Job Analysis 1
MANA 4328
Dr. Jeanne Michalski
Michalski@uta.edu
Job Analysis
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1.
2.
3.
4.
Systematic process for collecting information on the
important work-related aspects of a job.
Work activities – what the worker does, how and why these
activities are conducted.
Tools and equipment used in performing work activities.
Context of the work environment, such as work schedule or
working conditions.
Requirements for performing the job – KSA’s.
Uniform Guidelines
Section 14 Technical Standards for Validity Studies
C. (2). There should be a job analysis which includes an
analysis of the important work behavior(s) required for
successful job performance and their relative importance,
and…an analysis of the work product(s).
If work behaviors are not observable, the job analysis should
identify and observe those aspects of behavior(s) which can be
observed. The work behavior(s) selected should be critical…
and/or constituting most of the job.
Job Analyses Situations

Job analysis particularly important for:
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Jobs with potential adverse impact in selection
Entry-level positions and gatekeeper positions
Jobs with large numbers of applicants
Jobs with performance deficiencies
Job Analysis Applications
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HR Planning
Recruitment: job descriptions and want ads
Selection: job requirements and qualifications
Pricing jobs
Training and Development
Performance Management
Types of “Job” Analysis
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Job analysis
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Competency analysis
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Task statements
KSA’s
Competencies
Matrix / Models
Compensation analysis
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“Compensable” factors
Hay Process
Job Analysis Methods
1.
2.
3.
Gather job information
Analyze job information
Validate job information
Job Analysis Methods
1.
Gather job information

Job documents
Interviews: Critical Incident Technique
Questionnaires:
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Functional Job Analysis
Position Analysis Questionnaire
Task Inventory Analysis (KSA matrix)
Observation: Motion studies
Diaries: Time studies
O*NET

Occupational Information Network

Database of worker attributes and job characteristics.

http://online.onetcenter.org/
Job Analysis Methods
2.
Analyze job information
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Create task statements
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Action verbs
Concise summary
Create KSA’s or job qualifications
Task Statements
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Characterize activities with action verbs.
Tasks have identifiable beginnings and endings.
Identifiable outputs or consequences.
Mean the same thing to all respondents.
Non-trivial but complete.
What the worker does, how they do it, to who or
what and why?
KSA’s Defined

Knowledge: A body of information (typically of a factual or
procedural nature) that required for successful completion of a
task.

Skill: An individual’s level of competency or proficiency in
performing a specific task. Usually be expressed in numerical
terms.

Ability: A more general, enduring trait or capability an
individual possesses when he or she first performs a task.
KSA’s Defined
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Knowledge:
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Various engineering fields and terms.
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DOT regulations
Skills:
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Typing 50 words per minute without error.
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Basic PC operations including email.
Abilities:

