UNIT .

2
JOB Analysis and Evaluation:
The process of recruitment and selection has been discussed in separate chapter later. Even before an enterprise begins the enterprise the recruitment process, it has to be clear about the jobs for which recruitment is necessary. Once the jobs have been identified, the employer has to gain knowledge of the duties and responsibilities associated with each such job and the job requirements. A person, for example , who is going to be appointed as a stenographer must have knowledge of typewriting and shorthand. The employer must have knowledge of the skills required to perform every job. Only then he will be able to select the right man for the right job. Determining the worth of every job will help the employer to fix the correct salary or wage for the individual concerned. A study of the job performed in a establishment may be made based on: (i) (ii) (iii) (iv) Job analysis Job description Job specification; and Job evaluation

This Chapter is devoted to studying these concepts.

JOB ANALYSIS
Meaning
The process of determining the nature and contents of a particular job is what is known as job analysis. Such an analysis will bring out the following: (i) (ii) (iii) The tasks to be performed in a given job The conditions under which the job has to be performed and The skills and capabilities required to perform the job.

Tasks performed in a job

Every job requires the performance of certain tasks or activities which may be physical or mental or both. Physical activities consist of lifting, loading, unloading, packing etc. Mental activities involve calculations, planning, decision-making, preparation of graphs, charts etc. The individual, in the case of certain jobs, should also be able to handle certain electrical and mechanical devices. A typist, for example, must be an expert in handling the typewriter. Likewise, a computer operator must be well versed in handling the computer.

Job conditions
Job conditions refer to the environment in which a particular job is performed. It include not only e physical environment but the social environment as well. Factory work is done in the midst of noisy machines, boilers and furnace. Certain jobs are done by employees as a group. Each individual in the group may perform a particular operation. In the case of teamwork, it is important that there is perfect understanding among the team members. Certain jobs, by nature, are more hazardous. Factory workers, handling certain machines, have to be careful always. Any negligence on their part may prove to be dangerous. The employees doing certain jobs may be prone to what are called occupational diseases. A typist or a computer operator may suffer from eyestrain, headache, backache and so on.

Skills and Capabilities required; The performance of any job requires certain skills and
capabilities on the part of the employees. For example, a person who is engaged in such operations as lifting, loading, unloading etc., is supposed to have good physical stamina. A salesman is expected to have good communication ability. A manager must have the capacity to handle a group of employees. For this, he requires leadership qualities. Executive trainees must have such qualities as initiative, perception, inquisitiveness, tolerance, compe A part from the qualities stated above, academic qualifications are essential for jobs. A production executive needs to have a degree or diploma in production engineering. Similarly, the legal advisor of the enterprise must hold a degree in law. A computer professional must hold a degree or diploma in computer science. For certain categories of jobs the individual need not possess qa degree or diploma. But he will be expected to be a literate.

Advantages of job Analysis

1.

It helps the employer to select the right man for the right job. It helps to identify the skills and abilities required for a particular job. For example, even if a candidate is a postgraduate, he cannot be appointed as a sales representative, if he lacks communication skills.

2.

It helps in the correct placement of employees. For example, if certain persons have been selected for clerical posts, each one of them can be given work in accordance with his aptitude, skill and so on. job analysis is useful in determining the training needs of an employee. If the skills and capabilities of an employee are below the required level , he must be given training to improve the me.3.

3.

job analysis is useful in determining the training needs of an employee. If the skills and capabilities of an employee are below the required level, he must be given training to improve the same. 4.

4. Job analysis is helpful in job evaluation. The worth o job cannot be determined unless its content is known. Job analysis reveals the kills required and the hazards involved in performing each job. With these details, it is possible for the employer to determine the correct salary or wage or particular job.5.

5.

I provides a suitable basis for an objectives appraisal of the performance of employees. As the tasks involve in every job are already known, it is possible to ascertain how far an employee has successfully accomplished the same.5.

