Job Analysis

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• Job analysis is the process of collecting job related

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information.

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• Such information helps in the preparation of job

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description and job specification.
• It is, to be more specific, a systematic investigation of
the tasks, duties and responsibilities necessary to do

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a job.

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 Nature of Job Requirements
Job Analysis

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• What employee does

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• Why employee does it • Determining job requirements

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• How employee does it

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Job Description

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• Employee orientation
• Summary statement of the job
• Employee instruction
• List of essential functions of the job
• Disciplinary action

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Job Specification

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• Personal qualifications required in • Recruitment

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terms of skills, education and • Selection
experience • Development
The Basic Steps Involved in Job Analysis

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• Collecting and recording job information

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• Checking the job information for accuracy
•
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Writing job descriptions based on the information

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• Using the information to determine the skills,
abilities and knowledge that are required on the job
• Updating the information from time to time

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 The Process of Job Analysis
•

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Strategic Choices

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• Gather Information

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• Process Information

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• Job Description
• Job Specification

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The Process of Job Analysis

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 Performing Job Analysis
Step 1: Select jobs to study
Step 2: Determine information to collect
• Tasks

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• Responsibilities
• Skill requirements

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Step 3: Identify sources of data

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• Employees

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• Supervisors/managers

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Step 4: Methods of data collection
• Interviews
• Questionnaires
• Observation

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• Diaries and Records
Step 5: Evaluate and verify data collection

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• Other employees
• Supervisors/managers
Step 6: Write job analysis report
 Approaches to Job Analysis
• Functional Job Analysis (FJA)
– Quantitative approach to job analysis that utilizes a compiled

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inventory of the various functions or work activities that can
make up any job.

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– Assumes that each job involves three broad worker functions:

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(1) data, (2) people, and (3) things.

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• Position Analysis Questionnaire (PAQ)

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– A copyrighted questionnaire that is used to determine the
degree to which different tasks are involved in performing a
particular job.
• Critical Incident Method

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

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• HRIS and Job Analysis
– Human resource information systems (HRIS) help automate the
process of job analysis.
 Methods of Collecting Job Analysis Data
• Job performance: The analyst actually performs the job in
question and collects the needed information.

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• Personal observation: The analyst observes others doing the

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job and writes a summary.

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• Critical incidents: Job incumbents describe several incidents

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relating to work, based on past experience; the analyst

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collects, analyses and classifies data.
• Interview: Job incumbents and supervisors are interviewed

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to get the most essential information about a job.

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• Panel of experts: Experienced people such as job
incumbents and supervisors with good knowledge of the job
asked to provide the information.
 Methods of Collecting Job Analysis Data
• Diary method: Job incumbents asked to maintain diaries or logs of
their daily job activities and record the time spent and nature of
work carried out.

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• Questionnaire method: Job incumbents approached through a
properly designed questionnaire and asked to provide details.

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• The Position Analysis Questionnaire: It is a standardized form

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used to collect specific information about job tasks and worker
traits.

• Management Position Description Questionnaire: It is a

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standardized form designed to analyze managerial jobs.

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• Functional Job Analysis: It is a systematic process of finding what
is done on a job by examining and analyzing the fundamental
components of data, people and things.
 Job Analysis Questionnaire

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JOB ANALYSIS INFORMATION FORMAT
Your Job Title_______________ Code__________Date_____________

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Class Title_______________ Department_____________________

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Your Name_________________ Facility___________________________

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Superior’s Title______________ Prepared by_______________________

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Superior’s Name____________ Hours Worked______AM______to AM____
PM PM
1. What is the general purpose of your job?

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2. What was your last job? If it was in another organization, please name it.

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3. To what job would you normally expect to be promoted?

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 Job Analysis Questionnaire
4. If you regularly supervise others, list them by name and job title.

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5. If you supervise others, please check those activities that are part of your supervisory

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duties:

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¨ Hiring ¨ Coaching ¨ Promoting

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¨ Orienting ¨ Counseling ¨ Compensating

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¨ Training ¨ Budgeting ¨ Disciplining

¨ Scheduling ¨ Directing ¨ Terminating

¨ Developing ¨ Measuring Performances ¨ Other____________

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6. How would you describe the successful completion and results of your work?

