Job design ,job analysis, HRP

MODULE _2

tjr

WHAT IS JOB analysis

Job analysis is formal and detailed examination of jobs .it is a systematic investigation of the tasks duties and responsibilities necessary to do a job . A tasks is an identifiable work activity carried out for a specific purposes for example typing a letter A duty is a larger work segment consisting of several tasks that are performed by an individual for example pickup ,sort , and deliver incoming mail. Job responsibilities are obligation to perform certain tasks and duties.

Nature of job analysis

Job tasks Job analysis Job duties

Job responsibilitie

Process of job analysis

Organization analysis Selection of representative positions to be analyzed Collection of job analysis data. Preparation of job description. Preparation of job specification

Uses of job analysis

Human resource planning Recruitment Selection Placement and orientation Training Counseling Employee safety Performance appraisal Job design and redesign Job evaluation

Methods of collecting job analysis data

Job performance Personal observation Critical incident Interview Panel of expert Diary method Questionnaire method

Job Analysis Methods

Job Analysis Methods

Observation
Work Sampling Diary/Log

Interviewing

Questionnaires

Specialized Job Analysis Methods

Computerized Job Analysis

67

What is job description

A job description is a written statement of what the job holder does ,how it is to be done ,under what condition it is done and why it is done .it describes what the job is all about ,throwing light on job content ,environment and conditions of employment ,it is descriptive in nature and defines the purpose and scope of a job

specimen of Job description

Title Code Department Summary Duties

Compensation manager Hr/ 2310 Human resource department Responsible for the design and administration of employees compensation programme Conduct job analysis Prepare job description for current and projected position Evaluate job description and act as a chairman of job evaluation committee Develop and oversee bonus and other employee benefit plan Develop an integrated hr information system

Working conditions Normal eight hours per day .five days a week Director , human resource department Report to

What is job specification ?

Job specification summarizes the human characteristics needed for satisfactory job completion .it tries to describe the key qualification someone needs to perform the job successfully .it spells out the important attributes of a person in terms of education ,experience ,skills knowledge and abilities to perform particular job .

Job specification of compensation manager

Education Mba with specialization in hrm /ma in social wokr PG diploma in HRM /MA in industrial psychology A degree of diploma in labor laws id desirable

Experience Skill , knowledge, abilities

At least 3 years experience in a similar position in a large manufacturing company Knowledge of compensation practices Skills in writing job description , in conducting job analysis interviews Ability to conduct meeting to plan and prioritize work

Work orientation factors The position may require up to 15 percent travel Age Preferably below 30 years

Differentiate between Job Description and Job Specification

Job Description is a functional description of what the job entails. And define the purpose and scope of a job. It is a written record it contains title, location, duties, responsibilities, working conditions, hazards and relationship with other jobs. Job specification is a statement of the minimum acceptable human qualities required for the proper performance of a job. It includes physical, mental, social, psychological and behavioral characteristics of a person

What is job design?

Job design involves conscious efforts to organize tasks ,duties and responsibilities into a unit of work to achieve certain objectivity .job design follows job analysis. The job design involves three steps The specification of individual tasks . The specification of the method of performing each task and The combination of tasks into specific job to be assigned to individuals.

Factors affecting job design

Organizational factors Characteristics of task work flow Ergonomics Work practices Environmental factors Employee abilities and availability Social and cultural expectations Behavioral elements Feedback Autonomy Use of abilities variety

five job design approaches

high Socio technical system Job enrichment medium Job enlargement

impact
Job engineering Job rotation low low medium complexity high

Job design approaches

1.Job rotation: involves moving employees from job to job to add variety and reduce boredom.

Task 1 drill holes

Task2 drill holes

Task 3 drill holes

Week 1

Week 2

Week 3

2. job engineering: job engineering focuses on the tasks to be performed , methods to be used ,workflows among employees ,layout of the workforce ,performance standards and interdependencies among people and machines. Experts often examine these job design factors by means of time and motion studies ,determining the time required to do each task and the movements needed to perform it efficiently.

3.Job enlargement : it refers to the expansion of the number of different tasks performed by an employee in a single job.

Employee 1

Employee 2

Employee 3

Tasks drill holes assemble part test

Tasks drill holes assemble part test

Tasks drill holes assemble part test

 4, job enrichment: it involves adding more motivators to a job to make it more rewarding .job becomes enriched when it gives job holder more decision making ,planning and controlling powers.

Task 2 ( controlling)

Ordering material planning workload

Task 1 (doing)

Drill holes assemble parts test component

 5. socio technical system: it focuses on organization as being made up of people with various competencies who use various tools ,machines and techniques to create goods or services valued by customers and other stakeholders. Thus social and technical systems need to be designed with respect to one another and to the demands of customers suppliers and other stakeholders in the external environment .

Human resource planning

Human resource planning ( also called employment or personnel planning ) is essentially the process of getting the right number of qualified people into the right job at the right time so that an organization can meet its objectives. HRP is a forward looking function it tries to assess human resource requirements in advance keeping the production schedules ,market fluctuations ,demand forecasts etc in the background. The human resource is subject to revision ,of course ,and is tuned to the requirements of an organization from time to time.

Objectives of HRP
Forecast personnel requirement. Cope with changes Use existing man power productively Promote employees in a systematic manner

Importance of HRP
Reservoir of talent. Prepare people for future. Expand or contract. Cut cost Succession planning

Process of HRP ( for large organization)

1. Forecasting the demand for human resources a) External challenges Economic developments Political , legal , socio and technical changes Competition b) Organizational decisions c) Workforce factors

d) Forecasting techniques Expert forecast trend analysis e)Other methods Workforce analysis Workload analysis Job analysis

2. Preparing man power inventory ( supply forecasting) a) Internal labor supplier b) External labor supply 3. Determining manpower gaps 4. Formulating HR plans
Recruitment plan Redeployment plan (relocation ) Redundancy plan Training plan productivity plan Retention plan Control points

Responsibilities for HRP

Assist and counsel operative managers to plan and set objectives Collect and summaries manpower data keeping long run objectives and board organizational interests in mind Monitor and measure performance against the plan and keep top management informed about it Provide proper research base for effective manpower and organizational planning.

Limitations /problems in HRP

Accuracy Supports numbers game

Barriers to HRP
People question the importance of making HR practices future orientation and the role assigned to HR practitioner in formulation of organizational strategies. HR practitioner are perceived as experts in handling personnel matters but are not experts in managing business. HR information often incompatible with the information used in strategy formulation .

 Conflicts may exists between short term and long term HR needs . There is conflict between quantitative and qualitative approaches to HRP .some people view HRP as a number game designed to track the flow of people across the department. Non involvement of operating managers renders HRP INffective

Factors affecting HRP

Organizational growth cycles and planning. Environmental uncertainties Time horizon Type and quality of information Nature of jobs being filled Off-loading the work