Job Analysis Ppt

Job analysis Introduction, importance, methods etc.

Job Analysis • Job analysis is a systematic investigation of the tasks, duties and responsibilities necessary to do a job. • Job analysis is the process of collecting job related information.

Objectives/Purpose of Job Analysis

Process of Job analysis

Types of Job analysis Information  Work Activities:  Machines, Tools, Equipments and Work Aids used  Personal requirements  Job context

Outcomes of Job Analysis • The information obtained from job analysis is classified into three categories.

–Job description –Job specification –Job evaluation

Job Description • A job description is a written statement of the duties, responsibilities, required qualifications and reporting relationships of a particular job. • The job description is based on objective information obtained through job analysis. • Job description acts as an important resource for – Describing the job to potential candidates – Guiding new hired employees in what they are specifically expected to do – Providing a point of comparison in appraising whether the actual duties align with the stated duties.

Example of Job Description JOB TITLE:_____ CODE: ________ REPORTS TO:___ ___________________ SUPERVISES:___ _______________ AS ON DATE :_________

OCCUPATIONAL JOB NO. : GRADE LEVEL:

FUNCTIONS: ____________________________________________________________ __________________________________________ DUTIES AND RESPONSIBILITIES: ____________________________________________________________ __________________________________________ JOB CHARACTERISTICS: ____________________________________________________________ __________________________________________

Job specification • Job specifications specify the minimum acceptable qualifications required by the individual to perform the task efficiently. Based on the information obtained from the job analysis procedures, job specification identifies the qualifications, appropriate skills, knowledge, and abilities and experienced required to perform the job. • Job specification is an important tool in the selection process as it keeps the attention of the selector on the necessary qualifications required

Example of Job Specification JOB TITLE: __________________________ EDUCATION:_________________________ PHYSICAL HEALTH: ____________________________________________________________ ____________________________________________________________ APPEARANCE: ____________________________________________________________ MENTAL ABILITIES: _______________________________________________ SPECIAL ABILITIES: _______________________________________________ PREVIOUS WORK EXPERIENCE: ____________________________________________________________ ____________________________________________________________ SPECIAL KNOWLEDGE &

Job Evaluation • Job evaluation provides the relative value of each job in the organization. It is an important tool to determine compensation administration. • If an organization is to have an equitable compensation program, jobs that have similar demands on terms of skills, education and other characteristics should be placed in the common compensation groups.

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Methods of Collecting Job Analysis Data

Observation Performing the job. Critical incidents Interview- individual & group Panel of experts Diary method Questionnaire – Structured – Unstructured

Methods of collection Job description data • • • •

Diary/log books Observation Interview Questionnaire: – Structured – Unstructured

Which method to use ? • Factors to be considered before choosing the method of collecting data are: – No. of job/employees to be considered. – Time limit – Cost factors – Education levels of incumbents – Type of data required.

Questionnaires • Unstructured format is more useful when: – Questions are open ended. – Questions that probing – The number of incumbents is less – Roles are unclear

• Structured more useful when: – The jobs are fixed and duties extremely

Which questionnaire to use ? An optimum combination of structured as well as unstructured questions can lead to the best questionnaire. A questionnaire is the best alternative to interviewing a large number of employees. It is much more cost effective.

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