JOB ANALYSIS AND JOB EVALUATION

By Dr. Ketki Bhatti

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 AND PURPOSE

Recruitment Selection HRP

T&D

Job Analysis

Performance Appraisal

Job design
Job evaluation

Placement

PROCESS OF JOB ANALYSIS

TYPES OF JOB ANALYSIS INFORMATION

Work Activities Machines, Tools, Equipmentsand Work Aids used Personal requirements Job context

OUTCOMES OF JOB ANALYSIS

The information obtained from job analysis is classified into three categoriesJob description Job specification Job evaluation

JOB ANALYSIS
Job Description

Job Specification

Job title. Functions and duties of the job. Job summary. Job location. Machines and tools to be used for the conduct. Work experiment of the job. Risks and hazards connected with the job. Materials used in the job.

Education. Skills. Experience. Physical fitness. Special qualities required for performing the job. Intelligence, judgement and initiative required for performing the job.

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 the objective information obtained through job analysis. Job description acts as an important resource forDescribing 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.

JOB DESCRIPTION PROCESS

Job identification Job summary Job duties and responsibilities Working conditions Machines tools and equipments Social environment Supervision Related to other jobs

SPECIMEN

Job Title Code 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.

POINTS TO BE KEPT IN MIND

Qualifications and experience Physical characteristics Psychological characteristics Social characteristics Other characteristics

EXAMPLE OF JOB SPECIFICATION

Job Title: Education: Physical Health: __________________________________________ Appearance: __________________________________________ Mental Abilities: __________________________________________ Special Abilities: __________________________________________ Previous Work Experience: ___________________________________________ Special Knowledge and Skills: ___________________________________________

IMPORTANCE
HR Planning Personnel recruitment, selection and placement Training and personnel development Employee compensation Engineering designing Job designing Performance measurement and rating Health and safety measures Career planning

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.

METHODS OF COLLECTING JOB ANALYSIS DATA

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

Questionnaire
Structured Unstructured

1. 2.

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 are probing in nature. The number of incumbents is less. Roles are unclear. Structured more useful when: The jobs are fixed and duties extremely clear.

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.

JOB DESIGNING
Definition Factors affecting job designing Organisation factors. Environmental factors. Behavioural factors.

TECHNIQUES OF JOB DESIGNING

JOB ROTATION JOB ENLARGEMENT JOB ENRICHMENT SELF MANAGING TEAMS HIGH PERFORMANCE WORK DESIGN

JOB DESIGNING IS IMPORTANT TO ACHIEVE

FOLLOWING OBJECTIVES Greater job satisfaction. Increased performance. Reduced absenteeism and turnover. Greater profitability.

JOB EVALUATION
Definition Job evaluation is the evaluation or rating of jobs to determine their position in the job hierarchy.
1. 2. 3.

4.

Principles Rate the job not the man. Easily explained elements of rating. Exposure of plan to employees. Employee participation in rating.

PROCESS
Gaining acceptance. Selecting jobs to be evaluated. Job analysis and description. Job evaluation. Assigning money value. Periodic review.

METHODS USED
Job ranking system or Job comparison method Grading system or Job classification method Factor comparison method Point ranking method