Chap 03 Trans

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Job Analysis

A Prelude to

Recruitment and

Placement

© 2003 Prentice Hall. Inc.

Instructor presentation questions: docwin@tampabay.rr.com

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Chapter Outline

I.

The Nature of Job Analysis

Job Analysis Defined

Uses of Job Analysis Information

Steps in Job Analysis

II.

Methods of Collecting Job Analysis Information

Introduction

The Interview

Questionnaire

Observation

Participant Diary/Logs

U.S. Civil Service Procedure

Quantitative Job Analysis Techniques

Using Multiple Sources of Information


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Chapter Outline

(continued)

III.

Writing Job Descriptions

Job Identification

Job Summary

Relationships

Responsibilities and Duties

Standards of Performance

Working Conditions and Physical Environment

IV.

Writing Job Specifics

Specifications for Trained Versus Untrained Personnel

Job Specifications Based on Judgment

Job Specifications Based on Statistical Analysis

V.

Job Analysis in a “Jobless” World

From Specialized to Enlarged Jobs

Why Managers are De-jobbing Their Companies


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After Studying This Chapter,

You Should Be Able To:

 Discuss the nature of job analysis , including what it is and how it’s used

 Use at least three methods of collecting job analysis information

 Write job descriptions including summaries and job functions using the Internet and traditional methods

 Write job specifications using the Internet as well as your judgment.

 Explain job analysis in a “jobless” world , including what it means and how it’s done in practice

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Part 1: The Nature of Job

Analysis

 Job analysis defined

 Uses of job analysis information

 Steps in job analysis

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Service-Oriented Strategy

 Change job descriptions, top to bottom

 Change recruiting

 Philosophy: Our commitment to satisfying customers and creating shareholder value directs virtually every decision we make.

 Working at U.S. Bank (next slide)


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What it Means to Work at

U.S. Bancorp

“Working at U.S. Bancorp means that each employee must take responsibility for providing outstanding service, understanding their individual jobs, and performing them at the highest level. In the end, it's the personal commitment of employees that helps us deliver results for our customers, company, shareholders and community.”

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Job Analysis – What is it and how is it used?

The procedure for determining the duties and skill requirements of a job and the kind of person who should be hired for it.

Check this “A+” site out and list some of the purposes for which job analysis is used.

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Jobs: Analyze, Describe and

Provide Specifications

 Determining duties and skills

 Listing job duties, responsibilities, reporting, conditions, supervision

 “Human requirements”

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Are there Legal Issues

Related to Job Analysis?

 Title VII of the 1964 Civil Rights Act



Equal Employment Opportunity Act (1972)

 Uniform Guidelines on Employee

Selection Procedures (1978)

 Americans with Disabilities Act (1990)

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What Information do I

Collect?

 Work activities

 Human behaviors

 Machines, tools, equipment and work aids

 Performance standards

 Job context

 Human requirements

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Work activities

 Cleaning

 Selling

 Teaching

 Painting

 How, why and when the activities are performed


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Human behaviors

 Sensing

 Communicating

 Deciding

 Writing

 Job demands



Lifting



Walking



Jumping jacks?


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Machines, Tools, Equipment,

Work Aids

 Products made

 Materials processed

 Knowledge

 Services

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Performance Standards

Check out these sites for samples of work standards. What are some of the common threads?



National Health and Safety



Job descriptions and performance standards

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Job Context


 Working conditions

 Schedule

 Organizational context

 Social context


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Human Requirements

 Job-related knowledge and skills



Education



Training



Work experience

 Personal attributes



Aptitudes



Physical characteristics



Personality



Interests

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Uses of Job Analysis

Information

Job Analysis

Job Description and

Job Specification

Recruiting and

Selection

Decisions

Figure 3-1

Performance

Appraisal

Job Evaluation —

Wage and Salary

Decisions

(Compensation)

Training

Requirements

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Uses of Job Analysis

Information

 Recruitment and selection

 Compensation

 Performance Appraisal

 Training

 Discovering unassigned duties

 EEO compliance

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Recruitment and Selection

Executive recruiting

Electronic recruiting

Monster

International

How to recruit

Assessment and selection

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Compensation


 Job value

 Salary

 Bonus

 Relative job worth

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Performance Appraisal

 How to do it

 Standards

 Self-appraisal

 The discussion

 Setting goals

 How to get a raise

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Training

The job description should show the activities and skills —and therefore the training —that the job requires.


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Discovering Unassigned

Duties

Job analysis can also help reveal unassigned duties.

