Case -3

Mr. Kishore is a Branch Manager of Indian bank at one of its village branches.
His staff included two clerks and an attendant. Very often Mr. Kishore was
left alone in the bank after 5 p.m to tally accounts, day books and complete all
other formalities.

On 30th December, Mr. Kishore was working till past 2 a.m tallying the
accounts since one day was left for closing the accounts for the year. On this
fateful night, the Branch Manager was attacked by a band of robbers, who
looted Rs. 5 lakh after brutally wounding Mr. Kishor’s right hand, which had
to be amputated later. After his recovery, the Branch Manager applied for
compensation. The Bank Management was of the opinion that Mr. Kishore
violated the job specification by working beyond the stipulated hours of work.
He, in their view, was not entitled to any compensation as the accident
occurred during no- employment hours. The also called for an explanation as
to why the amount lost cannot be recovered from his salary and Provident
Fund.
 Questions:

1. How do you justify the bank’s stand in this case?

2. What modifications do you suggest in the job

specification to overcome such incident in future?
Job design and job analysis
The Foundation upon which
Human Resource Management Sits

S.K.NASKAR
NITTR-KOLKATA
Job Analysis Terms:
Job Analysis
Information on important aspects of a job
Job Description
Written summary of a job
Job Specification
written explanation of KSA for a particular Job
 Few more definitions:
The following is a list of commonly used job analysis terms.
Job duty - a single specific task.
Knowledge - a body of information applied directly to the performance of a
duty.
Skill - a present, observable competence to perform a learned activity.
Ability - a present competence to perform an observable behavior or a
behavior that results in an observable product.
Physical characteristic - the physical attributes employees must have in order
to perform job duties; unaided or with the assistance of a reasonable
accommodation.
Credentials and Experience - the minimal acceptable level of education,
experience, and certifications necessary for employment.
Other Characteristics - duties, knowledge, skills, and abilities that do not have
a logical place in the job description.
Task and Competency Analysis
Job analysis- is the process of collecting job related
information. Such information helps in the preparation of job
description and job specification.

--- job analysis is the process of studying and collecting

information relating to the operations and responsibilities of a
specific job. The immediate products of this analysis are the
job descriptions and job specifications.”

--- job analysis is a systematic exploration of the activities

within a job. It is basic technical procedure, that is used to
define the duties, responsibilities and accountabilities of a job.
 Purpose of Job analysis:
HRP
Recruitment & selection
T&D
Job description
Job evaluation
Job analysis
Remuneration
Job specification
Performance appraisal

Personal information

Safety & health

 Job analysis

Job analysis-A statement Job specification- A statement

containing items such as of human qualifications necessary to
do the job, and it contains
Job title
Education
Location
Experience
Job summary Training
Duties Judgement
Machines, tools, and Initiative
equipment
Physical effort
Supervision given or received Physical skills
Working conditions Responsibilities
hazards Communication skills
Emotional characteristics
Effectiveness of HR activities through Job analysis:
• Laying the foundation for HRP
• Laying the foundation for employee hiring
• Laying the foundation for training and development
• Laying the foundation for performance appraisal
• Laying the foundation for salary and wage fixation
• Laying the foundation for safety and health
 Sources of job data:
Non-human sources:
• Existing job descriptions and specifications
• Equipment maintenance records
• Equipment design blue prints
• Architectural blueprint of work area
• Films of employees working
• Training manuals and job training materials
• Popular literature such as magazines and newspapers
Sources of job data:

Human sources:
• Job analysts
• Job incumbents
• Supervisors
• Job experts
 Types of Job Analysis information
A. Types of activities
•Description of work activities (tasks)- who, why and when?
•Interface with other jobs and equipment
•Procedures used
•Behaviors required on the jobs
•Physical movements and demands of the job

B. Machine tools, Equipment and Work Aids used

• List of machines, tools, etc used
• Materials processed
• Products made
C. Job context
• Physical working conditions
• Organizational context
• Social context
• Work schedule
D. Personal requirements
• Incentives
• Specific skills
• Specific education &
training
• Work experience
• Physical characteristics
• Aptitudes
Steps to be followed for job analysis:
1. Collecting and recording job information.
2. Checking the job information for accuracy.
3. Writing job descriptions based on the information.
4. Using the information to determine the skills, abilities, and
knowledge that are required on the job.
5. Updating the information from time to time.
Job Analysis Model-I
Job Analysis Model-II
Job Analysis Model-III
Job Analysis Model-IV
Job Analysis Model-V
Method of data collection for job analysis:
• Observations
• Interview
• Questionnaires
• Checklists
• Technical conference
• Diary methods
Job Analysis Survey
Potentials problems with Job analysis:
•Support from Top Management
•Single Means of Source
•No Training or Motivation
•Activities may be Distorted
Legal Issues in Job Analysis:

•Analysis of the job should be in writing

•Job analysis must be performed and must be for the
job for which selection measure is to be utilized
•Tasks, duties, and activities should be included in
the analysis
•Job data should be collected from a variety of
sources and by knowledgeable job analysts
•Most important tasks should be represented in the
selection device
•Competency levels of job performance for entry-
level jobs should be specified
 Job design:
--- it integrates work content, the rewards, and
the qualifications required for each job in a way
that meets the needs of employees and the
organizations.

Steps to be used for job design:

1. Specification of individual tasks
2. Specification of the methods of performing each tasks
3. Combination of tasks into specific jobs to be assigned
to individuals
Factors affecting job design-
Organizational factors:
Environmental factors:
• characteristics of task
•Employee abilities &
• work flow
availability
• ergonomics
•Social & cultural expectations
• work practices
Behavioral elements:
•Feedback
•Autonomy
•Use of abilities
•Variety
Job design approaches:
•Job Rotation
•Job Enlargement
•Job Enrichment
•Job Engineering
Example of Job description:
Following is a quick look at the categories that make up a
well-written job description:
Title of the position
Department
Reports to (to whom the person directly reports)
Overall responsibility
Key areas of responsibility
Consults with (those who the person works with on a
regular basis)
Term of employment
Qualifications (necessary skills and experience required)
 Sample job description:
Title of the position
Senior Mailroom Clerk
Department
Operations
Reports to
Building Services Supervisor
Overall responsibility
Supervise mailroom staff and interface with all levels of
management regarding mail and supply deliveries
Contd…
Key areas of responsibility
•Maintain established shipping/receiving procedures
•Sort and distribute mail on a timely basis
•Maintain all photocopiers, fax machines, and postage
meters
•Order, store, and distribute supplies
•Facilitate all off-site storage, inventory, and record
management requests
•Document current policies and procedures in the COS
Department as well as implement new procedures for
improvement
•Oversee the use of a company van when needed
•Ensure that water and paper is available for customers on
a continuous basis
Contd…
Consults with
•Building Services Supervisor
•Mailroom staff
•All levels of management
Term of employment
12 months
Qualifications
•Strong sense of customer service
•Good organizational skills
•Ability to lift a minimum of 25 pounds
•Supervisory experience in a corporate mailroom
environment
•Good driving record
Questions?