Job Analysis
A Prelude to Recruitment and Placement
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Chapter Outline
I. The Nature of Job Analysis
Job Analysis Defined Uses of Job Analysis Information Steps in Job Analysis
II.
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Chapter Outline
(to be covered next class)
III. Writing Job Descriptions
Job Identification Job Summary Relationships Responsibilities and Duties Standards of Performance Working Conditions and Physical Environment
IV.
V.
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Work activities
Cleaning Selling Teaching Painting How, why and when the activities are performed
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Human behaviors
Sensing Communicating Deciding Writing
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Performance Standards
Information about the jobs performance standards in terms of quality or quantity). These standards will be used when appraising employees.
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Human Requirements
Job-related knowledge and skills
Personal attributes
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Performance Appraisal
Training Requirements
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Compensation
Job analysis includes details about the jobs required skills & educational level, work environment, degree of responsibility ..etc.
These are the basis upon which the job value & its appropriate compensation are set. Relative job worth
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Performance Appraisal
Job analysis includes information about the jobs performance standards Performance appraisal compared employees actual performance against these standards.
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Training
The job description should show the activities and skillsand therefore the trainingthat the job requires.
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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 jobs responsibilities and duties?
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What are the basic accountabilities or performance standards that typify your work? What are your responsibilities? What are the environmental and working conditions involved? What are the jobs physical demands? The emotional and mental demands? What are the health and safety conditions? Are you exposed to any hazards or unusual working conditions?
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Interview Guidelines
The job analyst and supervisor should identify the workers who know the job best and would be objective Establish a rapport with the interviewee Follow a structured guide or checklist Ask a worker to list duties in order of importance and frequency of occurrence Review and verify data
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Interview Guidelines
Pro: 1. Simple, quick and easy 2. May generate information that never appears on written documents 3. Provides an opportunity to explain the need of the analysis 4. Employee may be able to vent frustration
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Interview Guidelines
Con: 1. Expensive and time consuming 2. Distortion Thus should be used with other methods (multiple sources)
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First, you have to decide on how structured or open-ended the questionnaire will be.
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PORTLAND STATE UNIVERSITY POSITION DESCRIPTION * * PLEASE READ INSTRUCTIONS BEFORE COMPLETING THIS FORM * *
( ) New ( ) Revised
SECTION 1. POSITION INFORMATION a. Class Title: b. Class No.: c. Effective Date: d. Position No.: e. Working Title: f. Work Unit: g. Agency No.: h. Employee Name: i. Work Location (City-County): _________________________________________________________________________________ j. Position: ( ) Permanent ( ) Seasonal ( ) Limited Duration ( ) Academic Year ( ) Full Time ( ) Part Time ( ) Intermittent ( ) Job Share _________________________________________________________________________________ k. FLSA: ( ) Exempt ( ) Non-Exempt l. Eligible for Overtime: ( ) Yes ( ) No _________________________________________________________________________________ SECTION 2. PROGRAM/POSITION INFORMATION a. Describe the program in which this job exists. Include program purpose, who's affected, size, and scope. Include relationship to agency mission.
b. Describe the purpose of this position, and how it functions within this program, by completing this statement: The purpose of this job/position is to . . .
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SECTION 3. DESCRIPTION OF DUTIES
List major duties. Note percentage of time duties are performed. If this is an existing position, mark "N" for new duties or "R" for revised duties. % of Time N/R DUTIES _________________________________________________________________________________ SECTION 4. WORKING CONDITIONS Describe special working conditions, if any, that are a regular part of this job. Include frequency of exposure to these conditions. ________________________________________________________________________________
SECTION 5. GUIDELINES
a. List any established guidelines used to do this job, such as state or federal laws or regulations, policies, manuals or desk procedures.
SECTION 7. JOB-RELATED DECISION MAKING Describe the kinds of decisions likely to be made by this position. Indicate affect of these decisions where possible.
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SECTION 8. REVIEW OF WORK
Who reviews the work of this position? (List classification title and position number.) How? How often? Purpose of the review? SECTION 9. SUPERVISORY DUTIES TO BE COMPLETED ONLY FOR POSITIONS IN MANAGEMENT SERVICE
a. How many employees are directly supervised by this position? _______ _______
b. Which of the following supervisory/management activities does this job perform? ( ) Plans Work ( ) Assigns Work ( ) Approves Work ( ) Responds to Grievances ( ) Disciplines/Rewards
SECTION 10. ADDITIONAL JOB-RELATED INFORMATION Any other comments that would add to an understanding of this position: SPECIAL REQUIREMENTS: List any special mandatory recruiting requirements for this position: BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate in what area, how much (biennially) and type of funds: _________________________________________________________________________________ SECTION 11. ORGANIZATIONAL CHART Attach a current organizational chart. See instructions for detail to be included on the chart. _________________________________________________________________________________________________ Employee Signature Date Supervisor Signature Date _________________________________________________ Appointing Authority Signature Date
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Questionnaire
Pro: Is a quick, cheap & efficient way to obtain information from a large number of employees Con: developing the questionnaire can be expensive, time consuming and requires professionals. May miss out on interpretations
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Observation
Observation may be combined with interviewing Take complete notes Talk with the person being observed explain what is happening and why Ask questions Main problem is Reactivity
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Job Identification
Title Date Approvals Supervisors title Salary Grade level
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Job Summary
General nature Major functions or activities Includes general statements
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Works with employment agencies, recruiters, union reps, state and federal agencies, vendors
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Establishes marketing goals to ensure share of market Maintaining balanced and controlled inventories Purchasing authority Discipline Interviewing and hiring
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Work group produces no fewer than 426 units per working day Next workstation rejects no more than an average of 2% of units Weekly overtime does not exceed an average of 5%
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Tasks
Tools Used
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Job Rotation: systematically moving workers from one job to another to enhance work team performance &/or broaden his experience & identify strong & weak points. Job Enrichment: redesigning jobs in a way that increases the opportunities for the worker to feel responsible, growth & recognition (by planning and controlling his work)
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Competition
Global Changes
Demographics
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Director Manufacturing
Manager Manager
Clerk Administrator
Manager
Tech. Writer Plant Manager Sr. Trainer Manager Sr. Trainer Sales Sales Sales Sales Sales Clerk Accounting Accounting
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Flatter Organizations
Finance Team
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WAL
MART IKEA
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