6. It gives scope for work simplification. Once job I thoroughly studied, it is possible to identify certain unnecessary or repetitive operations and design short-cut methods. A motion study may be conducted to study the movement o worker during working hours to different places and steps may be taken to avoid unnecessary movements. The standard time required for doing each job can also be determined. 7. Job analysis also helps the management in matters concerning employee promotion and transfer. Once the content of the job is known, it is not difficult for the management to identify those, from among the existing employees, who have the potentials to perform certain difficult jobs. For the sale of such jobs they may either be promoted or transferred from their existing positions. 8. Once the content of a job is known, it is possible for any applicant to judge his own capabilities for the job. An applicant, who thinks that he does not have the potentials for a particular job, will not apply for the same. 9. Job analysis further helps to maximize job satisfaction among the employees. This is possible as the job requirements are matched with employee skills. An employee who is able to perform his job effectively is bound to have higher job satisfaction. 10. As standards of output can be logically determined in tune with the job content, disputes may not arise between the workers and the management over the targets to be attained.

JOB DESCRIPTION
Job description is a written statement of the nature and content of a particular job. It is prepared on the basis of information obtained through job analysis. It generally gives the following particulars about each job: 1. 2. 3. 4. 5. 6. Name/Title of the job Designation Department Duties and Responsibilities Working conditions Accountability We may prepare a job description statement, for the job of an Accountant in a textile firm, incorporating the above particulars.

JOB DESCRIPTON STATEMENT FOR ACCOUNTANT 1. Name/Title of the job 2. Designation 3. Department 4. Duties and Responsibilities : : : : Accounting Accountant Accounts Department Should be able to prepare independently the Following: (i) (ii) (iii) (iv) Journal Ledger Accounts Trial Balance Final Accounts and

(v) 5. Working Conditions 6. Accountability : :

Bank Reconciliation Statement

8 hours per day and 6 days in a week The accountant will answer the Accounts

Manager directly.

JOB SPECIFICATION
Having defined the various jobs and described their contents, the next step is to prescribe the qualities and qualification for the individuals who are going to perform the tasks. Job specification is concerned only with this aspect. Job specification may be defined as the process of determining the requirements sought in the individual for a given job:. It is based on job analysis and job description. Job specification helps to choose the right man for the right job. Based on the specimen given above for job description another specimen may be prepared for job specification as shown below:

JOB SPECIFICATION STATEMENT FOR ACCOUNTANT

1. 2. 3. 4. 5. Name/Title of the job Designation Department Qualification Experience : : : : : Accounting Accountant Accounts Department B.com first class or M.com Minimum 5 years experience in Accounting in Accounting in a textile firm

6. 7.

Sex Age

: :

Only men need apply Not more than 30 years

JOB EVALUATION

The object of job evaluation is to assess the relative worth of different jobs performed in an enterprise in order to determine the correct pay. For example the job done by a clerk and that done by a manager are not the same .the manager has greater responsibilities than what the clerk has. Moreover ,the merits and qualification of the manager are greater than those of the clerk. It is for these reasons that the manager gets more pay than what the clerk gets.

Objectives
The following are the objectives of job evaluation: 1. To ensure that every employee gets his pay commensurate with his position, skill and extent of duty. 2. 3. To guard against granting more pay to person whose performance does not justify the increase. To recognize merit in the matter of pay fixation even while fixing pay based on experience.

4. To ensure that there is no discrepancy in the pay of two or more persons doing the same type of work. 5. to make sure that there is no discrimination in wage payment based on religion, sex, caste, etc. it may be said here that job evaluation, for the sake of determination of pay, suffers from a serious limitation. In practice , it is the supply and demand forces that determine pay rather than the extent of duty and the worth of a job. For example, the supply of clerical or factory labor far exceeds the demand. It is mainly because of this reason that clerical and factory workers get less

pay. In terms of quantum of work, these workers may be doing more work than what the executive do. Reputed establishment appoint only B.E, MBAs, or M. Tech for executive positions. The supply of such professionals is less than the demand. That is why these professionals are able to get more pay.

