WHAT IS A JOB?
 Job
A group of related activities and duties
 Job Family
 A group of individual jobs with similar
characteristics
o Task
is an action or related gp. of action
designed to produce a definite outcome or
result.

Job analysis
The process of determining by observation & study
& reporting pertinent information relating to the
nature of specific job. It is the determination of the
tasks which comprise the job & the skills
,knowledge, abilities & responsibilities required of
the worker for a successful performance & which
differentiates one job from all others.

HR managers use the data to develop job
descriptions and job specifications that are the
basis for employee performance appraisal
and development.

The ultimate purpose of job analysis is to
improve organizational performance and
productivity.
A job can be analyzed only after it has been
designed & someone is already performing it.
Job analysis is therefore performed on ongoing
jobs.
DETERMINING JOB REQUIREMENTS
Nature of:
Basis for:
Job Analysis
• What employee does
• Why employee does it
• How employee does it
• Determining job requirements
Job Description
• Summary statement of the job
• List of essential functions of the
job
• Employee orientation
• Employee instruction
• Disciplinary action
Job Specification
• Personal qualifications required
in terms of skills, education and
experience
• Recruitment
• Selection
• Development
Uses of Job Analysis
Organisation
structure
Manpower planning
Recruitment,sele
ction, placement
 matching job
requirement and
skill
Future job requirement
 Skill requirement

Responsibility
 Authority
 Accountability

Labour relations
 Deviation from
agreed job
standards
Counselling
 Vocational
guidance
Rehabilitation
 Counselling
Orientation
 What is
expected?
JOB ANALYSIS
Job description
Job specification
Factual
statement of tasks, duties and
responsibilities of a job
Statement of human attributes, abilities,
skill required to perform job

Performance
appraisal
 Performance
std.
 Performance
review
Engineering design &
methods of
improvement job
design and matching
of social and
psychological
requirements of
employees technical
system requirements
Job evaluation and
rating
Training and
development
 Updating of skills
 changing job
requirements
Career path planning
 Future prospects for
movement along
career paths
PARTIAL
JOB ANALYSIS QUESTIONNAIRE
The information about a job is usually collected through a structured
questionnaire:
JOB ANALYSIS INFORMATION FORMAT
Your Job Title_______________
Code__________Date_____________
Class Title_______________
Department_____________________
Your Name_________________
Facility___________________________
Superior’s Title______________
Prepared by_______________________
Superior’s Name____________
Hours Worked______AM______to AM____
PM
PM
1. What is the general purpose of your job?
2. What was your last job? If it was in another organisation, please name it.
3. To what job would you normally expect to be promoted?
Cont…
PARTIAL
JOB ANALYSIS QUESTIONNAIRE
4. If you regularly supervise others, list them by name and job title.
5. If you supervise others, please check those activities that are part of your
supervisory duties:
 Hiring
 Coaching
 Promoting
 Orienting
 Counselling
 Compensating
 Training
 Budgeting
 Disciplining
 Scheduling
 Directing
 Terminating
 Developing
 Measuring Performances  Other____________
6. How would you describe the successful completion and results of your work?
7. Job Duties – Please briefly describe WHAT you do and, if possible, How you do it.
Indicate those duties you consider to be most important and/or most difficult:
Cont…
PARTIAL
JOB ANALYSIS QUESTIONNAIRE
(a) Daily Duties
(b) Periodic Duties (Please indicate whether weekly, monthly, quarterly, etc.)
(c) Duties Performed at Irregular Intervals
8.
Education – Please check the blank that indicates the educational
requirements for the job, not your own educational background.
 No formal education required
 College degree
 Less than high school diploma

Education beyond graduate
 High school diploma or equivalent degree and/or professional license.
 College certificate or equivalent
List advanced degrees or specified professional license or certificate
required.
Please indicate the education you had when you were placed on this job.
THE PROCESS OF JOB ANALYSIS
O*NET AND JOB ANALYSIS

Dictionary of Occupational Titles (DOT)
A systematic occupational classification structure
based on interrelationships of job tasks and
requirements.
 Contains standardized and comprehensive
descriptions of twenty-thousand jobs.


O*NET Database
A online database of all DOT occupations plus an
update of over 3,500 additional DOT occupations.
 Data are collected and published continuously.

Job Description And Job Specification
The end products of job analysis are:
Job description: this is a written statement of
what the job holder does, how it is done, under
what conditions it is done and why it is done.
SPECIMEN
OF
JOB DESCRIPTION
Title
Compensation manager
Code
HR/2310
Department
Human Resource Department
Summary
Responsible for the design and administration of employee
compensation programmes.
Duties
v
Conduct job analysis.
v
Prepare job descriptions for current and projected
positions.
v
Evaluate job descriptions and act as Chairman of Job
Evaluation Committee.
v
Insure that company’s compensation rates are in tune with
the company’s philosophy.
Cont…
SPECIMEN
OF
JOB DESCRIPTION
v Relate salary to the performance of each employee.
Conduct periodic salary surveys.
v Develop and administer performance appraisal
programme.
v Develop and oversee bonus and other employee
benefit plans.
v Develop an integrated HR information system.
Working conditions
Normal. Eight hours per day. Five days a week.
Report to
Director, Human Resource Department.
KEY ELEMENTS OF A JOB DESCRIPTION

Job Title

Indicates job duties and organizational level
Provides status to the employee.
 Indicates what the duties of the job entails.
 Indicates the relative level occupied by its holder in
the organizational hierarchy.


Essential Functions (Job Duties)


Indicate responsibilities entailed and results to be
accomplished
Job Identification Section








Departmental location of the job
Person to whom the jobholder reports
Date the job description was last revised
Payroll or code number
Number of employees performing the job
Number of employees in the department where the job
is located
O*NET code number.
“Statement of the Job”

Job Duties, or Essential Functions, Section

Statements of job duties that:




Are arranged in order of importance that
indicate the weight, or value, of each duty;
weight of a duty is gauged by the percentage of
time devoted to it.
Stress the responsibilities that duties entail and
the results to be accomplished.
Indicate the tools and equipment used by the
employee in performing the job.
Should comply with law by listing only the
essential functions of the job to be performed.
Job specification: it offers a profile of human
characteristics (knowledge, skills and
abilities)needed by a person doing a job.
States the min. acceptable qualifications that the
incumbent must possess to perform the job
successfully.
It is written record of the physical ,mental,social &
psychological and behavioral characteristics
which a person should possess in order to
perform the job effectively
It tells
 essential attributes which a person must possess
 desirable attributes which a person ought to
possess
 contra- indicators which will become a handicap
to successful performance
Specimen of job specification
Education
v MBA with specialisation in HRM/MA in social work/PG
Diploma in HRM/MA in industrial psychology.
v A degree or diploma in Labour Laws is desirable.
Experience
v At least 3 years’ experience in a similar position in a large
manufacturing company.
Skill, Knowledge, Abilities
v Knowledge of compensation practices in competing
industries, of job analysis procedures, of compensation
survey techniques, of performance appraisal systems.
v Skill in writing job descriptions, in conducting job analysis
interviews, in making group presentations, in performing
statistical computations
v Ability to conduct meetings, to plan and prioritise work.
Work Orientation Factors
v The position may require upto 15 per cent travel.
Age
v Preferably below 30 years.
In recent times, the traditional way of jobs having
a clearly-delineated set of duties and
responsibilities is being increasingly questioned.
For example, knowledge workers do not like
standardized, routinised operations to be carried
out in a fixed, predetermined time schedule.
Talented ones, again, may require jobs with
stretch pull and challenge. They may want to
carry out their duties in a flexible manner.