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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:
 Job Analysis Questionnaire

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(a) Daily Duties
(b) Periodic Duties (Please indicate whether weekly, monthly, quarterly, etc.)

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(c) Duties Performed at Irregular Intervals

8.

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Education – Please check the blank that indicates the educational requirements for
the job, not your own educational background.

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¨ No formal education required ¨ College degree
¨ Less than high school diploma ¨ Education beyond graduate
¨ High school diploma or equivalent degree and/or professional license.

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¨ College certificate or equivalent

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List advanced degrees or specified professional license or certificate
Please indicate the education you had when you were placed on this job.
required.
 Employee Activities in PAQ
1. Information Input: Where and how does the employee get the information
he/she uses in performing his/her job.

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Examples:
Use of written materials.

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Near-visual differentiation.

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2. Mental Processes: What reasoning, decision making, planning and information-

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processing activities are involved in performing the job?

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Examples:
Levels of reasoning in problem solving.
Coding/decoding

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3. Physical activities: What physical activities does the employee perform and
what tools or devices does he/she use?

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Examples:
Use of Keyboard devices.
Assembling/disassembling.
 Employee Activities in PAQ
4. Relationships with other people: What relationships with other people are
required in performing the job?

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Examples:

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Instructing.

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Contacts with public, customers.

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5. Job context: In what physical and social context is the work performed?

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Examples:
High temperature.
Interpersonal conflict situations.

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6. Other Job characteristics: What activities, conditions, or characteristics other

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than those described above are relevant to the job?

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Examples:
Specified work pace.
Amount of job structure.
Important Benefits of Job Analysis
Multifaceted Nature of Job Analysis

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Human Resource
Planning Selection

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Job Evaluation

Job Design and

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Training

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Redesign

Appraisal

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Performance

Employee Safety
Counselling
 Job Description
• 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.

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Interview

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Supervisor
Questionnaire

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Securing Final

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Job Analyst consensus Draft

Interview
Questionnaire Employees
Observation

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reconcile data
Tentative
draft
 Key Elements of Job Description
• Job Title

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– Indicates job duties and organizational level

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• Job Identification

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– Distinguishes job from all other jobs

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• Essential Functions (Job Duties)

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– Indicate responsibilities entailed and results
to be accomplished

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• Job Specifications

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– Skills required to perform the job and
physical demands of the job
 Specimen of Job Description
• Title Compensation manager

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• Code HR/2310

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• Department Human Resource Department

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• Summary Responsible for the design and administration of employee

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compensation programmes.

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• Duties v Conduct job analysis.
• v Prepare job descriptions for current and projected
positions.

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• v Evaluate job descriptions and act as Chairman of Job
Evaluation Committee.

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• v Insure that company’s compensation rates are in tune
with the company’s philosophy.
 Specimen of Job Description
• v Relate salary to the performance of each

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employee. Conduct periodic salary surveys.

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• v Develop and administer performance

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appraisal programme.

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• v Develop and oversee bonus and other

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employee benefit plans.
• v Develop an integrated HRIS.

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• Working conditions Normal. Eight hours per day. Five days a

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week.

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• Report to Director, Human Resource Department.
 Job Specification
• It offers a profile of human characteristics (knowledge, skills and
abilities) needed by a person doing a job.
• Specimen of Job Description

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Education v MBA with specialization in HRM/MA in social work/PG
Diploma in HRM/MA in industrial psychology.

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v A degree or diploma in Labor Laws is desirable.

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Experience v At least 3 years’ experience in a similar position in a large

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manufacturing company.

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Skill, Knowledge, Abilities v Knowledge of compensation practices in competing
industries, of job analysis procedures, of compensation
survey techniques, of performance appraisal systems.

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v Skill in writing job descriptions, in conducting job analysis

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interviews, in making group presentations, in performing

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statistical computations.
v Ability to conduct meetings, to plan and prioritize work.
Work Orientation Factors v The position may require up to 15 per cent travel.
Age v Preferably below 30 years.