JOB 1

ANALYSIS
 CHAPTER 1. Define and explain the importance of job
analysis (JA).
OBJECTIVES 2. Explain the benefits of conducting JA.
3. Identify the steps in JA.
4. Discuss the relevance of JA to other HR
activities.

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What is Job • The systematic process of collecting

Analysis`
information about all of the parameters of
a job—its basic responsibilities, the
behaviors, skills, and the physical and
mental requirements of the people who do
it.

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 JOB • Job / LIST OF DUTIES
– a group of related activities and duties

ANALYSIS • Position / JOB TITLE

– the different duties and responsibilities
performed by only one employees
• Job family –
– a group of individual jobs with similar
characteristics

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PURPOSES JA is performed on three (3)
occasions namely:
OF JOB 1. When the organization is
ANALYSIS newly founded and the job is
initiated for the first time.
2. When a new job is created.
3. When jobs are changed due
to several factors (new
technology, method and
procedures). 6
PURPOSES 1. To reduce confusion of tasks and clarifies job
relationships in macro perspective.

OF JOB 2. Establishes a sound basis for supervisors’

expectations of subordinates’ performances and

ANALYSIS subsequent compensation.

3. As the foundation on which HRP and career
activity are based.

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• The Johor government highlighted the creation of
over 778,000 new jobs, with the bulk of it —
732,325 jobs — within Iskandar Malaysia, the
southern development corridor covering some
2,217sq km and encompassing four districts: Johor
Baru, Kulai, Pekan Nanas and Kukup.
• The remaining 45,764 new jobs were from the
Pengerang Integrated Petroleum Complex.

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• The Sarawak government is targeting to create
about 1.5 million new jobs by 2020, with 60% of
them requiring those with Technical and
Vocational Education and Training (TVET), said
Human Resource Minister Datuk Seri Richard Riot
Jaem.
• This, he said, made TVET an important platform to
enhance the skills of the Malaysian workforce, with
35% of the skilled workers to be produced by 2020.

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Performing 1. Select jobs to study
Job 2. Determine information to collect: Tasks,

Analysis responsibilities, skill requirements

3. Identify sources of data: Employees,

supervisors/managers, job analyst

4. Methods of data collection: Interviews,

questionnaires, observation, diaries and records

5. Evaluate and verify data collection: Other

employees, supervisors/managers

6. Write job analysis report

 Step 1: 1. Physicians assistant - Baby Boomers and subsequent
need for quality healthcare

select jobs to 2. Transportation, Storage, and Distribution Managers

study
3. Dentist – diagnose and treating oral hygiene
problems
4. Human Resource Managers
5. Educational administrators
6. Computer network architects – design business Local
Area Network (LAN), Wide Are Networks (WAN),
Intranet, Internet
7. Nurse Practitioners
8. Personal Financial Advisors
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Step 2: Information to be collected: Aspect of Job to be
Analyzed

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 Information 1. Duties and Tasks The basic unit of a job is the
performance of specific tasks and duties. frequency,

to be
duration, effort, skill, complexity, equipment, standards,
etc.

collected:
2. Environment This may have a significant impact on the
physical requirements to be able to perform a job. The

Aspects of Job
work environment may include unpleasant conditions
such as offensive odour and temperature extremes.
There may also be definite risks to the incumbent such
to be as noxious fumes (industrial-by-products gases),
radioactive substances, hostile and aggressive people,
Analyzed and dangerous explosives.
3. Tools and Equipment Equipment may include
protective clothing. These items need to be specified in
a Job Analysis.
4. Relationships - reporting structure
5. Requirements The knowledges, skills, and abilities
(KSA's) required to perform the job. 14
Step 3: Sources of Subject Matter Experts (SME)
Data • Incumbent
• Supervisors
• Job analyst

Records

Database
• Dictionary of Occupational Title DOT
• Occupational Information Network
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O*Net
 Step 4: • Interviews
– Interview the employees to describe the duties
Method of performed and check with the supervisor for the
additional information and accuracy of the
Gathering information given by the employee (managerial
and clerical workers)
Job • Questionnaires

Information – Asking structured questions to identify the tasks

they perform in accomplishing the job.
• Observation
– Job analyst watches the worker perform job
tasks and records the findings (involve filed
duties; molding, manufacturing)
• Diaries
– Information is gathered by having employees to
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describe their daily job routine.
Other sources 1. The functional job analysis

of job 2. The Position Analysis

analysis questionnaire system

information 3. The critical incident method

4. A task inventory analysis
5. A competency-based job
analysis.

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 Functional 1. Quantitative
collection
method of job data

Job Analysis 2. Covers three broad employees’ function ;

data, people and things
3. Weightage for each function determine
its key roles
4. Importance in developing JD and JS

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 Position • A questionnaire covering 194 different
tasks that, by means of a five-point scale,
Analysis seeks to determine the degree to which

Questionnaire
different tasks are involved in performing a
particular job
(PAQ)

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 Critical – Job analysis method by which job tasks are
identified that are critical to job success.