Writing and edit business correspondence.
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Interviewing clients for marketing information.
KSA’s
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Really necessary for task performance?
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Must newly hired employees have this KSA?
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To what degree would it differentiate between high
and low performance of new employees?
Job Analysis Methods
3. Validate job information
 Survey job incumbents
 Managers
 Subject Matter Experts (SME’s)
Summary: Analyzing a Job
1)
2)
3)
4)
5)
6)
Identify major responsibilities – observation of
incumbents, open-ended interviews
Write task statements
Rate tasks – position questionnaire
Identify KSAO’s for essential tasks – interviews with
SME’s
Rate KSAO’s – group meeting with SME’s
Validate the description – job descriptions are valid to
the extent that they accurately represent job content
and that persons possessing necessary/identified
KSAO’s do perform more effectively on the jobs.
Job Analysis Interview Form
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Introduce yourself to the interviewee and thank him or her for taking
the time to talk with you.
Explain the purpose of the interview and what the outcome of the
project will be.
Explain that you need information form people who are knowledgeable
about the job, and that the project’s success depends on the people
you will be working with.
Next, explain that you will be asking questions about the job and that
you will be taking notes.
Ask if the interviewee has any questions and answer them before
proceeding.
Interviewee’s Name
Interviewee’s Title
Length of time in Position
In company
Organizational Chart showing reporting relationship
Major Functions
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If you had to divide your job into four or five major
job functions, what would they be?
Major Functions
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For each of the major functions the interviewee
listed ask the following:
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What are the specific activities or tasks you perform
to accomplish the major function?
What kinds of things do you do to prepare for the
task you described?
What kind of follow-up activities do you perform after
these tasks?
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Interactions
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What interactions do you have with others within the
organization (job titles, groups, departments)?
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What activities require cooperation or coordination?
How do you usually communicate (memo, phone,
meetings)?
What interactions do you have outside the
organization (customers, suppliers, groups)?
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What activities require coordination or cooperation?
How do you usually communicate (memo, phone,
meetings)?
Knowledge, Skills, Abilities and Other
(KSAOs)
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What technical knowledge does this position
require? (ex. A computer operator needs to
understand computer hardware and software.)
What types of equipment or tools do you use? (ex.
Many people have to operate computers,
calculators, copy machines)
What abilities does this position require? (ex.
Customer service representative has to be able to
communicate calmly with angry customers.)
KSAO continued
Other - I’m going to read a list of paired statements that
describe aspects of jobs, which of the statements best
describes the job, or if the job falls somewhere in the middle
Much travel
Little travel
Predictable work schedule
Unpredictable work schedule
Flexible work hours
Set work hours
Moderate to slow work pace
Fast work pace
High pressure for results
Low pressure for results
Frequent deadlines
Infrequent deadlines
Closely supervised
Little supervision
Establish own goals
Goals established by others
Work closely with others
Work mostly alone
Work requires little
Work requires considerable
creativity
creativity
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Critical Incidents
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Describe for me critical incidents or situations that
illustrate either outstanding or poor job performance.
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What led up to the incident?
What did the employee do that was effective or
ineffective?
What were the consequences?
Were the consequences within the control of the
employee?
Additional Questions
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What types of prior work experience, knowledge, or
skills are essential for effective performance in this
position?
If you had to interview candidates for this position,
what information would you need to select the right
person for the job?
If you had to select a person for this position, what
job activities would you want to see them perform
before hiring them?
Hourly Position Questionnaire
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Your name
Job title
Location
Department
How long have you been in this position?
Hourly Position Questionnaire Sample Excerpt
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Briefly describe (in three or less sentences) the
overall purpose or function of the job. “Why does
this position exist?”
Hourly Position Questionnaire Sample Excerpt
1. Read and interpret
routine work orders and
instructions(service
orders, traffic orders, trunk
facility orders, TFOs,
transfer sheets, etc.).
Weekly
Daily
Hourly
1
2
3
4
5
0
1
Moderately
Important
Very
Important
Monthly
0
Extent to which task
is important relative
to other tasks
Not at all
Important
Somewhat
Important
Annually
This job is performed
Never
Job Tasks
2
3
Hourly Position Questionnaire Sample Excerpt
2. Read and interpret nonroutine written instructions
(procedures for reporting
vehicle accidents, etc.).
3. Read and interpret
technical manuals/material
(Installation and
Maintenance Series,
Engineering Series, etc.).
Weekly
Daily
Hourly
1
2
3
4
5
0
1
Moderately
Important
Very
Important
Monthly
0
Extent to which task
is important relative
to other tasks
Not at all
Important
Somewhat
Important
Annually
This job is performed
Never
Job Tasks
2
3
Hourly Position Questionnaire Sample Excerpt
Weekly
Daily
Hourly
1
2
3
4
5
11. Read instructions or
information aloud to
another person.
12. Print or write
information legibly in small
places.
13. Handle direct contact with
customers
0
1
Moderately
Important
Very
Important
Monthly
0
Extent to which task
is important relative
to other tasks
Not at all
Important
Somewhat
Important
Annually
This job is performed
Never
Job Tasks
2
3
Job Descriptions

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Identifying Information

Job Title

Exempt or Nonexempt
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Full-time or Part-time

Gender neutral
Summary

Brief description

Place in org. structure
Job Descriptions
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Duties and Responsibilities
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What does the person do?
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How do those tasks get done?
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Under what conditions?
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Using what materials?
Requirements and Qualifications
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KSA’s
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Certifications or degrees
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Appropriate for the job