JOB ANALYSIS PPT

EMPLOYMENT OF HUMAN RESOURCES

JOB ANALYSIS AND DESIGNJob analysis is the process of determining and recording all the pertinent information about a specified job

Key Responsibility Area (KRA)

Job Task (Distinct work activity)

Job Analysis Job duties (No of tasks)

Job Responsibility

Job: It’s a group of positions involving same duties, responsibility and skills“A group of positions that are similar as to kind and level of work”.

Job Analysis: It is a procedure by which pertinent information is obtained about a job.

Job Description: It is a written record of the duties, responsibilities and requirements of a particular job.

Like Title, location, working hours, duties etc.Job Specification: it is a written record of the requirements sought in an

individual worker for a given job.Like Qualities………………..Job Design: Process of structuring work and designating the specific activities at individual or group levels.It is the division of the total task to be performed into the manageable

and efficient units. It is the process of deciding the content of job in terms of its duties and

responsibilities.

Position: It implies a collection of task and duties regularly assigned to one person.Occupation: An occupation implies a group of jobs which are similar as to the type of work and which contain common characteristics.Eg. Business…………………..

Duty: It means a related sequence of tasks

Job Family: It implies jobs of a similar nature

Job Classification: It means grouping of jobs into certain categories on some specified basis.

Eg. White, Blue………………….

Information May be Gathered for job Analysis

Job TitleWork performedEquipment usedTools usedMaterials usedReports and RecordsRelation of the job with other jobEducation requiredExperience requiredPhysical, Mental efforts requiredVisual attention requiredResponsibilityDiscomfortsHazardsSupervision required

JOB ANALYSISJob analysis is the process of determining by observation and study the tasks, which

comprise the job, the methods and equipment used and the skills and attitudes required for successful performance of the job.

Uses of Job Analysis:

1. Organizational Design

2. HR Planning

3. Recruitment and Selection

4. Placement and Orientation

5. Training and Development

6. Performance Appraisal

7. Career Path Planning

8. Job Design

9. Job Evaluation

10. Lobour Relation

11. Employee Counselling

12. Health and Safety.

13. Succession Planning

Process of Job Analysis1. Organisational Analysis2. Selecting Representative jobs for Analysis3. Understand Job Design4. Collection of Data5. Developing a Job Description6. Developing the job Specification

Methods/Techniques of Job Analysis

1. Observation Method2. Individual Interview Method3. Group Interview Method4. Questionnaire Method5. Technical Experts/Conference Method6. Job Performance7. Critical Incident Technique (CIT) (On the job Behaviour)-Suitable for middle and top

post

8. Position Analysis Questionnaire (PAQ) Job differ from one another by means of * Decision Making/Communication/Social Responsibility * Performing Skilled Activities * Physical/Related Environment Conditions * Equipments * Information9. Diary Method

Job Analysis Information

Job Identification-Title & CodeSignificant Characteristics of a job-Location, Physical

Settings, comfort, jurisdiction

What the typical worker does? routinenessWhat materials and equipment the worker usesHow a job is performed?-Nature of operation

Required personal attributes-skills……….Job Relationship- opportunity for advancement

Job Description

It’s a written record of the appropriate and authorized contents of a job.

It provide both organizational and Functional Information.

It Specify;

what is to be done?

How it is to be done

Why to do?

Contents of job Description:Job Identification

Job Summary-activities, task…………..

Job Responsibility

Working Conditions

Social Environment

Equipments

Supervision

Relation to other Jobs

Job Specification

Job specification translate the job description in terms of the human qualification which are required for a successful performance of a job.

Job specification tells what kind of a person is required for a given job.

Job specification is also called as man specification.• Physical specifications• Mental specifications• Emotional specifications-stability, adaptability, flexibility• Social specifications- working in team, lead a team

interpersonal relations• Behavioural Specifications-Maturity, Judgment, creativity

Specimen of job Description

Job Title: Manager, Welfare and Social SecurityCode No : HR/198Department: HR DivisionJob summary: Responsible for …………………………………..Job duties : Planning, Supervision, developing, implementation, follow-up………………………Working Conditions: 8 Hrs……………………….Supervision: Report to director……………………………..Relationships: Maintain social and official contacts with local officials…………………………………………..

