Job analysis is the process of gathering and analyzing information about the content and the human requirements of jobs, as well as, the context in which jobs are performed. This process is used to determine placement of jobs. Under NU Values the decision-making in this area is shared by units and Human Resources. Specific internal approval processes will be determined by the unit's organizational leadership.
Job analysis defines the organization of jobs within a job family. It allows units to identify paths of job progression for employees interested in improving their opportunities for career advancement and increasing compensation.
A relative value is placed on the differing factors described in the Zone Placemnet Matrix. All new and existing positions will be assigned to a job family and zone using the job analysis process. This process is designed to place positions into families and zones based upon assigned duties, qualifications and competencies as measured by the five criteria found in the Zone Placement Matrix.
Job specification
A statement of the minimum acceptable human qualities necessary to perform a job properly. It is a standard of personnel and designates the qualities required for acceptable performance.
A statement of human qualifications necessary to do the job. Usually contains such items: education, experience, training, judgement, initiative, physical effort, physical skills, communication skills, emotional characteristics, sensory demands such as sight, smell, hearing and many others depends upon the nature of job.
Job Analysis Process
Six steps in doing job analysis- According to Dessler:
Uses of Job analysis
Job analysis defines the organization of jobs within a job family. It allows units to identify paths of job progression for employees interested in improving their opportunities for career advancement and increasing compensation.
A relative value is placed on the differing factors described in the Zone Placemnet Matrix. All new and existing positions will be assigned to a job family and zone using the job analysis process. This process is designed to place positions into families and zones based upon assigned duties, qualifications and competencies as measured by the five criteria found in the Zone Placement Matrix.
Job specification
A statement of the minimum acceptable human qualities necessary to perform a job properly. It is a standard of personnel and designates the qualities required for acceptable performance.
A statement of human qualifications necessary to do the job. Usually contains such items: education, experience, training, judgement, initiative, physical effort, physical skills, communication skills, emotional characteristics, sensory demands such as sight, smell, hearing and many others depends upon the nature of job.
Job Analysis Process
Six steps in doing job analysis- According to Dessler:
- Decide how you will use the information- it helps to determine the types of data and methods to collect.
- Review relevant background information- such as organization chart, process chart & job description
- Select representative positions- because there may be too many similar jobs to analyse. Eg. It is usually unnecessary to analyse the jobs of 200 assembly workers when a sample of 10 jobs will do
- Actually analyse the job- by collecting data on job activities, required employee behavior, working conditions and human traits and abilities needed to perform the job. Use one ore more methods and techniques of Job Analysis.
- Verify the job analysis information- with job holder & immediate supervisor to confirm that informations is factually correct & complete.
- Develop a job description and job specification
- Job Focused Techniques
- Functional job analysis (FJA) - used to analyze the nature of jobs in terms of data, people and things. Information collected is categorized under those three associated functions
- Management position description questionnaire (MPDQ) – designed to analyze managerial position. Job analyst use a checklist containing 197 job factors related to managerial concern & responsibilities. A statistical analysis on job factors will be conducted to find the different job factors relating to the position of individual managers.
- Job Analysis Techniques
- The hay plan- analyse managerial jobs. since executives are engaged in numerous tasks it is difficult to specify their duties and responsibility. Hay plan is based on interview between job analyst & the person in the job. Information gathered using Hay plan relates to four aspects of managerial job: i) objective of the job ii) dimensions to be covered by the job holders in that position iii) nature & scope of the position iv) accountability
- Purpose : recruitment, selection, placement, job evaluation, management development & organizational analysis.
- Methods analysis – analysis of non managerial job. Studies motion at work. Method analysis is used in organizations that rely heavily on human labour to carry out repetitive and routine tasks accurately & efficiently.
- Person or behaviour- focused technique.
- Position analysis questionnaire (PAQ) – to find the personal or behavioral requirements for performing a job.PAQ contains 194 items. 194 job items are categorized in 5 job dimensions:
- Job dimension relating to decision making /communication/ social responsibilities
- Relating to performing skilled activities
- Relating to physical activities/ environmental conditions
- Relating to operating vehicles/ equipment
- Job dimension relating to information processing.
Methods of collecting Job information
- Observation- job analyst carefully observes the job holder at work and records what & how s/he does and how much time is needed for completion of given task.
- Interview- job analyst interviews the job holder & supervisor about the job. Generally structured form is used. The analyst must make judgements about the informations to be included and its degree of importance.
- Questionnaire- job holder fill in the given structured questionnaire, which are then approved by their supervisor.
- Checklists- similar to questionnaire, but the response-sheet contains fewer subjective judgements and tends to be either yes-or-no variety. It can cover many activities but job holder has to tick only those tasks that are included in their jobs.
- Technical conference method- a conference of supervisor who possess extensive knowledge about a job are used.
- Diary method- job holders records in detai their activities each day in a diary.
Uses of Job analysis
- HRP- number & types of human resource are determined by the jobs which need to be staffed. Job related information is provided by JA.
- Recruitment & selection- an understanding of the types of skills needed and the types of job that may open in future helps HR manager to plan recruitment and knowledge about the work to be done and qualifications needed helps to select right person- match the right people with the right job.
- Training & development- what a given job demands from the incumbents in terms of knowledge & skills? Training & development programmes can be designed depending on the job requirements.
- Job evaluation- determination of relative worth of each job to determine wage & salary differentials. Relative worth is determined mainly on the basis of job description & specification.
- Remuneration- remuneration should be based on relative worth of each job. Employee need to be compensated on the grades of the job which they occupy. Otherwise feeling of inequity may arise.
- Performance appraisal- Job Analysis helps to fix standards for performance in relation to which actual performance is compared and assessed.
- Safety & health- provides information regarding hazardous conditions, unhealthy environmental factors. So that corrective measures can be taken to minimize and avoid the possibility oh human injury.
- Personnel information- planning, acquisition, development, utilization and remuneration purpose Job Analysis helps by providing information.
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