Chapter 6 Job Evaluation and Work-Flow Analysis 5. To have a guide in the construction of performance evaluation criteria.

Performance criteria deals with getting information about how well each
employee is performing his job in order to reward those who effective. The
The Rationale for Job Analysis
information generated by job analysis unveils the aspect of the jobs that
The conduct of job analysis has behind it several reasons that are vital to
are measurable and should logically be evaluated in the performance
human resource management and the supervision of the work to be done by the
appraisal of the employee.
workers in the shop or the office. It is considered as the building block of anything
6. To serve as guide in methods improvement. Job designs consist of
that human resource management does, as any personnel action requires
different steps or processes. Job analysis provides the information to
information that is gleaned from job analysis.
design the work process most effective in carrying out the tasks. This
involves improving methods and developing more efficient systems at
The following are the uses of job analysis:
work.
1. To specify the duties and responsibilities of the position. It examines what
7. To obtain background information about working conditions. The
the employee will perform, what skills are needed the condition which
environment of work positively affects the productivity and morale of the
work shall be done and the range of difficulty or complexity of the action.
workers. This information is available in job analysis and could be used by
2. To provide job-oriented recruitment and selection guides. Those in the
management in positively identifying the hazards and other conditions that
recruitment and election of employees must be familiar with the duties and
affect job performance.
responsibilities of the vacant position. To identify which applicant is most
8. To serve as guide in the development of training programs. Almost. all
qualified, it is necessary to determine the tasks that will be performed by
employees hired by an organization will require training in their jobs.
the individual hired as to skills, knowledge and abilities.
Some training programs may be more extensive than others. Job analysis
3. To provide guides in operation-based compensation determination — the
provides the required information to ensure that the training program will
process of job evaluation involves the relative peso value of each job to the
prepare the individual to perform the job effectively.
organization to set up equitable pay structures. To get the peso value on
9. To assist supervisor in the supervision of the employees. Supervisors are
jobs, is necessary to get information about different jobs, which job
provided with precise and detailed description of the jobs under their
deserves higher pay than others.
respective areas or departments and they can make this serve as bases for
4. To provide information and tools for career planning and counselling.
judging their performance.
Career planning entails matching individual skills and aspirations that are
10. To provide the conceptual basis for position classifications to the
or may become available in the organization. This matching process
employee who will occupy the position. The bases of any position title are
requires that those in charge of career planning know the skill
the tasks, duties and responsibilities of the job. Managers without proper
requirements of the various jobs. This allows them to guide individuals
job analysis might assign position titles that are not related to the functions
into job that will fit into their qualifications and where they will be happy
of the position.
and satisfied. Counselling refers to the giving of advice and problems that
the employees meet in the performance of their tasks and duties in the
positions where they are assigned.

LADY M.
The Job Analysis Program and Organizational Structure to their exposure to different organizational systems. Another reason is that there
Job analysis starts with a careful study of organizational Structure. This are managers who try to overstate Che functions and duties of the different
would reveal the relationships of jobs within the organization. Organizational positions, as they know that they have great implications in the company's pay
structure is often seen in organizational charts that convey the vertical and scale. The other reason is that some HR practitioners are not very much
horizontal relationship of the two. The type of organizational structure has knowledgeable in conducting job analysis as this is, a more specialized activity
implications on the design of the jobs. A functional structure needs specialization that involves careful study.
and the responsibility is focused on specialized skills hence supervision and
decision-making become minimal. In a divisional structure, jobs are holistic and The Gathering of Job Information
people are working in teams that tend to have greater decision-making and Job Analyst
authority. The study of jobs is the responsibility of the personnel department thru the
Job analysis is the process of getting detailed information about the tasks, job analyst who is trained to conduct the job evaluation program. The job analyst
duties and responsibilities of the job as seen in the organizational structure. For the studies the duties, responsibilities, and the specification requirements of the job.
company to succeed, it must have detailed information about the requirements of This involves careful understanding of the conditions around the functions and
the jobs through careful job analysis program. It; must ensure that a match exist tasks of the positions.
between job requirements and the individual aptitudes and qualities to fit into the
position in the organization. Management must understand that it is great A good job analyst must have the following qualifications:
importance for an organization to match job requirements and people to achieve 1. Good knowledge of organizational system.
high-quality performance to be more competitive in today's global marketplace. 2. Good intelligence and analytical skills.
Job analysis is a continuing program. Organizational structure changes do 3. Good judgment and acumen.
to the introduction of new technology in order to be competitive in the global 4. Clarity and facility of language.
economy. Any changes in structure carry additional duties and responsibilities or 5. Familiarity with organizational and company policies.
simplifications of functions. These changes need job redesigning to conform to 6. Good personality and good relationships with others in the organization.
organizational needs for greater efficiency and productivity. 7. Tact and diplomacy in getting along with others.