Specimen of job Specification

Position Title : Manager, Welfare and Social SecurityDepartment: HR Division

Education and Training: MBA/PGDM/PGDBA/MHRM/M.COM/MSW (HRM), LLB/LLM/PGDIRPM…………………..

Computer Proficiency:…………………………………….

Experience:…………………………..

Age: ……………………………….

Other Attributes: Good Health, Pleasing Manner,

Fluency, Analytical skill, GK,

JOB ANALYSIS INFORMATION AND FACTS

JOB DESCRIPTION JOB SPECIFICATION

Job IdentificationJob SummaryRelation to other jobsSupervisionMachines and EquipmentsConditions of workHazards

EducationExperienceTrainingInitiativePhysical EffortResponsibilityCommunication SkillOther Requirements

Who must be involved in the Programme 1. The role of top Mgt.

*Establish need

* Delegate Authority

* Establish time frame

* Issue policy/rules….

2. The role of Supervisory Mgt.

* Implement the progm

* Communicate with employee

3. The role of the job analyst

* Develop data gathering method.

* Gather data

* Study the data

* Participate in union negotiation

4. The employee role:

Participate in data collection

participate in review committee

5. The union role:

Support data collection

negotiate with Mgt

6. The role of the consultant

Advice Mgt

Review of job analysis

JOB DESIGNIt is a process of deciding on the contents of a job in terms of its duties

and responsibilities.

It is structuring of work and designating the specific activities at individual or group levels.

Job design determines the responsibility, authority, scope of decision making and productivity.

Job design is an attempt to match the job requirements with the capabilities of the job holders.

Essentials of Good job design:* Facilitates involvement and development of employees mental and physical

characteristics by paying attention to

Flexibility in work

Rest Schedules• Variety and challenge in task/job

Methods /Techniques of job Design

JOB DESIGN

Job Rotation

Job Enrichment

Job Simplification

Job Enlargement

Job Enrichment Techniques*Incorporating more responsibility in the job• Minimizing the controls and providing freedom

of work when the employees are clearly accountable for attaining defined goals.

• Allowing the employees to set their own target• Encouraging employee to participate in

planning, decision making and innovating• Introducing new, difficult and creative tasks• Assigning challenging projects• Making employees directly responsible for his

performance

When to use job enrichment• The quality of work is primary consideration• The workers themselves clearly prefer less

structured and less routine jobs• The organization itself is organic and

encourages innovations and creativity• Employees have strong higher order needs for

achievements• The jobs are those of professionals and higher

level• Lower level needs of employee are fairly well-

satisfied

Modern Techniques of job design

Ω Flexitime

Ω Telecommuting

Ω Job Sharing-Part time V/S Full time

Ω Condensed work week8x5=4010x4=40

Ω Working from home

Job SpecificationMr.Kishore is a Branch Manager of Indian bank at one of its village branches.

His staff included two clerks and an attender. Very often Mr. Kishore was left alone in the bank after 5 p.m to tally accounts, day books and complete all other formalities.

On 30th December Mr. Kishore was working till past 2 a.m tallying the accounts since hardly one day is left for closing the accounts for the year. On this fateful night, the Branch Manager was attacked by a band of robbers, who looted Rs.5 lakhs after brutally wounding Mr.Kishor’s Right hand, which had to be amputated later.

After his recovery, the Branch Manager applied for compensation. The Bank Management was of the opinion that Mr.Kishore violated the job specification by working beyond the stipulated hours of work.

He, in their views, was not entitled to any compensation as the accident occurred during non-employment hours. They also called for an explanation as to why the amount lost cannot be recovered from his salary and provident fund

1. How do you justify the Bank’s stand in this case?

2. What modifications do you suggest in job specification to overcome such incidents in future?