statement of what the worker 

actually does, how he or she does it, and
what the job’s working conditions are.
The Job Description
•Job Identification
Job title
Preparation date
Preparer
•Job Summary
•General nature of the job
Major functions/activities
•Relationships(organizational charts)
Reports to:   - Supervises:
Works with:  completely satisfied with your work if…..”
Outside the company:
•Responsibilities and Duties
• Major responsibilities and duties-essential
functions/DTR
• Decision-making authority
• Direct supervision
• Budgetary limitations
•Standards of Performance and Working
Conditions
•  What it takes to do the job successfully, “I will be
 
•Schedule (working hours), Location, Hazards, Work
Aids/tools
Job Specifications

The Job Specification: 

Knowledge , Skills and Abilities:
• Experience
• Knowledge
• Work-based Competencies (What does the Job-
Holder need to do ?)
• Behavioral Competencies( e.g. Teamwork, Personal
drive, Ability to work alone, Under Pressure,…etc.)
• Special Demands of the job (e.g. unusual hours,
travel, Physical conditions..etc.)
Competency-Based Job Analysis

Competencies
Demonstrable characteristics of a person that enable
performance of a job.

Competency-based job analysis

• Describing a job in terms of the measurable,

observable, behavioral competencies (knowledge,
skills, and/or behaviors) an employee must exhibit
to do a job well.
• Traditional job analysis focuses on “what” are the
job duties and responsibilities whereas competency
- based job analysis is more worker focused ie.
focuses on “how” the worker meets the job
objectives.
Why Use Competency Analysis?

• support HPWS
Traditional job descriptions (with their lists of specific duties) may
actually backfire if a high-performance work system is the goal.

• Maintain a strategic focus

Describing the job in terms of the skills, knowledge, and
competencies the worker needs is more strategic.

• Measuring performance
Measurable skills, knowledge, and competencies are the heart of
any company’s performance management process.
Types of competencies

• General competencies
• reading, writing, and mathematical reasoning.

• Leadership competencies
• leadership, strategic thinking, and teaching others.

• Technical competencies
• specific technical competencies required for
specific types of jobs and/or occupations.