Chapter 2

Job Analysis &

Personnel Planning
Reference Books:
Human Resource Management (Keith Devis)
Human Resource Management (Mondy)
Internet

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Resource Person: Furqan-ul-haq
S

Functions (Scope) of HRM

1.Staffing

5.Employee
& Labor
Relations

Personnel Planning
Job Analysis
Recruitment
Selection

4.Safety &
Health

Functions
of HRM

2.Human
Resource
Development

3.Compensation
& Benefits
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1.Staffing

Process through which an organization ensures that it

always has the proper number of employees with the
appropriate skills in the right jobs at the right time to
achieve the organizations objectives.

It includes
Personnel planning
Job Analysis
Recruitment
Selection

Difference Between "Job" And "Position"

Job

- Consists of a group of tasks that must be

performed for an organization to achieve its
goals
Position - Collection of tasks and
responsibilities performed by one person; there
is a position for every individual in an
organization.
Job A job is a pattern of tasks, duties and
responsibilities that can be done by a person
(Keith4 Devis)

Job Analysis
Job

analysis Job analysis is a systematic

process of determining the skills, duties and
human characteristics required for performing
specific job in organization. In job analysis
information about jobs are systematically
collected, evaluated & organized.

Job description document providing information

regarding tasks, duties, and responsibilities of job
Job specification minimum qualifications to
perform a particular job

Job Analysis: A Basic Human Resource

Human Resource
Management Tool
Planning
Tasks

Responsibilities

Duties

Recruitment
Selection

Job
Analysis

Training and
Development

Job
Descriptions

Performance
Appraisal

Job
Specifications

Compensation and
Benefits
Safety and Health

Knowledge

Skills

Abilities

Employee and Labor

Relations
Legal Considerations
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Job Description- a written statement that

explains tasks, duties, working conditions,
responsibilities & other aspects of a
specified job
Job Title
Location
Duties
Machines, Tools,
Equipments, Materials
used.
Supervision given or
received

Job Grade / Pay

Scale
Employment Status
Hazard
Date
Job Summary

Job Descriptions Contents

Job
Identification

Job
Summary

Job
Specifications

Sections of a
Typical Job
Description

Working
Conditions

Standards of
Performance

Responsibilities
and Duties

Authority

Job Specification- a written statement that

explains human characteristics needed to
perform the
job.
Education

Experience
Training
Physical & Mental Status
Communication Skills
Languages
Physical Skills
Personality Traits
9

Sample Job
Description

10

11

The Job Description Sections

Job identification
Job

title: name of job

Grade/ status
Preparation date: when the description was written
Prepared by: who wrote the description

Job summary
Describes

the general nature of the job

Lists the major functions or activities
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Relationships (chain of command)

Reports

to: employees immediate supervisor

Supervises:

employees that the job incumbent directly

supervises
Works

with: others with whom the job holder will be

expected to work and come into contact with internally.

Outside

the company: others with whom the job holder is

expected to work and come into contact with externally.

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Responsibilities and duties

A listing

of the jobs major responsibilities and duties (essential functions)

Defines

limits of jobholders decision-making authority, direct

supervision, and budgetary limitations.

Standards of performance and working conditions

Lists

the standards the employee is expected to achieve under each of the

job descriptions main duties and responsibilities.

Job Specification
Authority

14

Sample
Job Specification-

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Purposes of Job Analysis

What physical and mental tasks does the worker
accomplish?
When does the job have to be completed?
Where is the job to be accomplished?
How does the worker do the job?
Why is the job done?
What qualifications are needed to perform the job?

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Reasons For Conducting Job Analysis

Staffing- lacking up-to-date job analysis, a firm would have

to select employees for the job without having clear
guidelines.
Training & Development- Incompatibility between job
requirement & employee can b met by T&D.
Compensation and Benefits- The relative value of a
particular job to the company must be known before a
monetary value can be placed on it.
Safety and Health- Information derived from job analysis is
also valuable in identifying safety and health considerations.
Employee and Labor Relations- Job analysis provides a
standard for promotion, transfer, demotion.
Legal Considerations- Job analysis data is used to defend
matters involving legal obligations.
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Occasions For Job Analysis

When

the organization is founded

When new jobs are created
When jobs are changed significantly as a result
of new technologies, methods, procedures, or
systems

Job Morphing- Readjusting skills to match the job requirements or

changing of a present job to a new one. like if your working in a
construction site as a an electrician, then you'll do the plumbing just to
make the work faster . any work you're capable of doing which is not
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you're usual routine.