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EEO Compliance


EEO Compliance Job analysis also plays a big role in EEO compliance

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Steps in Job Analysis

1. Decide how to use the information

2. Review relevant background information

3. Select representative positions

4. Conduct the analysis

5. Verify with the worker and supervisor

6. Develop a job description and job specification

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Process Chart for Analyzing

Work Flow

Input from

Plant Managers

Input from

Suppliers

Job Under

Study —

Inventory Control

Clerk

Information

Output to

Plant Managers

Inventory

Output to

Plant Managers

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Part 2: Methods of Collecting

Job Analysis Information

 The interview

 Questionnaire

 Observation

 Participant diary/logs

 U.S. Civil Service Procedure

 Quantitative techniques

 Multiple sources of information

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Collecting Job Analysis

Information

 Joint effort between

HR, the worker and the supervisor

 “SME’s” (Subject

Matter Experts)

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Employees may be

Concerned Because of –

 Resistance to change

 Possible changes to job duties

 Changes to pay

 Lack of trust of consequences

 The same job title may have different responsibilities and pay rates in different departments

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Widely Used: The Interview

 Individual interviews with each employee

 Group interviews with groups of employees who have the same job

 Supervisor interviews with one or more supervisors who know the job.

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Sample Interview Questions













What is the job being performed?

What are the major duties of your position? What exactly do you do?

What physical locations do you work in?

What are the education, experience, skill, and

[where applicable] certification and licensing requirements?

In what activities do you participate?

What are the job’s responsibilities and duties?

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Sample Interview Questions

(continued)











What are the basic accountabilities or performance standards that typify your work?

What are your responsibilities? What are the environmental and working conditions involved?

What are the job’s physical demands? The emotional and mental demands?

What are the health and safety conditions?

Are you exposed to any hazards or unusual working conditions?

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Interview Guidelines

• The job analyst and supervisor should identify the workers who know the job best and would be objective

•Establish a rapport with the interviewee

•Follow a structured guide or checklist

•Ask a worker to list duties in order of importance and frequency of occurrence

•Review and verify data

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How to Conduct a

Questionnaire Session

 Use a specific questionnaire

 Establish rapport

 Follow a structured approach

 List duties in order of importance or frequency of occurrence

 Review and verify the data

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PORTLAND STATE UNIVERSITY

POSITION DESCRIPTION

* * PLEASE READ INSTRUCTIONS BEFORE COMPLETING THIS FORM * * ( ) New ( ) Revised

SECTION 1. POSITION INFORMATION a.

Class Title: b.

Class No.: c.

Effective Date: d.

Position No.: e.

Working Title: f.

Work Unit: g.

Agency No.: h.

Employee Name: i.

Work Location (City-County):

_________________________________________________________________________________ j.

Position: ( ) Permanent

( ) Full Time

( ) Seasonal

( ) Part Time

( ) Limited Duration

( ) Intermittent

( ) Academic Year

( ) Job Share

_________________________________________________________________________________ k.

FLSA: ( ) Exempt ( ) Non-Exempt l. Eligible for Overtime: ( ) Yes ( ) No

_________________________________________________________________________________

SECTION 2. PROGRAM/POSITION INFORMATION a.

Describe the program in which this job exists. Include program purpose, who's affected, size, and scope.

Include relationship to agency mission.

b.

Describe the purpose of this position, and how it functions within this program, by completing this statement:

The purpose of this job/position is to . . .

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SECTION 3. DESCRIPTION OF DUTIES


List major duties. Note percentage of time duties are performed. If this is an existing position, mark "N" for new duties or

"R" for revised duties.

% of

Time N/R DUTIES

_________________________________________________________________________________

SECTION 4. WORKING CONDITIONS

Describe special working conditions, if any, that are a regular part of this job. Include frequency of exposure to these conditions.

________________________________________________________________________________

SECTION 5. GUIDELINES a.

List any established guidelines used to do this job, such as state or federal laws or regulations, policies, manuals or desk procedures.

b. How are these guidelines used to perform the job?

SECTION 6. WORK CONTACTS

With whom outside of co-workers in this work unit must this position regularly come in contact?

Who Contacted How Purpose How Often?

SECTION 7. JOB-RELATED DECISION MAKING

Describe the kinds of decisions likely to be made by this position. Indicate affect of these decisions where possible.

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SECTION 8. REVIEW OF WORK


Who reviews the work of this position? (List classification title and position number.) How? How often? Purpose of the review?

