Human Resource

Management
HRM533

Module 2

Human
HumanResource
ResourcePlanning
Planning(HRP)
(HRP)
a)
a)Job
JobAnalysis
Analysis(JA)
(JA)
 Learning
Learning Outline
Outline
• After you have read this chapter, you should be
able to:
 Explain the nature and purpose of JA.
 Task-based JA vs. competency-based JA.
 Task-based JA: The process, method, and behavioral
aspect of JA.
 Responsibilities of HR unit and operation manager in
JA.
 Competency-based JA.

6–2
 Learning
Learning Objectives
Objectives
• Define Job Analysis, Job Description, and Job
Specification.
• Identify the five steps in conducting a job
analysis
• List and explain four job analysis methods.

6–3
 The
The Nature
Nature of
of Job
Job Analysis
Analysis
• Job Analysis
 A systematic way of gathering and analyzing information about the
content, context, and the human requirements of jobs.
 In summary, JA is done to gather data in a formal and systematic way
about what people do in their job.
 Work activities and behaviors
 Interactions with others
 Performance standards
 Financial and budgeting impact
 Machines and equipment used
 Working conditions
 Supervision given and received
 Knowledge, skills, and abilities needed
 Outcome of JA:
 1) job description (JD)
 2) job specification (JS).

6–4
Job
JobAnalysis
Analysisinin
Perspective
Perspective

Figure 6–6
6–5
 Approaches
Approaches to
to Job
Job Analysis
Analysis

• Task-Based Job Analysis

• Competency-Based Job Analysis

6–6
 Task-Based
Task-Based Job
Job Analysis
Analysis
• The most common form and focus on tasks,
duties and responsibilities performed in a job.
• Task
A distinct, identifiable work activity composed of
motions
• Duty
A larger work segment composed of several tasks that
are performed by an individual
• Responsibilities
Obligations to perform certain tasks and duties

6–7
 Competency-Based
Competency-Based Job
Job Analysis
Analysis

• Considers how knowledge & skills are used

• Competencies
 Basic characteristics that can be linked to enhance performance
by individuals or teams
• Examples:
 Customer focus, team orientation, innovation, leadership
• Reasons for using a competency approach:
 To communicate valued behaviors within the organization
 To raise competency levels throughout the organization
 To emphasize people’s capabilities for enhancing the
competitive advantage of the organization

6–8
Typical
Typical Division
Division of
of HR
HR Responsibilities:
Responsibilities:
Job
Job Analysis
Analysis

Figure 6–7
6–10
Stages
Stagesininthe
theJob
Job
Analysis
AnalysisProcess
Process

Figure 6–8
6–11
 Job
Job Analysis
Analysis Methods
Methods

Job
Job Analysis
Analysis
Methods
Methods

Specialized
Specialized
Observation Job
JobAnalysis
Analysis
Observation
Methods
Methods Computerized
Computerized
Interviewing
Interviewing Questionnaires
Questionnaires
Work
WorkSampling
Sampling Job
JobAnalysis
Analysis
Diary/Log
Diary/Log PAQ
PAQ
MPDQ
MPDQ

6–12
 Observation
Observation
• Involves watching how work is performed.
• Suitable for many repetitive jobs and in conjunction with
other methods. It is not particularly useful for jobs that
are not easy to observe or that do not have complete
job cycles.
 Work Sampling – Observations may be continuous or based on
intermittent sampling. This method is particularly useful for routine
and repetitive jobs.
 Employee Diary/Log – Another method requires employees to
“observe” their own performance by keeping a diary/log of their job
duties accord­ing to a set of instructions. This approach can
generate useful information, but may impose a burden on
employees who must maintain the log in addition to performing
their regular job duties.

6–13
 Interviewing
Interviewing
• Requires that a manager or HR specialist visit
the job site and talk with the employees
performing each job.
• A standardized interview form is used most
often to record the information.
• Involves employee and supervisor
• Time-consuming, especially with managers and
professionals.

6–14
 Questionnaires
Questionnaires
• widely used method of gathering data for job analysis.
• allows information on a large number of jobs to be
collected inexpensively in a relatively short period of
time.
• 2 types:
 Position Analysis Questionnaire (PAQ) - is a relatively complex
question­naire with 27 job dimensions composed of 187
elements.
 Managerial Job Analysis Questionnaire - Management Position
Description Questionnaire (MPDQ) with over 200 questions used
to examine managerial dimensions, including decision making
and supervising.

6–15
 Computerized
Computerized Job
Job Analysis
Analysis
• specificity of data that can be gathered and
compiled into a job analysis database.
• can often reduce time and effort needed to write
job descriptions.

6–16
 Exercise
Exercise
Job analysis data can be gathered by the following
methods:

A. interviews, historical data, questionnaires.

B. questionnaires, experimentation, observations.
C. observations, market data, experimentation.
D. observations, interviews, questionnaires.

6–17
 Exercise
Exercise
Job analysis data can be gathered by the following
methods:

A. interviews, historical data, questionnaires.

B. questionnaires, experimentation, observations.
C. observations, market data, experimentation.
D. observations, interviews, questionnaires.

6–18
 Job
Job Descriptions
Descriptions and
and Job
Job Specifications
Specifications
• Job Description
Identification of the tasks, duties, and responsibilities of
a job
• Performance Standards
Indicator of what the job accomplishes and how
performance is measured in key areas of the job
description.
• Job Specification
The knowledge, skills, and abilities (KSAs) an
individual needs to perform a job satisfactorily.

6–19
Sample
SampleJob
JobDuty
DutyStatements
Statementsand
andPerformance
PerformanceStandards
Standards

Figure 6–11
6–20
 Job
Job Description
Description Components
Components
• Identification • Essential Functions and
 Job title Duties
 Reporting relationships  Lists major tasks, duties and
 Department responsibilities
 Location • Job Specifications
 Date of analysis  Knowledge, skills, and
• General Summary abilities
 Education and experience
 Describes the job’s
distinguishing responsibilities  Physical requirements
and components • Disclaimer
 Of implied contract
• Signature of approvals

6–21
Sample
Sample Job
Job Description
Description

Figure 6–12
6–22
Sample
Sample Job
Job Description
Description (cont’d)
(cont’d)

Figure 6–12 cont’d

6–23
 Case
Case study
study
The Reluctant Receptionist

Questions
1. Why did the absence of accurate job
information create problems?
2. To prevent future problems, what content
should be in a job description for the HR
assistant?

6–24