Incident – The job analyst writes five to ten important task

Method
statements for each job under study.

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• Task Inventory Analysis
– Is an organization-specific analysis developed by identifying—with the help of
employees and managers—a list of tasks and their descriptions that are components
of different jobs.
• Competency-Based Analysis
– Involves constant development of job profiles of current worker tasks, duties, and
responsibilities that are “key” competencies for use in creating job descriptions, setting
recruitment requirements, and in performance evaluation.
• HRIS and Job Analysis
– Human resource information systems (HRIS) and specialized software help automate
job analysis.
• Analyze jobs and write job descriptions and job specifications based on those
analyses.
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• Combine job analysis with job evaluation and the pricing of organizational jobs.
 Step 5: Job • Job Description
– Statement of the tasks, duties, and responsibilities
requirements (TDRs) of a job to be performed

• Job Specification
– Statement of the needed knowledge, skills, and
abilities (KSAs) of the person who is to perform
the job

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 Job • Job Title
– Indicates job duties and organizational level
description • Job Identification
– Distinguishes job from all other jobs
• Essential Functions (Job Duties)
– Indicate responsibilities entailed and results
to be accomplished

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• Job Specifications
– Skills required to perform the job and physical
demands of the job

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Highlights in HRM
 Problems 1. If they are poorly written, using vague rather
than specific terms, they provide little guidance

with Job to the jobholder – lead to various work problem;

stress and behavioral problem

Descriptions 2. They are sometimes not updated as job duties

or specifications change –loafing problem,
confuse, conflicts, task spillover.

3. They may violate the law by containing

specifications not related to job success – EEO
concern

4. They can limit the scope of activities of the

jobholder, reducing an organization’s flexibility.
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Relationship of
Job
Requirements
to Other HRM
Functions

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JOB DESIGN
Job Design • Job Analysis
– Study of jobs as currently performed by
employees.
– Identifies job duties and requirements
needed to perform the work successfully.
• Job Design
– An outgrowth of job analysis that
improves jobs through technological and
human considerations in order to enhance
organization efficiency and employee job
satisfaction.
– Concerned with changing, modifying and
enriching jobs performance.
Job Design • Job design is the process of deciding on the
– contents of a job in terms of its duties and
responsibilities,
– on the methods to be used in carrying out
the job,
– in terms of techniques, systems and
procedures, and
– on the relationships that should exist
between the job holder and his superior
subordinates and colleagues.
 The
importance
1. The way the job is designed can give
influence on job performance (easy,

of job design
moderate, difficult to perform) and also
affecting mental and physical health of
the employees who performing the job.
2. Job design must takes into account both
the technological and the human
considerations needed to perform the
job successfully.
3. Can affect job satisfaction (employees
involvement and empowerment).
Microchip Manufacturer
• This isn’t an occupation that would seem dangerous, but computer
chips are created with numerous hazardous chemicals including
arsenic. While manufacturing chips might not be immediately fatal,
there are long-term effects to health such as high rates of miscarriages,
birth defects, cancer and respiratory illnesses.

POWER LINE WORKER

• Powerline work and communication tower climbing are considered to
be one of the hardest jobs in the world. This career involves climbing
tremendous heights with heavy equipment in tough weather conditions.
It also needs someone with great balance and strength that is up to
working irregular hours. According to CNN, there are on average “21.5
deaths per 100,000 workers”.
CROCODILE WRESTLER
• This isn’t your everyday job, but crocodile wrestlers
do actually exist at the samphran elephant ground
and zoo in thailand! Their daily duties involve,
sticking their hide inside a crocodiles mouth for
entertainment purposes of zoo visitors.

