HR Planning Learning Objectives Discuss Job Requirements and Relationships to other HR Functions Describe Job Analysis Methods Explain Job Descriptions.

HR Planning Learning Objectives

• Discuss Job Requirements and Relationships to other HR Functions

• Describe Job Analysis Methods

• Explain Job Descriptions

• List Factors in Job Design

• Describe How to Maximize Employee Contributions

Job

• Group of Related Activities and Duties

• Many Jobs Within an Organization

• Many Employees do a Certain Type of Job

• Facilitate the Organization's Goals

Specific Position

• Duties

• Responsibilities

• One Employer Per Position

Position

- The different duties and responsibilities performed by only one employee.

Job Changes

• Evaluate Content Regularly

• Review Relationship

Job Reengineering

• Redesign Tasks in a Process

• Review Work Team

• Adjust Time Commitment

• Enhance Productivity

Job Requirements

• Duties

• Tasks

• Responsibilities

Job Description

- Statement of the tasks, duties, and responsibilities of a job to be performed.

Job Specification

- Statement of the needed knowledge, skills, and abilities of the person who is to

perform the job.

Relationship of Job Requirementsto Other HRM Functions

TRAINING AND DEVELOPMENT

SELECTION

RECRUITMENT

PERFORMANCE APPRAISAL

COMPENSATION MANAGEMENT

LABOR RELATIONS

JOB

REQUIREMENTS

Determine recruitment qualifications.

Provide job duties and job specifications for selection process.

Determine training needs and develop instructional programs.

Provide performance criteria for evaluating employees.

Provide basis for determining employee’s rate of pay.

May help to determine bargaining units.

Class Project:Write a Job Description

• Job Identification (Facts)

• Job Statement - Major Duties

• Job Duties and Responsibilities

• Job Specification

The Job Title

• Defines Duties

• Indicate Level Within Organization (junior, etc.)

• Qualifiers on Same Job (I, II, III, etc.)

Job Identification Section

• Department

• Reporting Relationship

• Date of Last Review

• Classification Level

Job Duties

• Each Task Define

• Start with a Verb

• Rank in Order of Importance

• Usually 8-20 1 to 3 line Statements

• See Examples

Characteristics of Job Descriptions

• No set format

• Basic Parts (Title, ID, Duties, Specifications)

• Qualifications, Separate Section

Qualities of a Good Job Description

• Direct Statements• Terse• Direct

• Begin Statements with Verbs• Maintains• Supervises• Performs

• Umbrella Statement:• "Other duties as assigned"

Simple Concise

Coordinates Operates Directs

Preparing the Job Description

Job Analyst

Combine andreconcile data

Interview

Questionnaire

Observation

Employees

FinalDraft

Securingconsensus

Tentativedraft

Interview

QuestionnaireSupervisor

Alternative/optional

Key Elements of the Job Description

JOB TITLE• Ideally three words or less• Non-sexist• Indicates job duties and organizational level

STATEMENT OF THE JOB• Distinguishes job from all other jobs

ESSENTIAL FUNCTIONS (JOB DUTIES)• Listed in the order of importance or time required• Indicate:

– weight or value of the duties– results to be accomplished

• Start phrases with active verbs; subject implied

The Job Analysis(Collecting Facts)

Job Analysis

- Process of obtaining information about jobs determining what the duties, tasks,

or activities of jobs are.

Sources of Data

• Employee

• Supervisor

• HRM Job Analyst

Methods of Collecting Data

• Interviews

• Questionnaires

• Observations

• Past Records

• Standardized Descriptions (DOT)

• Job Diaries

Job Data

• Tasks• Performance Standards• Responsibilities• Knowledge Required• Skills Required• Experience Needed• Job Context (Relationship)• Duties• Equipment Used

Performing Job Analysis #1

STEP 1:

Select jobs to study

STEP 2:

Determine information to collect• Tasks• Responsibilities• Skill requirements

STEP 3:

Identify Sources of Data• Employees• Supervisors/managers

Performing Job Analysis #2

STEP 4:

Methods of data collection• Interviews• Questionnaire• Observation• Records

STEP 5:

Evaluate and verify data collected• Other employees• Supervisors/managers

STEP 6:

Write job analysis report

Determining Job Requirements

• Determining job requirements

• What the employee does• How the employee does it• Why the employee does it

• Employee orientation• Employee instruction• Disciplinary action

• Recruitment• Selection• Development

Nature of: Basis for:JOB ANALYSIS

• Summary statement of the job• List of essential functions of the job

JOB DESCRIPTION

• Personal qualifications required in terms of:– Skills– Education– Experience

JOB SPECIFICATION

Job Specifications

• Skill Requirement

• Physical Demands

• Social Skills

• Education Level

• Personal Qualities

• Interests

Dictionary of Occupational Titles (DOT)

• U.S. Employment Service

• “Comprehensive Descriptions of 20,000+ Jobs”

Approaches to Job Analysis

• Functional Job Analysis (FJA)• Inventory of Work Activities• Assumes Every Job Performs Certain Functions

• Position Analysis Questionnaire (PAQ)