The Role of Human Resources in Job Evaluation Getting Process in job information
Job analysis is not the sole responsibility of the Human Resource Job analysis starts with a careful understanding of the relationship of the
Department but a cooperative effort of all operating departments. While it is more jobs in the organizational structure. This relationship is concerned with the details
personnel functions, the greater the bulk of information must come from the of the job rather than with the worker who is assigned to do the job.
persons who are jobholders of the position. The supervisor or manager must
immediately inform the HRD of any changes in the duties and responsibilities of
the position due to the introduction of new technology or changes in the production
process that improve production efficiency. This will entail job redesigning or
reclassifying of the position that may involve a total change in pay structure due to
increased responsibility or exposure to elements of hazard or working conditions.
Some companies get the 'services of management consultants to conduct a
job analysis program to be more objective. Management consultant is more
objective as they have more experience in conducting the job analysis program due

LADY M.
The following factors are important considerations in job analysis: The following are suggested guidelines in job title selection:
1. What the job requires the employee to do. Job requirements involves the 1. The title must be standard used in the industry.
activities that workers have to do the importance of the duties or activities. The 2. It must be suggestive of the nature and function of the jobs.
amount of time that is involved in doing the job and Other minor duties required of 3. It must be different from other jobs based on major duties of employees
the job. who hold the position.
2. How effectively does the employee perform his assigned duties and 4. The job titles must be brief but suggestive of its functions.
responsibilities? This involves the detail on how the workers perform the assigned
tasks, the materials and essential tools and equipment required to do the job, the The Nature of Job Analysis Information
skills required and the methods and procedures involved in doing the work. Job analysis focuses on the two important data or information that
3. Why should the worker do the job? This covers the reason why the employee managers must have the right information about the nature of the employees' job:
has to do the tasks assigned to him and the purpose of the job in relation with those This information is reflective of what the employee does daily, weekly, monthly or
of other jobs in the organization. The tasks should justify its contributions to the annually. It also reflects the conditions or the working environment in the
effective and efficient functions in the organizational work systems. organization. These two important factors are:
4. Supervision required in the job. The details in supervision requires the amount
of supervision involved or the assistance needed in carrying out the job, the extent 1. The Job Description
of employee's authority in carrying out the functions and the extent of relationships The result of any job analysis program is the writing of the job description.
of the job with those others in the organizational setup. The job description contains the tasks, duties, and responsibilities that the job
5. Working environmental conditions. This deals with the conditions prevailing in entails. This information is derived from the job analysis report.
the work place, like exposure to hazards, heat, or other elements that affect the
performance of the job. This may involve in the conditions of comfort or The following are the uses of job descriptions:
discomfort while the employee is performing the tasks. assigned to him. a. It helps identify and distinguish one job from other jobs.
b. It is used as a tool in the proper employee recruitment, selection and
training.
The Importance of a Job Title c. It helps establish job relationships within the salary bracket.
The correct title of a particular job is very important in the organization. d. It serves as a guide in structural departmentalization.
Similar jobs performing similar duties and responsibilities must have the same job e. It could be used as a guide in the horizontal and vertical promotion of
titles. The title of the job must show clearly the area of job activity and must show employee's thereby developing and promoting morale.
its relationships with the other jobs in the unit or department. The job relationships
will provide better job placements in the organizational ladder thereby job
inconsistencies can be avoided. The specific titles will clarify the employees' line
of movement in the organizational structure and they should be grouped in job
families in the line and staff organization.
Job titles must reflect the major job functions. The company must prepare
a list of titles of all jobs and it must use standard terms for easy identification.

