The identification and description of

what is happening on the job.

Why Is It Done ?
To facilitate an organizations need to accurately
and precisely identify the required tasks, the
knowledge, and the skills necessary for
performing them, as well as the conditions under
which they must be performed.
2
Job analysis as a management technique was
developed around 1900.
It became one of the tools with which managers
understood and directed organizations.
Frederick W. Taylor, through his interest in
improving the efficiency of work, made studying
the job one of his principles of scientific
management.
From his ideas emerged time and motion study
of jobs. Early organization theorists were
interested in how jobs fit into organizations:
they focused on the purpose of the job.
3
A systematic examination of the tasks
performed in a job and the competencies
required to perform them.
A study of what workers do on the job, what
competencies are necessary to do it, what
resources are used in doing it, and the
conditions under which it is done
A job analysis is NOT an evaluation of the
person currently performing the job
4
It depends on the novelty of the position and
the currency of the most recent job analysis
for that occupation.
However, if the requirements of the position
are relatively static, then the position may
only need to be reviewed as needed.
From the Delegated Examining Operations
Handbook
5
When the position you seek to fill is unlike
any other position in your agency

When the requirements of the position are
likely to change with relative frequency
(e.g., information technology positions), you
should review the position at least annually
to ensure that your selection tools are still
valid
6
Employers have been forced to demonstrate the
validity of human resource policies and
practices that affect such activities and actions
as:
* Recruitment * Compensation * Hiring

* Testing * Training * Termination

* Promotion * Discipline * Transfers

Job analysis is the vehicle used to facilitate this
validation process.

7
A project is a collaborative enterprise,
frequently involving research or design that
is carefully planned to achieve a particular
aim.
A program on the other hand is the act of
creating and managing multiple projects
where in most cases the projects are related.
A project is usually short term with time
constraints while a program is an ongoing
process in order to achieve major
objectives.
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The Activities Involved in Collecting,
Analyzing, and Recording Job Data are:
Manpower Intensive (Expensive)
Organizationally Intense (Stressful)


It is Imperative that those Responsible for
Managing the Process Take the Time Necessary
at the Outset to:
Develop an Action Plan
Secure Senior Management's Support
Solicit the Cooperation of the Employees

9

Determine the
Organizational Use
of the Job Content
Data Collected.
Employment
Compensation
Training
Organizational Design
Safety and Health
Affirmative Action
Performance Review
Hiring the Handicapped
10

Learn About the
Structure,
Operations, and
Jobs of the
Organization.

Review:
Mission Statements
Work Unit Goals and
Objectives
Organization Charts
Process Charts
Procedures Manuals
11
Identify and Select
Methods for
Collecting Job
Content Data.

Interview

Questionnaire

Observation

Diary / Log

Combination
12
Schedule the
Necessary and
Logical Work
Steps.


Develop a Time and
Cost Schedule
What are you going
to do?
Who is ...
How are you ..
Where are you .
When are you ..
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Commonly Used Words

Activity
A word with broad general meaning that
any kind of action, movement, or
behavior required of an incumbent in
performing job assignments. Generic
for function, element, duty, responsibility,
and behavior.
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Major Activity or Responsibility
Relates to important or critical area of the job.
Taken together major activity statements
describe the job.
Function
The natural or proper action an individual work
unit, mechanism performs.
15
Element
The smallest step into which it is practical to
subdivide any work activity without analyzing
separate motions and mental processes.
Task
A coordinated series of work activity
elements used to produce an identifiable
and definable output that can be
independently consumed or used.
16
Duty
One or more tasks performed in
carrying out a job responsibility.

Behavior
The actions an individual takes under
certain circumstances.
17
Essential Job Functions
An ADA related item. It is an activity that the
individual who holds the position must be able
to perform unaided or with the
assistance of a "reasonable
accommodation".
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Begin With the Incumbent
The best source of job activity data is the
person doing the jobthis is where you
should begin.

Remember, at this stage we need to know
what the job content is..we will deal with
what it should be or what we want it to be a
little later in the process.
19
Draw a Job Picture
This is a mini-organization chart and it is a good
starting point for data collection because it
requires the incumbent to think of his or her job
as it relates to other jobs in the organization.
20
Have the Incumbent Identify Major Job
Activities.
Have the incumbent think about the
activities of the job relative to three to five
(possibly more) major categories of work.
21
Break Each Major Job Category Down Into
Specific Duties and Tasks.
This involves identifying the specific duties
and tasks that, when taken together,
constitute all of the key work activities of
the major job category.
22
Select the Most Appropriate Verb to Describe
the Action Taken.

Verb selection requires an effort to identify the
word that best describes the activity.
The right verb will tell the reader exactly what
is happening on the job and avoids ambiguity.
The right verb - the most appropriate verb -
must be the one everyone recognizes and
understands.
23
Select the Most Appropriate Verb to Describe
the Action Taken.

The right verb - the most appropriate verb -
must be the one everyone recognizes and
understands.
Beware of jargon.words used by specific
occupational groups that people outside the
field may be unable to recognize.

24
Edit, Edit, Edit, Edit, and Edit.
Avoid ambiguous wordsUse quantitative
words when possibleAvoid making
conclusions, and when selecting words, be
consistent in their use.
25
Are there sufficient responsibilities to
cover all of the major areas of the job.
Do the duties fit the responsibilities.
Is anything missing.
Are statements too vague or too
specific.
Are there an excessive number of
responsibilities (7+) or duties (10+)
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What combinations or subdivisions of duty and
responsibility statements are possible
Check the verbs. Are they appropriate. Is one
verb used too often
Clarify deviations. Review the final product with
the supervisor and incumbents to ensure that it
is:
Factually correct
Easily understood
Complete
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Those Sections of the Job Analysis
Questionnaire That Ask for Information On:

Knowledge and Skills
Required to perform the responsibilities of the job.

Education and Experience
Requirements, including any special licenses,
certification, or registrations.

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Miscellaneous Information
Any special knowledge, unique physical
demands, and description of working
conditions.
Additional Information
Input of incumbent with respect to opinions,
observations, and recommendations
about job design.
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