Job Analysis

The Prerequisite for Job

Descriptions & Specifications
JOB ANALYSIS

Job analysis is the systematic assembly of all the

facts about a job. It is the procedure for
determining the duties and skills requirements of a
job and the kind of person who should be hired to
do it
 Objectives of Job Analysis
 Job Redesign
 Work Standards
 Recruitment
 Selection
 Training
 Performance appraisal
 Job evaluation
 Safety
 OBJECTIVE
 The purpose is to study the individual elements
and duties.

RESULTS
The results of job analysis are job description
and job specification.
Key Terms

Job
Position

Job Family

Job Specification
Job Description
JOB DESCRIPTION
 Job description is a written statement that defines
the duties, relationships and results expected of
anyone in the job.
 It is an overall view of what is to be done in the
job.
 Job descriptions describe the job and not the
individual who fills the job.
 They are the result of job anaylsis within a given
organization and are essential to the selection and
evaluation of employees.
 ESSENTIAL ELEMENTS OF JOB
DESRIPTION
1. Job Title
2. Date
3. Title of immediate supervisor
4. Statement of the Purpose of the Job
o Primary Responsibilities
o List of Typical Duties and Responsibilities
 ESSENTIAL ELEMENTS OF JOB
DESRIPTION(Continued)
o General Information related to the job
o Training requirements
o Tool use
o Transportation
 JOB SPECIFICATION
 Job Specification is an analysis of the kind of
person it takes to do the job, that is, it lists the
qualifications
ESSENTIAL ELEMENTS OF JOB
SPECIFICATION.

 Degree of education
 Desirable amount of previous experience in similar
work
 Specific Skills required
 Health considerations
Job Descriptions & Specifications
Are Important for Many Reasons

 Among them are justifying:

 Hiring decisions

 Appraisal decisions

 Compensation decisions

 Promotion decisions
 The Process of Job Analysis
Sources of Job
Data Description

Human
Job Data Resources
Functions

Methods of
Collecting
Data Job
Specification
 STEPS IN JOB ANALYSIS
 Identify the use to which the information will be
put ,since this will determine the types of data you
collect and how you collect them.
 Review relevant background information such as
organization charts. etc
 Select representative positions to be analyzed.
This is generally done when many jobs are
similar
 STEPS IN JOB ANALYSIS

 Analyze the job by collecting data on job

activities ,required employee behaviors
,working conditions ,human traits and abilities
needed to perform the job.
 Review the information with job incumbents like
worker or his immediate supervisor
 Develop a job description and job specification
 STEPS IN JOB ANALYSIS

STEP 1. DECIDE HOW INFORMATION WILL BE USED

STEP 2. REVIEW BACKGROUND INFORMATION

STEP 3. SELECT REPRESENTATIVE POSITIONS

STEP 4. ANALYZE THE JOB

STEP 5 VERIFY INFORMATION

STEP 6. DEVELOP JOB DESCRIPTION AND

JOB SPECIALIZATION
 METHODS OF COLLECTING
JOB ANALYSIS INFORMATION

QUALITATIVE METHODS

1. THE INTERVIEW
THREE TYPES:

•INDIVIDUAL INTERVIEWS
•GROUP INTERVIEWS
•SUPERVISOR INTERVIEWS
 TYPICAL QUESTIONS
•WHAT IS THE JOB BEING PERFORMED?
•WHAT ARE THE MAJOR DUTIES OF YOUR POSITION?
•WHAT EXACTLY DO YOU DO?
•WHAT PHYSICAL LOCATIONS DO YOU WORK IN?
•WHAT ARE THE EDUCATION, EXPERIENCE, SKILL, AND
(WHERE APPLICABLE) CERTIFICATION AND LICENSING
REQUIREMENTS?
•IN WHAT ACTIVITIES DO YOU PARTICIPATE?
•WHAT ARE THE HEALTH AND SAFETY CONDITIONS?
2.QUESTIONNAIRES
JOB ANALYSIS INFORMATION SHEET