Method of job Evaluation:

Flowing are some of the methods used for the purpose of job evaluation: (i) (ii) (iii) (iv) Ranking Method Classification method Point method Factor comparison method

Let us discuss these methods now.

Ranking method

Under this method the various jobs in an enterprise will be ranked in the order of their importance, responsibilities and duties involved for the purpose of determining the appropriate for the employees. It is how ever necessary to ensure that the jobs ranked are similar in nature. For example, the job of a junior clerk may be compared with that of a senior clerk. Likewise the job of a salesman may be compared with that of a sales officer. Only than a logical decision can be on the suitable rate of wages. The remuneration payable to the sales officer, naturally, has to be more than that payable to the salesman. This is became , the salesman has to account for his performance alone. On the other

hand , the sales officer is accountable for the performance of cash of the salesmen working under him. This method however , is unsuitable if the jobs to be compared are totally unrelated or dissimilar. For example the job of a machine worker and that of a department manager cannot be ranked. A machine workers can only be ranked along with a fitter, a turner , plumber or an electrician.

Classification Method
In this case , the various jobs in an organization are classified under certain categories. In banks, for example . there are clerks. Probationary officers and manager . the starting scale of pay of all clerks, who may be doing different jobs, is the same. The teachers in government and aided colleges into three categories lecturers, senior scale lecture and selection grade lecture. The starting scale of pay of all lecture is the same. Like wise ,the scale of pay of all senior scale lecture is the same. Of course depending upon the length of services and qualifications of individuals lectures there may be certain differences in pay. In government services, the employees are classified into class one, class two, class three and class four. Within each three are employees doing different kinds of jobs. The job requirements of the various employees in a particular category, say , class four , are the same .

Point Method
In the case of point method, the requirement of each job in terms of education qualification, experience desired, physical requirements, duties and responsibilities involved are first identified. The requirement regarding education may be further divided into plus two qualification, basic degree, professional degree or diploma and soon. In this manner ,the requirement regarding experience, skills, physical fitness .etc,. are also sub divided.

After sub division of the requirements, points are assigned. For example, professional degree may receive 50 points, PG degree 40 points, UG degree 30 points and soon . the total points given for a job will determine its place or position in the job structure.

Factor comparison method

This method is based on the point method. The maximum points for the factor involved are determined by taking into account the key jobs in the organization. This provides the basis for determining the points for the other jobs. This may be explained with an example. Let us consider the following three office jobs: (i) (ii) (iii) clerk typist computer- operator

By using the factor comparison method, the total points for the above three jobs may be determined as shown below: Requirements Maximum Clerk Typist Computer Operator Educational Qualification 40 20 30 35

Skill Experience Occupational Hazards Total

30 15 15

15 5 5

20 15 15

25 15 15

100

45

75

85

If the employer decides to pay a basic pay of Rs.2,000 per month plus Rs.10 per point for each the above categories of employees, the total pay per month will be as follows:

(a) (b) (c)

Clerk Typist Computer operator

:Rs.2,000+Rs.450=Rs.2,450 :Rs.2,000+Rs.750=Rs.2,750 :Rs.2,000+Rs.850=Rs.2,850

Advantages of Job Evaluation

The merits of job evaluation may be stated as follows: 1. 2. It helps to determine the correct pay for the different categories of jobs in an organization. It ensures that there is no exploitation of employees by the management by extracting more work and paying them less salary. 3. It further ensures that an employee gets his remuneration commensurate with the work done by him. 4. It helps to eliminate discrimination in payment of remuneration on the basis of sex, caste, religion and such other factors.

Limitations of Job Evaluation

Job evaluation, however, suffers, from the following drawbacks: 1. In actual practice, the remuneration for a job is determined by the demand and supply of labor rather than by the worth of a job. Job evaluation may help to determine pay for a particular job based on the work content. But individual differences, in most cases, may go unnoticed. For example, two clerks in an office may get the same pay scale although one of them may be more efficient and knowledgeable. The nature of the clerical work is taken into account in determining the pay but the potentials of the individual may be ignore