Unit 2.

Job Analysis

1.Task : identifiable work activity carried out for a purpose ;

specific

2. Duty : a larger work segment consisting of several tasks (which are related by some sequence of events) that are performed by an individual ; 3. Job : obligations to perform certain tasks and duties ;

Job Analysis A process of obtaining all pertinent job facts

Job Description A statement containing :

Job title Location Job summary Duties Machines ,tool , equipment Materials and forms used Supervision given or received Working conditions

Job Specification a statement of human qualifications necessary to do the job : - education ; - experience ; - training; - judgement - physical - effort ,skill - responsibilities; - communication skills - emotional characteristics.

Uses of Job Analysis :

1. 2. 3. 4. 5.

HRP : Recruitment ; Selection; Training ; Performance appraisal ;

Process of Job Analysis : Organisational Analysis Selection of Representative position to be analysed Collection of Job Analysis Data Preparation of Job description Preparation of Job specification

Methods of Collecting Data : 1. Observation Method : Careful observation of job holder regarding what he does , how he does and time required for completion of task ; - Simple and accurate data ; - Requires proper skills for observation ; 2.Interview : Asking questions to both incumbent and supervisor ; - Workers are aware about job duties and supervisors are aware of jobs relationship to rest of the organisation; - Time consuming and costly ;
- Depends on interviewers skills .

3. Diary method : Job holders are asked to maintain a log of their daily activities and the time spent on each activity;
- Time consuming and costly ;

4.Questionnaire Method : Job-holders are provided with a properly designed questionnaire aimed at eliciting relevant job-related information . Standard Questionnaires : 1.Position Analysis Questionnaire : - Developed at Purdue University ;
- To quantify work-oriented job elements ; - contains 194 items divided into six major divisions ; - Represents requirements that are applicable in all types of jobs; - Can compare different jobs.

Employee Activities in PAQ : 1. Information Input : Where and how does the employee gets information from , to perform his/her job : Example : use of return material ; 2. Mental Processes : What reasoning , decision-making , planning and information processing activities are involved in performing the job : Example : Levels of reasoning in problem-solving ; 3. Physical activities : What physical activities employee performs and what tool/devices he uses : Example : keyboard devices ;

4. Relationships with other people : What relationships with other people are required in performing the job : Examples : Instructing ; 5. Job Context : In what physical and social context is the work performed ; Example : High Temperature ; 6. Other Job Characteristics : What activities , conditions or characteristics other than those described above are relevant to job ; Example : specified work pace;

2. Management Position Description Questionnaire :

- Standardised instrument specifically used for analysing managerial

jobs.

Management Position Description Factor : 1. Product , Marketing and Financial strategy planning ; 2. Coordination or other organisational units and personnel ; 3. Internal business control ; 4. Products and services responsibility ; 5. Public and customer relations; 6. Advanced consulting ; 7. Autonomy of actions ; 8. Approval of financial commitments; 9. Staff service ; 10. Supervision; 11. Complexity and stress; 12. Broad personnel responsibility.

3. Functional Job Analysis :

- Worker oriented job analysis approach that describes the whole person on the

job ; 1. Identification of organisations goals for analysis ; - describes what should be as well as what it is ; 2. Identification and description of tasks wherein tasks are defined as actions ; - Physical (operating computer) ; mental (analysing data) ; or interpersonal (consulting another person); 3. Analysis of tasks using seven scales : - Worker function scales : data , people , things ; - Worker instruction scale : degree of supervision imposed ; - Reasoning , mathematics and language.

Problems in Job Analysis : 1. Single means and source ; 2. No training or motivation ;

Requisites for Job Analysis : 1. Job description and specification should be easily derived ; 2. Managers should communicate all relevant information to employee concerning the job analysis to prevent uncertainty and anxiety; 3. Purpose of job analysis , extent of employee involvement ,type of information required , levels of details required should be specified ;
4.

Job Description : A written statement of what the job holder does , how it is done , under what conditions it is done and why it is done ; Contents : Job Title : job title , code number , department ; Job Summary : brief write up of what a job is all about ; Job activities : a description of the tasks done, facilities used etc. Working conditions : physical environment of job in terms of heat , light ,noise and other hazards; Social environment : size of work group and interpersonal interactions required to do the job.

Specimen of Compensation Manager :

Title Code Summary Duties

Compensation Manager HR/2310 Responsible for design and administration of employee compensation programme Conduct job analysis ; insure companys compensation rates are in tune with companys philosophy ; develop and oversee bonus and other employee benefit plans Normal . Eight hours per day ;five days a week Director , Human Resource Department

Working conditions Report to

Writing Clear and specific Job Description : Ernest Dale ;

1. 2. 3. 4. 5.

JD should indicate the nature and scope of the job , including all important relationships ; Should be brief , actual and precise ; Should be specific like kind of work etc. ; Extent of supervision should be clearly stated ; Reporting relationships must be clearly indicated;

Job Specification :
- Human characteristics needed for satisfactory job completion

; Essential attributes : skills , knowledge etc. 2. Desirable attributes : qualifications ;

1.