SECTION 9. SUPERVISORY DUTIES TO BE COMPLETED ONLY FOR POSITIONS IN MANAGEMENT SERVICE a.

How many employees are directly supervised by this position?

_______ Through Subordinate Supervisors?

_______ b. Which of the following supervisory/management activities does this job perform?

( ) Plans Work

( ) Assigns Work

( ) Approves Work

( ) Responds to Grievances

( ) Disciplines/Rewards

( ) Hires/Fires (or Effectively Recommends)

( ) Prepares and Signs Performance Appraisals

SECTION 10. ADDITIONAL JOB-RELATED INFORMATION

Any other comments that would add to an understanding of this position:

SPECIAL REQUIREMENTS: List any special mandatory recruiting requirements for this position:

BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate in what area, how much

(biennially) and type of funds:

_________________________________________________________________________________

SECTION 11. ORGANIZATIONAL CHART

Attach a current organizational chart. See instructions for detail to be included on the chart.

_________________________________________________________________________________________________

Employee Signature Date Supervisor Signature Date

_________________________________________________

Appointing Authority Signature Date

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Observation

 Observation may be combined with interviewing

 Take complete notes

 Talk with the person being observed – explain what is happening and why

 Ask questions

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Diaries and Logs

 Time-consuming

 Self-reporting

 Remembering what was done earlier

 Can use dictating machines and pagers

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U.S. Civil Service

Commission


1. Knowledge

2. Skills

3. Abilities

4. Physical activities

5. Special environmental conditions

6. Typical work incidents

7. Worker interest areas

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Quantitative Job Analysis

Techniques

 Position Analysis Questionnaire

 The U.S. Department of Labor approach

 Functional job analysis

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Sample Position Analysis

Questionnaire

Figure 3 - 4

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Position Analysis

Questionnaire Items

 Information Input

 Mental Processes

 Work Output

 Relationships with Other Persons

 Job Context

 Other Job Characteristics


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U.S. Department of Labor

Procedure

 Data examples



Synthesizing



Copying

 People examples



Instructing



Persuading

 Things examples





Setting up

Tending

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Basic Department of Labor

Worker Functions

Basic

Activities

DATA

0 Synthesizing

1 Coordinating

2 Analyzing

3 Compiling

4 Computing

5 Copying

6 Comparing

PEOPLE

0 Mentoring

1 Negotiating

2 Instructing

3 Supervising

4 Diverting

5 Persuading

6 Speaking — signaling

7 Serving

8 Taking instructions — helping

Table 3-1

THINGS

0 Setting up

1 Precision working

2 Operating

—controlling

3 Driving

—operating

4 Manipulating

5 Tending

6 Feeding

—offbearing

7 Handling

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Functional Job Analysis

 Used beginning in the 1940’s

 Seven scales to describe what workers do in jobs:

(1) Things

(2) Data

(5) Reasoning

(6) Math

(7) Language

(3) People

(4) Worker Instructions

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Part 3: Writing Job

Descriptions


1. Job Identification

2. Job Summary

3. Relationships

4. Responsibilities and Duties

5. Standards of Performance

6. Working Conditions and Physical

Environment

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Sample Job Description

Figure 3 - 7

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Sample Job Descriptions,

Dictionary of Occupational Titles

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Want to Create Your Own

Job Description?

 Click here to start creating a job description for yourself or a position you are seeking. Or, create one for your

Professor!

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Job Identification


 Title

 Fair Labor Standards Act ( FLSA )

 Date

 Approvals

 Supervisor’s title

 Salary

 Grade level

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Job Summary

 General nature

 Major functions or activities

 Includes general statements


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Relationships Statement for

Human Resource Director

Works with all department managers and executive management

Vice President

Employee Relations

Human Resource

Director

Department

Secretary

Human Resource

Clerk

Works with employment agencies, recruiters, union reps, state and federal agencies, vendors

Test

Administrator

Labor Relations

Manager

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Responsibilities and Duties

 Examples



Establishes marketing goals to ensure share of market



Maintaining balanced and controlled inventories

 Defines the limits of job holder’s authority





Purchasing authority

Discipline



Interviewing and hiring

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Standards of Performance -

Example

Duty: Meeting Daily Production Schedule



Work group produces no fewer than 426 units per working day



Next workstation rejects no more than an average of 2% of units



Weekly overtime does not exceed an average of 5%

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Job Descriptions

Check this web site for sample job descriptions.

What do you like about them?

What, if anything, is missing?