LADY M.
2. Job Specification 5. Prepare reports to the Social Security System, Pag-lbig Fund, Philhealth
The job specification contains information about the employee's and other government instrumentalities to comply with government
qualifications and traits required in the effective performance of the work assigned. requirements as directed by the immediate superior.
It specifies he qualifications as to education, training, experience and the statement 6. Assist in the periodic Performance Evaluation of employees and makes
as to the nature of the environment where the employee is assigned. records in their HIRS or 201 file for references in terms of salary
This information could be used in the following personnel activities: adjustments or promotion.
a. It serves as a guide in interviewing applicants. 7. Assist in Job Evaluation program conducted by the department through the
b. It is a guide in the proper selection of the employee as to his qualifications distribution and retrieval of questionnaires for further analysis of the Job
for the proposed vacant positions. Analyst.
c. It is used in the assessment of employees for training and development. 8. Coordinates with other department on employees’ requirements such as
leave of absence, sick leave notices, maternity leave and other benefits.
9. Does other related duties and assignments that may be required from time
JOB DESCRIPTION to time.
Position Title-Human Resource Assistant Department-Human Resources
Job Code - HR 002 Salary Grade-Pay grade 5
JOB SPECIFICATIONS
1. Education - College Graduate Major in Human Resource or Psychology
Job Summary 2. training - On the Job training at the, HRD for at least 500 hours
Under the direct supervision of the Human Resource Manager assist in the 3. Job Location - HRD at usually in air conditioned room
general functions in the recruitment selection, training, benefits administration, 4. Assignments - May be assigned to liaison work with government offices
performance appraisal and other related duties inherent in the function of the and may be exposed to traffic and dust.
department.
Job Analysis Methods
There is no best method in job analysis. The method to use depends upon
Specific Duties and Responsibilities the purpose of the analysis, the time element devoted to it and the amount of
1. Assists in the processing of application by conducting preliminary money that the company would like to spend for the activity.
interviews to applicants to determine their initial qualification for the
position being applied. 1. The Job Questionnaire Method
2. Determines the qualification requirement for the positions and makes The accuracy of job information is necessary. The job analyst prepares the
reports to the immediate Supervisor for the applicants that meet the initial questionnaire based on the purpose of the job analysis. The form to be used is
evaluation. carefully prepared based on the simple understanding of the employees who will
3. Assist in the giving of examination to applicants to determine their answer them. The set of questions contains information as to its purpose, clear-cut
suitability to the position being applied for and makes reports of the instructions and the procedure on how to accomplish the questionnaire.
results. The questionnaire is distributed to the supervisor who will then require the
4. Assist in the orientation program to ascertain that the, new employees are employee concerned to answer it, the supervisor then reviews the information as to
properly oriented with company rules and regulations .and other company its accuracy. He talks with the employee concerned with the information which he
policies, thinks does not conform to his judgment. The corrected questionnaire is then

LADY M.
forwarded to the HRD for finalization of the job description. The study of the job Job Evaluation
information should be continuing process. Job evaluation is a primary method used to determine the relative worth of jobs to
The responsibilities change due to changes in technology and other needs the organization. It is systematic comparison done in order to determine the worth
of the organization. Job descriptions should be reviewed annually. of one job relative to another.

2. The Interview Method Conventional Job Evaluation Method

The interview method is commonly used for blue-collar jobs; as the A. Ranking Method
employee may not be able Ito answer the questionnaire. The job analyst gets the - simplest and oldest method and the least often used job evaluation technique
information by interviewing the employee about his job or the immediate - involves ranking each job relative to all other jobs, usually based in overall
supervisor. To get the more specific data the analyst is guided by a set of facts difficulty rather than the number of compensable factors
about the job and records or take notes in the information given by the employee. B. Job Classification or Job Grading Evaluation Method
The analyst gathers information and acquires a personal impression about the job - Jobs are categorized into groups.
and later these will contribute to the accuracy of his job description. A well- - groups are called classes if they contain similar jobs or grades if they contain jobs
trained job analyst gives the feeling that the job is properly evaluated and the that are similar in difficulty but otherwise different.
employee is satisfied. - certain classes or grades of jobs are defined on the defined on the basis of
differences in duties, responsibilities, skills, working conditions, and other job-
3. The Combination of Interview and Questionnaire Methods related factors
Under this method, the job analyst gives the questionnaire and then C. Point System
conducts interview later. The analyst verifies the _information from the employees' - requires evaluators to quantify the value of the element of a job
immediate supervisor thru a structural interview. To verify further information, the - points are assigned to the degree of various compensable factors to do the job
analyst interviews the employee, concerned. The contents of the questionnaire and D. Factor Comparison Method
the verified information are the bases for the writing of the job description. - similar to the point method but slightly more complex, and it involves a monetary
scale instead of a point scale thus, not as popular as the point method
4. Observation and Interview Method In Conducting job evaluation, the following must be taken into consideration:
This method is involved in the Observation of the worker at the job Site 1. Consistency – this is to establish reliability. It is achieved when two people
and in their station. The observation is noted while the employee is performing the evaluating the same jobs provide similar ratings made by one person on two
tasks assigned to him. Oftentimes, time and motion study is involved in this different occasions are similar
activity. After the observation the job analyst interviews both the worker and the 2. Freedom from bias – the process should be free of political considerations or
supervisor to Verify the information gathered through observation and the results personal biases. Those making the evaluations should be objective.
of the time and motion study. The results of the interview, observation and time 3. Correctability – firms should provide mechanisms to modify inaccurate or out of
motion study are the bases of the written job description, which will he sent to the date evaluations, thus, the needs to periodically review and update job evaluation
supervisor and the employee concerned for final review and final printing. results. Employees should also be allowed to review the evaluation of their jobs
and to appeal the ratings if dissatisfied.
4. Representativeness – All employees affected by the process should have their
concerns represented
5. Accuracy of information – ratings must be based on accurate information, that
is, those making evaluations should be quite knowledgeable of the jobs being rated

LADY M.