3. OBSERVATION

OBSERVING A COMPLETE WORK CYCLE

4. PARTICIPANT DIARY LOGS

DIARIES, POCKET DICTATING MACHINES, PAGERS

 QUANTITATIVE METHODS
1. POSITION ANALYSIS QUESTIONNAIRRE

•IT IS A VERY STRUCTURED QUESTIONNAIRRE

•IT CONTAINS 194 ITEMS
•PROVIDES QUANITATIVE SCORE OF JOB IN TERMS OF HOW
THAT JOB RATES ON FIVE BASIC ACTIVITIES

1. HAVING DECISION MAKING / COMMUNICATION / SOCIAL

RESPONSIBILITIES

2.PERFORMING SKILLED ACTIVITIES

3.BEING PHYSICALLY ACTIVE

4. OPERATING VEHICLES/ EQUIPMENT

5.PROCESSING INFORMATION
 2. DEPARTMENT OF LABOR
PROCEDURE

•PROVIDES A STANDARDIZED METHOD BY WHICH

DIFFERENT JOBS CAN BE QUANTITATIVELY RATED
CLASSIFIED, AND COMPARED.

•THE HEART OF THIS ANALYSIS IS A DATA, PEOPLE,

AND THINGS RATING FOR EACH JOB.
 BASIC DEPT. OF LABOR WORKER
FUNCTIONS

DATA PEOPLE THINGS

0 SYNTHESIZING 0 MENTORING 0 SETTING UP
1 COORDINATING 1 NEGOTIATING 1 PRECISION WORKING
2ANALYZING 2 INSTRUCTING 2 OPERATING
3 COMPILING 3 SUPERVISING 3 DRIVING
4 COMPUTING 4 DIVERTING 4 MANIPULATING
5 COPYING 5 PERSUADING 5 TENDING
6COMPARING 6 SPEAKING/ 6 FEEDING
SIGNALLING 7 HANDLING
7 SERVING
8 TAKING INSTRUCTIONS
/ HELPING
 
 
 
 
 
 
 
PREPARING THE JOB DESCRIPTION
 

Interview  
Questionnaire Supervisor

Job Securing Final

Analyst Consensus Draft

  Interview
Questionnaire
 
Employees
Observationon

 
Combine & Tentative
Reconcile Data Draft

 
Alternative/ Optional
Job
Descriptions
Job Title

Job Description

1. Title. Job Summary

2. Statement.

3. Essential Functions.
1. XXX
2. XXX
3. XXX
4. XXX Essential
4. Specifications. Functions
1. XXX
2. XXX
3. XXX
4. XXX

Job Specifications
 SAMPLE

JOB DESRIPTION
AND
JOB SPECIFICATION
 Job Title: Regional Manager
 
Department: Corporate sales

Supervisors Title: Vice president-Sales

Timings: From: 9 a.m.8 to p.m.
 Job Summary:
  •Identifying new business opportunities.
    •Identifying mining opportunities
•Managing sales of all products and
  services.
•Customer relationship Management
           (new as well as existing customers)
•Adapting the business to new market
developments
 
 Job duties:
 
A) Daily duties
•To manage the team consisting of Business Managers,
Account Mangers &Account executives.
•To support the team for Market development activities,
which includes identification of the right customers, need
identification, presentations, closure of customers,
execution of projects.
•Revenue generation.
 
 B) Periodic duties:

•Weekly Basis-Review all the above Mentioned

activities with the team
•Monthly Basis-MCM, Monthly regional meet
wherein all the supervisors discuss the targets
achieved reasons for failure and possibility of
replication of successful deals.
 
c) Duties performed at irregular interval:
• Dealing with customer complaints on need basis.
 D) Responsibility for records
Reports: Monthly report consisting of BBC figures,
projections and market development activities.

E) Supervisory Responsibilities:
•Hiring
•Budgeting
•Compensating (Recommending)
E) Supervisory Responsibilities:
•Developing
•Directing
•Training
•Measuring Performance
•Promoting
•Counseling
•Maintaining motivation and morale
•Team Management
•Project management
 F) Decision making:
•Team Management decisions,
•Expenditure decisions for customer satisfaction,
  •Pricing Decisions (Margins).

 
G) Emotional demands:
  •Deadlines under pressure
•Irregular activity schedule
 8.timings:
 
  A) Flexible
9.Skill requirement:
A) Education:
Type: B.E (Electronics)
Specialization or majors required: MBA (Marketing)
B) Experience:
Type: IT
No. Of years: 10 years
 C) Training requirements: Stress Management,
Human Resource Management,
  Product training (For the specific product being
launched), and
      Induction Program of minimum three days.
 
 
 10. Job knowledge:
 A) General
 B) Technical-To some extent
 C) Special qualification or skills:
Analytical skills