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Using the Internet for Writing

Job Descriptions

The Dictionary of

Occupational Titles

(DOT) is being replaced by the U.S.

Department of Labor by O*NET

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Part 4: Writing Job

Specifications

 What human traits and experience are required to do the job well?



Specifications for trained versus untrained personnel



Specifications based on judgment



Specifications based on statistics

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Job Related Behaviors

 Industriousness

 Thoroughness

 Schedule flexibility

 Attendance

 Off-task behavior

 Unruliness

 Theft

 Drug misuse

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Statistics and Job Analysis

 Analyze job

 Select personal traits

 Test

 Measure subsequent job performance

 Statistically analyze relationship between trait and performance

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Job Analysis – a Practical

Approach

1. Decide on a plan

2. Develop an organization chart

3. Use a job analysis questionnaire

4. Obtain lists of job duties from O*NET

5.

Compile the job’s human elements

6. Complete your job description

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Step 1: Decide on a Plan

 Broad outline

 What do you expect your sales revenue to be next year?

 What products will you emphasize?

 Internally, what will expand, reduce, consolidate or grow

 What new positions will you need?

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Step 2: Develop an

Organization Chart

Click here to take you to a tutorial on creating an organization chart.

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Step 3: Use a Job

Analysis Questionnaire

JOB ANALYSIS

Job Title:

Description of the Job:

Tasks Tools Used

Standards for

Performance

Conditions for

Performance

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Step 3: Continued


CONTENT ANALYSIS

Subject Area Title:

Content Description and Relevant Definitions:

Tasks Tools Used

Standards for

Performance

Conditions for

Performance

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Step 4: Obtain Lists of Job

Duties

 Check out O*.NET

 Find the description of a retail salesperson

 Then, complete Step 5: Compiling the job’s human requirements and Step 6:

Completing your job description .

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Part 5: Job Analysis in a

“Jobless” World

 From specialized to enlarged jobs

 Why managers are

“de-jobbing” their companies

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Specialized to Enlarged

Jobs

 Job Enlargement = same-level activities

 Job Rotation = moving from one job to another

 Job Enrichment = redesigning to experience more responsibility, achievement, growth and recognition

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Trends and De-Jobbing

Rapid product and technological changes

Global

Changes

Competition

Demographics

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Traditional Organization

Chart

President

Chief Executive Officer

Executive Assistant

Sales

Director

East Region

Manager

Manager

Manager

Manager

Sales

Vice President

Sales

Sales

Director

West Region

Vice President

Marketing

Director

Public Relations

Vice President

Human Resources

Director

Compensation and Benefits

Director

Training and

Development

Manager

Manager

Manager

Manager

Manager

Manager

Clerk

Administrator

Vice President

Operations

Director

Manufacturing

Manager

Tech. Writer

Sr. Trainer

Sr. Trainer

Logistics

Plant Manager

Plant Manager

Sales Sales

Vice President

Finance

Driector

Audit and

Accounting

Tax

Finance

Accounting

Clerk

Accounting

Accounting

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Flatter Organizations

Technical

Development

Team

Manufacturing

Engineering

Team

People

Systems

Team

Executive and

Operations

Team

Finance

Team

Purchasing and

Suppllier Quality

Team

Sales, Service and

Marketing

Team

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How Organizations are

Responding

 The boundaryless organization

 Re-engineering

 “Broadbanding” job descriptions

 Performance-based job descriptions

 Empowered employees

 Skills matrices

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Flat and Boundaryless

Organizations

General

Electric

WAL MART

Procter & Gamble

I K E A


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The Skills Matrix for One Job at

British Petroleum

B

A

D

C

H

G

F

E

Technical

Expertise

H

G

F

E

D

C

B

A

Business

Awareness

H

G

F

E

D

C

B

A

Communication &

Interpersonal

H

G

F

E

D

C

B

A

Decision

Making &

Initiative

H

G

F

E

D

C

B

A

Leadership

&

Guidance

H

G

F

E

D

C

B

A

Planning &

Organizational

Ability

B

A

D

C

H

G

F

E

Problem

Solving

The highlighted boxes indicate the minimum level of skill required for the job.


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Chapter Review

 We reviewed the nature of job analysis, how it is used, some legal issues and three methods of collecting job analysis information.

 We practiced writing job descriptions and looked at descriptions in detail.

 We looked at the USCSC, USDOL, DOT and O*NET.

 We reviewed the six steps involved in job analysis and reviewed traditional and contemporary methods of organizing.

 WHEW!

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