Job analysis

JOB ANALYSIS
A job analysis is the process used to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular job. The Job; not the person An important concept of Job Analysis is that the analysis is conducted of the Job, not the person. While Job Analysis data may be collected from incumbents through interviews or questionnaires, the product of the analysis is a description or specifications of the job, not a description of the person.

The Job Analysis May Include These Activities: reviewing the job responsibilities of current employees, doing Internet research and viewing sample job descriptions online or offline highlighting similar jobs, analyzing the work duties, tasks, and responsibilities that need to be accomplished by the employee filling the position, researching and sharing with other companies that have similar jobs, and articulation of the most important outcomes or contributions needed from the position. The more information you can gather, the easier the actual writing of the job description will be.

Purpose of Job Analysis The purpose of Job Analysis is to establish and document the 'job relatedness' of employment procedures such as training, selection, compensation, and performance appraisal.

Determining Training Needs Job Analysis can be used in training/"needs assessment" to identify or develop:

training content assessment tests to measure effectiveness of training equipment to be used in delivering the training methods of training (i.e., small group, computer-based, video, classroom...)

Compensation Job Analysis can be used in compensation to identify or determine:

skill levels compensable job factors work environment (e.g., hazards; attention; physical effort) responsibilities (e.g., fiscal; supervisory) required level of education (indirectly related to salary level)

Selection Procedures Job Analysis can be used in selection procedures to identify or develop:

job duties that should be included in advertisements of vacant positions; appropriate salary level for the position to help determine what salary should be offered to a candidate; minimum requirements (education and/or experience) for screening applicants;

interview questions; selection tests/instruments (e.g., written tests; oral tests; job simulations); applicant appraisal/evaluation forms; orientation materials for applicants/new hires

Performance Review Job Analysis can be used in performance review to identify or develop:

goals and objectives performance standards evaluation criteria length of probationary periods duties to be evaluated

Job Analysis Methods

There are several ways to conduct a job analysis, including: interviews with incumbents and supervisors, questionnaires (structured, open-ended, or both), observation, critical incident investigations, and gathering background information such as duty statements or classification specifications. In job analysis conducted by HR professionals, it is common to use more than one of these methods. [1] For example, the job analysts may tour the job site and observe workers performing their jobs. During the tour the analyst may collect materials that directly or indirectly indicate required skills (duty statements, instructions, safety manuals, quality charts, etc). [2] The analyst may then meet with a group of workers or incumbents. And finally, a survey may be administered. In these cases, job analysts typically are industrial/organizational psychologists or Human Resource Officers who have been trained by, and are acting under the supervision of an industrial psychologist.

OBSERVATION METHODS
Methods of observation includes direct observation, work methods analysis, critical incident technique.

1. Direct observation
Direct Observation is a method of job analysis to observe and record behavior / events / activities / tasks / duties while something is happening.

2. Work methods analysis

Work methods analysis is used to describe manual and repetitive production jobs, such as factory or assembly-line jobs. Work methods analysis includes time and motion study and micro-motion analysis.

3. Critical incident technique (CIT model).

Critical incident technique is a method of job analysis used to identify work behaviors that classify in good and poor performance.

INTERVIEW METHOD
Interview method is a useful tool of job analysis to ask questions to both incumbents and supervisors in either an individual or a group setting. Interview includes structured Interviews, unstructured interview, openended questions.

QUESTIONNAIRE METHODS
Questionnaire methods includes 6 techniques as follows:
Position Analysis Questionnaire (PAQ model)

PAQ model is a questionnaire technique of job analysis. It developed by McCormick, Jeanneret, and Mecham (1972), is a structured instrument of job analysis to measure job characteristics and relate them to human characteristics. It consists of 195 job elements that describe generic human work behaviors.

Functional job analysis (FJA model)

FJA model is a technique of job analysis that was developed by the Employment and Training Administration of the United States Department of Labor. It includes 7 scales (numbers) that measure: 3 worker-function scales: measure % of time spent with: data, people, things; 1 worker-instruction scale; 3 scales that measure reasoning, mathematics, language.
Work Profiling System (WPS model)

WPS model is a questionnaire technique of job analysis, is a computer-administered system for job analysis, developed by Saville & Holdsworth, Ltd.
MOSAIC model

MOSAIC model is a questionnaire technique of job analysis used to collect information from incumbents and supervisors. It contains 151 job tasks rated in terms of importance for effective job performance and 22 competencies rated in terms of importance, and needed proficiency at entry.
Common Metric Questionnaire (CMQ model)

CMQ model is a technique of job analysis that was developed by Harvey as a workeroriented job analysis instrument designed to have applicability to a broad range of exempt and nonexempt jobs. It includes 41 general questions of background section, 62 questions of contacts with people, 80 items of decision making, 53 items of physical and mechanical activities, 47 items of work setting.
Fleishman Job Analysis System (FJAS model)

FJAS model is is a technique of job analysis that describe jobs from the point of view of the necessary capacities. It includes 52 cognitive, physical, psycho-motor, and sensory

ability, each of the categories consists of two parts an operational and differential definition and a grading scale.

Technical conference
Technical conference is a useful tool of job analysis base on Subject Matter Experts (SMEs). SMEs conduct brainstorming sessions to identify job elements. SMEs can use all job analysis methods in here.

Diary method
This method is a useful tool of job analysis to ask worker maintaining and keeping daily records or list of activities they are doing on every day

Combination of methods
In process of job analysis, analyst can use and associate all methods to collecting job information. For example, when you use direct observation, then you always do interview method.

JOB DESCRIPTION is a list of the general tasks, or functions, and responsibilities of a position. Typically, it also includes to whom the position reports, specifications such as the qualifications needed by the person in the job, salary range for the

position, etc. A job description is usually developed by conducting a job analysis, which includes examining the tasks and sequences of tasks necessary to perform the job. The analysis looks at the areas of knowledge and skills needed by the job. Note that a role is the set of responsibilities or expected results associated with a job. A job usually includes several roles. The job description might be broadened to form a person specification. An alternate terminology used under the UN system is Terms of reference (TOR). Purpose The objective of a job description is to have a outline of duties and responsibilities to make the screening process as direct and focused as possible.[1] Job descriptions may have the following elements:

improvement cooperation by giving all members of the organization insight in existing responsibilities/roles enabling career moves within the organization determination of amount of pay per function increase of results by specification of responsibilities and key performance indicators development of job owner by specification of competencies

Job Specification This sample job specification for a human resources director provides an example of a job specification. This sample job specification for a human resources director describes the requirements for the appropriate person for your role. The job specification includes education, experience, characteristics, skills, knowledge, and an overview of the job requirements.

The following requirements (job specifications) were determined by job analysis and derived from the job description as crucial for success in the human resources director role. The successful candidate for the human resources director position will possess these qualifications. Experience - Human Resources Director:

7-10 years of progressively more responsible positions in human resources, preferably in a similar industry in two different firms. Experience supervising and managing a professional staff.

Education - Human Resources Director:

Bachelors Degree in Human Resources, Business, or a related field required. Masters in Business or Human Resources Management or a related field preferred. J.D. a plus. SPHR designation will receive consideration, but is not required.

Job evaluation An employee evaluation is the assessment and review of a workers job performance. Most companies have an employee evaluation system wherein employees are evaluated on a regular basis (often once a year).

Regular employee evaluation helps remind workers what is expected of them in the workplace, and provides employers with information to use when making employment decisions, such as promotions, pay raises, and layoffs

Finally