Job Specification of a Compensation Manager :

Education Experience

MBA with specialisation in HRM; A degree in Labour laws desirable At least three years of experience in a large manufacturing concern; Knowledge of compensation practices ; Skill in making group presentations; Ability to conduct meetings , plan and prioritise work

Skills , knowledge ,Ability

Work Orientation Factor Age

Position may require upto 15 % travel

Preferably below 30 years

Scientific Recruitment and Selection Methods

Recruitment and Selection Needs

Human Resource Planning

Determine Recruitment and Selection Needs

Job Analysis

Recruitment Recruitment is the process of locating and encouraging potential applicants to apply for existing or anticipated job openings. Constraints and Challenges : 1. Poor image ; 2. Unattractive job ; 3. Conservative internal policies ; 4. Limited budgetary support ;

Recruitment : matching the needs of Applicants and Organisations

Information Flow

Organisation need for high quality employees

Internal applicants

Potential applicants need for suitable job

Environment : Economic and Social Technological and Political

1. Economic Environment : - Quality of skills required ; - Salaries and Benefits . 2. Social Environment : - Attrition ; 3. Technological Environment : 4. Political Environment : - Equal Employment Opportunity;
5. Legal Environment : Factories Act , Labour Act , etc.

Recruitment Process :
Personnel Planning Job Vacancies Job Analysis Recruitment Planning - Numbers -Types Employee Requisition Searching Activation selling - Message - Media Strategy Development -Where - How -When Applicant Population Evaluation and Control Applicant Pool Screening To Selection Potential Hires

Methods of Recruitment Internal -Promotion Transfer -Job Posting -employee Referrals Direct -Campus Indirect Third Party

- Advertisement -employment search firms -employment exchanges -contractors -internet recruiting

Examples:HLL; Aditya Birla

XYZ Ltd. If you are a Graduate creative , articulate and persuasive with a passion for sales then handwrite your Bio-Data and WALK-IN ON SATURDAY ,JANUARY 25, 2011 Some of Indias media marketing whizkids are waiting to meet you Between 10 a.m. And 2 p.m. At: ABC Towers , 2nd Floor , Bangalore.

Alternatives to Recruitment : y Overtime ; y Subcontracting ; y Outsourcing .

Evaluation of Recruitment : Recruitment involves following costs : 1. Salaries for recruiters; 2. Managerial and professional time spent on activities; 3. Costs of advertisements , agency fees etc.; Evaluation of Recruitment Process : 1.Return rate of application sent out; 2.Number of suitable candidates for selection; 3.Retention and performance of selected candidates; 4.Cost of recruitment process ; 5.Time lapsed data ;

y Evaluation of Recruitment Methods :

Number of initial enquiries received which resulted in completed application forms; 2. Number of candidates at various stages of the recruitment and selection process ; 3. Number of candidates recruited ; 4. Number of candidates retained in the organisation after six months.
1.

Recruitment Yield Pyramid : Offer Ratio 1:2 Interview offer 3:2 Invites to Interview Ratio 4:3 Leads to invite Ratio 5:1 10 20 30 40 200 Offers Made Trainees Needed Candidates invited Candidates interviewed Candidates contacted

Recruitment of Trainees : Expectations of Indian Companies 1.Pepsi : we hire people who are capable of growing the business rather than just growing with the business - Personnel Mgr. - think out of box , break conventional barriers; 2. Indian Hotels : - expects people to stay with the organisation patiently and rise with company. - communication skills ; work long hours .

Selection the process of differentiating between applicants in order to identify and hire those with a greater likelihood of success in a job. Environmental Factors affecting Selection 1. Supply and Demand of specific skills in Labour market ; 2. Unemployment rate; 3. Companys image and policy. 4. HRP etc.

External Environment Internal Environment Preliminary Interview Selection Tests Rejected Applicants Employment Interviews Reference and Background Analysis Selection Decision Physical Examination Job Offer Employment Contract Evaluation

1. Selection Tests : 1. Ability test : how well individual can perform tasks related to the job; 2. Aptitude tests : a persons potential to learn in a given area ; 3.Personality tests : prospective employees motivation to function in a given area; - TAT (Thematic Perception tests) individuals motivaion and achievement levels ; 4. Graphology tests : analysis of handwriting ; Assess degree of energy , inhibitions etc. ; - Banks , department stores etc. 5. Medical tests : physical fitness of candidate. - Drug tests performance affecting drugs ;

2. Employment Interview : A formal in-depth conversation conducted to evaluate the applicants acceptability.

Mode : 1. One-to one; 2. Sequential ; 3. Panel .

Types of Interview :
Type Structured Type of Questions Predetermined checklist of questions Usual Applications Large number of applicants

Unstructured

Few , if any planned

One-to-one

Mixed

Structured and unstructured

Comparison

Behavioural

Hypothetical situations

Reasoning and analytical abilities Stressful jobs

Stressful

Harsh , rapid questions