• Critical Incident Method (CIM)

Functional Job Analysis Functional Job Analysis (FJA)(FJA)

• Quantitative approach to job analysis that utilizes a complied inventory of the various functions of work activities that can make up any job and that assumes that each job involves three broad worker functions:

1. data

2. people

3. things

Position Analysis Questionnaire(PAQ)

• 194 Different Tasks

• 5 Point Scale (Nominal, Occasional, Moderate, Considerable, Substantive)

• 6 Divisions:1. Information Input

2. Mental Process

3. Work Output

4. Relationships

5. Job Context

6. Other Characteristics

Position Analysis Questionnaire(PAQ)

- Questionnaire covering 194 different tasks which, by means of a five-point scale,

seeks to determine the degree to which different tasks are involved in performing

a particular job.

Critical Incident Method (CIM)

- Job analysis method by which important job tasks are identified for job success.

Critical Incident Method (CIM)

• Identify Critical Job Tasks

• Most Important Duties and Responsibilities

• Describe the Job (What, Where, When, How, etc.)

• Start Task with Verb

• 5-10 Task Statement

• Compare Other Job to the Key Jobs

Job Design

• Structuring Jobs

• Focus on Employee Satisfaction

• Integrate Technology

• Consider Human Characteristics

Four Most ImportantDesign Techniques

• Job Enlargement (Horizontal Loading)

• Job Rotation (Variety)

• Job Enrichment (Vertical Expansion-Delayering)

• Job Empowerment

Behavioral Considerations

• Avoid Problems• Overspecialization• Work Simplification• Division of Labor

• Focus on Psychological Rewards• Interesting Tasks• Challenging Projects• Reduce Boredom• Quality• Pride in Job

Job Enrichment

- Enhancing a job by adding more meaningful tasks and duties to make the

work more rewarding or satisfying.

Five Enrichment Factors

• Achievement

• Recognition

• Growth

• Responsibility

• Complete Product/Service

Employee Teams

- An employee contributions technique whereby work functions are structured for

groups rather than for individuals and team members are given discretion in

matters traditionally considered management prerogatives, such as process improvements, product or

service development, and individual work assignments.

Employee Participation Teams

• Joint Decision Making

• Intrinsically Fulfilling

• Team Develops Loyalty

• Builds Pride of Ownership

• Involved in the Result

Employee Empowerment

- Granting employees power to initiate change, thereby encouraging them to

take charge of what they do.

Increasing Organizational Commitment

• Increase job challenge through enriched jobs with high autonomy, feedback and responsibility.

• Use work teams where appropriate.

• Clarify job responsibilities through effective communication.

• Emphasize the long-run opportunities with the organization.

• Encourage employees to use their unique talents to improve the organization.

• Provide employees with a sense of power and control over their jobs by encouraging participation.

The Employee Involvement (EI) Group Process

Principles of Vertically Loadinga Job

PRINCIPLE MOTIVATORS INVOLVED

A. Removing some controls while retaining accountability

Responsibility and personal achievement

B. Increasing the accountability of individuals for their own work

Responsibility and recognition

C. Giving a person a complete natural unit of work (module, division, area, and so on)

Responsibility, achievement, and recognition

D. Granting additional authority to employees in their activities; job freedom

Responsibility, achievement, and recognition

E. Making periodic reports directly available to workers rather than to the supervisor

Internal recognition

F. Introducing new and more difficult tasks not previously handled

Growth and learning

G. Assigning individuals specific or specialized tasks, enabling them to become experts

Responsibility, growth, and advancement

Alternate Work Schedules

• Four Day Week

• Flextime

• Telecommuting

• Job Sharing

• Shift Work

Four Day Week

• 10 Hour Workday

• Long Weekend

• Reduced Commuting

• Lower Costs

• Problem on Serving

• Customers

Flextime

- Flexible working hours that permit employees the option of choosing daily

starting and quitting times, provided that they work a set number of hours per day

or week.

Flextime

• Flexible Start and Ending Ties

• Core Mid-day Period

• Lower Tardiness and Absenteeism

• Higher Morale and Productivity

• Not Suited to all Jobs

• Increased Overhead Costs

Telecommuting

- Use of microcomputers, networks, and other communications technology such

as fax machines to do work in the home that is traditionally done in the workplace.

Job Sharing

• 2 Part-Timers Make one Full-Time Position

• Accommodate Special Needs

• Provides Back-up Redundancy

• Extra Training Costs

• Increase Morale and Productivity

Shift Work

• Used Where Continuous Operation Required

• 7:00 a.m. - 3:00 p.m.• 3:00 - 11:00 p.m.• 11:00 p.m. - 7:00 a.m.

• Rotate Employees (Seniority-Desire)

Job Requirements Summary

• Relationships to all HRM functions

• Defined Job Families

• The Job Description

• Job Analysis

• Job Design

Job Description Examples

Amoco Facility Manager

Amoco Sales Manager

Amoco Sales Operations Manager

Emery Sales Representative

Marathon Marketing Representative

Position Analysis Questionnaire

Indiana University PAQ