Job Analysis Methods

Questionnaires
Observation
Interviews
Employee recording
Analyzing jobs of rival organizations
Combination of methods

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Methods of Collecting Job Analysis

Information: The Interview

Information Sources
Individual
Groups

employees

of employees

Supervisors

with knowledge of the

job

Advantages
Quick,

direct way to find

overlooked information

Interview Formats
Structured

Unstructured

Disadvantages
Distorted

(Checklist)

information

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Questionnaires

Information Source
Employees

fill out
questionnaires to
describe their job-related
duties and responsibilities

Questionnaire Formats
Structured

checklists
Open-ended questions

Advantages
Quick

and efficient way to

gather information from
large numbers of
employees

Disadvantages
Expense

and time
consumed in preparing and
testing the questionnaire

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Observation

Information Source
Observing

and noting
the physical activities
of employees as they
go about their jobs

Advantages
Provides

first-hand information

Reduces

distortion of information

Disadvantages
Time

consuming

Difficulty

in capturing entire job

cycle
Of

little use if job involves a high

level of mental activity

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Participant Diary/Logs

Advantages
Produces

a more complete
picture of the job

Employee

Information Source
Workers

keep a
chronological diary/
log of what they do
and the time spent on
each activity

participation

Disadvantages
Distortion

of information

Depends

upon employees to
accurately recall their
activities

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People Who Participate in

Job Analysis Should
Include
(at
a
minimum)

Employee
Employees immediate supervisor
Job analyst
Consultants
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JOB DESIGN- Process of determining the

specific tasks to be performed, the
methods used in performing these tasks,
and how the job relates to other work in
the organization in order to increase
productivity
& employees satisfaction.
Lower productivity
Sabotage
Or
else

Unionization
Employees
Turnover

Absenteeism
Resignations
Employees dissatisfaction

Complaint

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Job Design is Work arrangement (or rearrangement)

aimed at reducing or overcoming job dissatisfaction
and employee alienation arising from repetitive
tasks. Through job design, organizations try to raise
productivity levels by offering non-monetary
rewards such as greater satisfaction from a sense of
personal achievement in meeting the increased
challenge and responsibility of one's work. Job
enlargement, job enrichment, job rotation are the
various techniques used in a job design exercise.
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Elements of Job Design

1.

Organizational Elements (Efficiency)

Mechanistic Approach- Involves
identifying every task of a job so that task
can be arranged & grouped into a job.
Results Specialization & shortens Job
Cycle.
Work flow- Sequence & balance between
jobs.
Work Practices- Set ways of performing
work.
Ergonomics- Study of how human beings
physically interface with equipments.

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2. Environmental Elements
Employee abilities & Availability
Social & Cultural Expectations
3. Behavioral Elements.
Autonomy
Variety
Task Identity
Task Significance
Feedback
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The Job design Input-output Framework

Feedback

Organizational
Elements
Environmental
Elements

Job
Design

Productivity &
Satisfying
Jobs

Behavioral
Elements

Input

Transformation
Process

Desired
Outputs
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Job Analysis in a Jobless World

From Specialized to Enlarged Jobs
Techniques of Job Redesign

Job enlargement adds

more things to do

Assigning workers additional same level activities,

thus increasing the number of activities they
perform. (Horizontal loading)

Job enrichment

adds

more responsibility

Redesigning

jobs in a way that increases the

opportunities for the worker to experience
feelings of responsibility, achievement, growth,
and recognition. (Vertical loading)
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Job rotation
Moving

an employee from department to

department to broaden his or her experience and
identify strong and weak points to prepare the
person for an enhanced role with the company
Systematically moving workers from one job to
another to enhance work team performance.

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Why Managers Are Dejobbing /Redesigning

Dejobbing
Broadening the responsibilities of
the companys jobs by
encouraging employees not to limit
themselves up to job description.

Internal factors leading to

dejobbing
Flatter

organizations
Work teams
Reengineering

External factors leading

to dejobbing.
Rapid

product and
technological change
Global competition
Deregulation,
Political instability,
Demographic changes
Rise of a service
economy.

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Strategic planning- is the process by which top

management determines overall organizational
purposes and objectives and how they are to be
achieved.
HR Planning- The process of systematically
reviewing HR requirements to determine & ensure
that required number of employees, with the required
skills, are available when they are needed.

Succession planning- Ensuring that a qualified person is

available to assume a managerial position once the position
is vacant usually with the help of replacement chart.
Succession Development- The process of determining a
comprehensive job profile of the key positions and then
ensuring that key prospects are properly developed to match
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these qualifications

Human Resource Planning

Process
External
Environment
Strategic
Planning
Internal Environment

Human Resource Planning

Forecasting
Human
Resource
Requirements

Comparing
Requirements
and Availability

Forecasting
Human Resource
Availability

Demand =

Surplus of
Workers

Shortage of
Workers

No Action

Restricted Hiring,
Reduced Hours,
Early Retirement,
Layoff, Downsizing

Recruitment
Selection
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Demand Forecasting
Statistical approaches

1.

Ratio analysis

2.

Regression analysis

Judgmental methods
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Ratio analysis
Patients: Doctors = 4:1
Number of Patients = 100
Number of Doctors = 25

If there are 400 patients, how many Doctors

are needed?
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Regression analysis

75
50

# Employees 25
0

50

100

# Customers
37

150

The Relationship of Sales Volume to Number of

Employees
Number of
Employees
500
400
300
200
100
0

10

20

30

40

50

Sales (thousands)
38

60