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 • A field of study concerned with analyzing work
methods and establishing time standards

Industrial • Work cycle - Involves modified, combined,

rearranged or eliminated to reduce time needed to
Engineering complete the task
• Standard time - to complete each task or job and
adjusted with the skill and effort in performing the
work
• Efficiency and improving time may cause neglect
in behavioral consideration – select workers based
on their ability, train them and offer competitive pay
structure
 • An interdisciplinary approach to designing
equipment and systems that can be easily
and efficiently used by human beings
Ergonomics • Matching the products and jobs to human

(safety and capabilities, preferences and limitations of

those who performing the jobs
health) • Focuses on designing the jobs with safe and
efficient work while improving the safety,
comfort and performance of users

According to Safe Work Australia, the total economic cost of work-related injuries and
illnesses is estimated to be $60 billion dollars. Recent research has shown that lower
back pain is the world’s most common work-related disability – affecting employees from
offices, building sites and in the highest risk category, agriculture.
• Ergonomics
– Railway train seats
– Seats for forklifts
– Crane cabin design
– Design of rehabilitation equipment
– Designing for disabled users
– Disabled workers: modification of equipment to suit
– Emergency Services Rooms – design, layout
– Industrial hand trucks: design
– Outpatients’ departments: design
– Ship interiors
– Supermarket entrances
 Job • Enhancing a job by adding more
meaningful tasks and duties (vertical
enrichment expansion) to make the work more

(human
rewarding or satisfying.
• Increasing autonomy and responsibility
approach) • Providing opportunities for
achievement, recognition, growth,
responsibility, and performance.
 Job – Increasing the level of difficulty and
responsibility of the job
enrichment – Allowing employees to retain more

(human
authority and control over work
outcomes

approach) – Providing unit or individual job

performance reports directly to
employees
– Adding new tasks to the job that
require training and growth
– Assigning individuals specific tasks,
enabling them to use their particular
competencies or skills
 Job • Job design theory that purports that
Characteristics three psychological states of a
Model jobholder:
(Hackman and – experiencing meaningfulness of the
Oldham) work performed
– responsibility for work outcomes
– knowledge of the results of the work
performed
• These will result in improved work
performance, internal motivation, and
lower absenteeism and turnover.
 Job Characteristics model (cont’d)
1. Skill variety: The degree to which a job entails a variety of different activities,
which demand the use of a number of different skills and talents by the jobholder
2. Task identity: The degree to which the job requires completion of a whole and
identifiable piece of work, that is, doing a job from beginning to end with a visible
outcome
3. Task significance: The degree to which the job has a substantial impact on the lives
or work of other people, whether in the immediate organization or in the external
environment
4.Autonomy: The degree to which the job provides substantial freedom,
independence, and discretion to the individual in scheduling the work and in
determining the procedures to be used in carrying it out
5. Feedback: The degree to which carrying out the work activities required by the job
results in the individual being given direct and clear information about the
effectiveness of his or her performance
 Employee • Granting employees power to initiate change.
• Encouraging them to take charge of what
empowerment they do (responsibility).
• Before empower the employees,
organizations must encourage these
conditions:
• Participation
• Innovation
• Access to information
• Accountability
 Employee Teams

• Work functions are structured for groups rather than for individuals
• Concept of synergy
• Forms of Employee Teams (Figure 4.6): Cross-Functional Team, Project
Team, Self-Directed Team, Task Force Team, Process-Improvement Team,
Virtual Team
Forms of Employee Teams
 • Flextime : Working hours that permit
employees the option of choosing daily
Flexible starting and quitting times, provided that
they work a set number of hours per day or
Work week.

Schedules • Compressed Workweek: Shortening the

number of days in the workweek by
lengthening the number of hours worked per
day.
• Job Sharing: The arrangement whereby two
part-time employees perform a job that
otherwise would be held by one full-time
employee.
• Telecommuting: The use of personal
computers, networks, and other
communications technology such as fax
machines to do work in the home that is
 Job Rotation

• Job rotation involves shifting a person from one job to another, so that he is able
to understand and learn what each job involves.
• At another level of a larger company, managers and supervisors are sometimes
moved, in a series of planned job rotations. Business owners and operating officers
might use a rotation plan so that management personnel are familiar with various
sections of the business. Then, when the time comes to fill a vacant position due to
retirement, for example, there may be more than one candidate familiar with the
duties of that slot.
• In certain industries and with work that involves
physical labor, job rotation may be used to avoid
over-stressing some workers. The constant,
repetitive use of the same muscles can be one of
the hazards of the workplace. Wise use of rotation
may help workers stay healthy, and maintain a
good work atmosphere as well. Safety is often a
key consideration in this situation.

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THE END