JOB ANALYSIS & HR PLANNING

By:-
Shewayirga Assalf (Ass.Pro.)

May 2020 G.C

 JOB ANALYSIS & HR PLANNING
Contents
1. Meaning and definition of job analysis
2. Steps in job analysis
3. Methods of collecting job analysis information
4. Importance of job analysis information
5. Potential problems with job analysis
6. Meaning and definition of Human resource planning
7. Importance of human resource planning
8. Steps[procedures] in human resource planning
9. Factors affecting human resource planning
 Meaning and Definition of Job Analysis

Meaning of Job analysis

 It refers to the anatomy of the job
 It is a process by which jobs, duties and responsibilities are
defined
 the various factors relating to job is collected and compiled to
determine the work conditions, nature of work, qualities of
person to be employed on the job, position of the job,
opportunities available and authorities and privileges to be
given on the job etc.
 It is a detailed and systematic study of jobs to know the nature
and characteristics of people to be employed for each job.
 It is a process of discovering and identifying the relevant
information relating to the specific job
Job Analysis cont….
It is the determination of tasks. which comprises the job, and of
the skills, knowledge, abilities, and attitudes required of the
worker for the successful performance of the job.
The process of job analysis is essentially one of data collection
and then analyzing that data
Recruiting, selecting, hiring, paying and promoting employees
are procedurally defined by the results of the job analysis.
1.2 Meaning of Job description
 Itis a list of the tasks, duties, and responsibilities(TDRs) that a
particular job entails.
 It is a list of knowledge, skills,abilities,and other
characteristics (KSAOs) that an individual must have to
perform a particular job.
 Job analysis: a purposeful, systematic process for
collecting information on the important work-related
aspects of a job
 Job description: the principal product of a job
analysis. It represents a written summary of the job as
an identifiable organizational unit
CONT…
 Jobspecification: a written explanation of the
knowledge, skills, abilities, traits, and other characteristics
(KSAOs) necessary for effective performance on a given
job
 Tasks:
Coordinated and aggregated series of work
elements used to produce an output
 Position: the responsibilities and duties performed by an
individual. There are as many positions in an organization
as there are employees
 Job:group of positions that are similar in their duties,
such as computer programmer
 Job family: group of two or more jobs that have similar
duties
 1.3 Steps in job analysis
The process of job analysis must be conducted in a logical manner.
I. Planning the Job Analysis
A. Identify objectives of job analysis.
B. Obtain top management support
II. Preparing and Communicating the Job Analysis
A. Identify jobs and methodology.
B. Review existing job documentation.

C. Communicate process to managers and employees

III. Conducting the Job Analysis
A. Gather job analysis data.

B. Review and compile data

STPES CONT…
IV. Developing Job Descriptions and Job Specifications
A. Draft job descriptions and specifications.
B. Review drafts with managers and employees.
C. Identify recommendations.
D. Finalize job descriptions and recommendations
V. Maintaining and Updating Job Descriptions and Job
Specifications
A. Update job descriptions and specifications as organization changes.

B. Periodically review all jobs

3.3 Methods of collecting job analysis information
1. Company records
2. Observation method
3. Job performance
4. Individual interview method
5. Group interview method
6. Structured questionnaire method
7. Diary method
8. Technical conference method
9. Critical incidents/occasions
10. Functional analysis Department of Labor (DOL) Technique
11. Position Analysis Questionnaire technique
 4. Importance of job analysis information
A brief description of uses of job analysis is as follows:
Employment:-useful as a guide in every phase of employment
process like manpower planning, recruitment, selection,
placement, induction as it gives information about the duties,
tasks and responsibilities etc.
Induction: standard function as the employee is provided with
the information about the job.
 Training & Development Program: Description of duties and
equipment used is of great help in developing the content of
training and development programs
Importance cont….
 Promotion & Transfer: Job information helps in charting the
channel of promotion and in showing the lateral lines of
transfer.
 Performance Appraisal: It is a tendency towards establishing
job goals and appraising the work done towards those goals.
 Discipline & Settling complaints: Job information can be
used as a standard when discipline is being considered for
standard performance.
 Job information can be used as a standard in preventing and
settling complaints related to work load, nature of work, work
procedure etc
 Wage & Salary Administration: Job analysis is the basis for
Job evaluation
Importance cont….
 Health & Safety: Job description provides the information
about hazardous and unhealthy conditions, accidents prone
areas etc
 Industrial Relations: Job description is a standard function to
solve industrial disputes and to maintain sound industrial
relations
If an employee attempts to add or to delete some duties from
the ones listed in job description, the standards has been
violated, controversies often result and a written record of the
standard job description is valuable in resolving such disputes.
4 Potential problems with job analysis
 3.7 Meaning and Definition of Human resource planning
 Before selecting the right man for the right job, it becomes
necessary to determine the quality and quantity of people required in
the organization
This is the primary function of Human Resource Planning.
Human resource planning determines the human resources required
by the organization to achieve its strategic goals.
Human Resource Planning is concerned with the planning the future
manpower requirement in the organization
.HR manager ensures that the company has the right type of people in
the right number at the right time and place, which are trained and
motivated to do the right kind of work at the right time.
 HRP…
 It is the process by which a management determines how an
organization should move from its current manpower position to its
desired manpower position.
 Importance and objectives of human resource planning
 To have the right number and the right kinds of people at the right
places, at the right time, to do things which result in both the
organization and the individual receiving the maximum long-range
benefit
 It leads to the maximum utilization of human resources, reduces
excessive labour turnover and high absenteeism; improves
productivity and aids in achieving the objectives of an organization.
 It leads to disruption in the flow of work, lower production, less job
satisfaction, high cost of production and constant headaches for the
management personnel.
 Objectives of HR Planning

The major objectives of Human Resource Planning in an

organization are to:
 To ensure optimum use of existing human resources.
 To forecast future requirement of human resources.
 To provide control measures to ensure that necessary human
resources are available as and when required.
 To link human resource planning with organizational
planning.
 To assess the surplus and shortage of human resources.
 To determine level of recruitment and training.
 To estimate the cost of human resources.
 To provide a basis for management development programs.
 To meet the needs of expansion and diversification programs.
Steps [procedures] in human resource planning
HRP involves the following steps
 Analysis of Organizational Plans and Objectives
 Forecasting Demand for Human Resources
 Forecasting Supply of Human Resources
 Estimating Manpower Gaps
 Matching Demand and Supply
Factors affecting human resource planning

A. External factor:
 Government policies
 Level of economic development
 Information Technology
 Level of Technology
 Business Environment
 International factors
B. Internal factors
 Company Strategies
 Human Resource policies
 Job analysis
 Time Horizon
 Type and Quality of Information
 Company’s production and operational policy
 Organizational Growth Cycles
I THANK YOU!!!