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6a557110bb282a532ebc5ea93fed075c.ppt
- Количество слайдов: 30
Learning Outcomes After studying this lesson successfully, you should be able to Ø Define what JA is Ø Understand the significance of JA Ø Link job analysis with other HRM functions Ø Elaborate JA process Ø Discuss various methods of data collection about jobs
Definition 1. Job Analysis is a systematic investigation of jobs and job holder characteristics in order to create a collection of information that can be used to perform various HRM functions H. H. D. N. P. Opatha
Significance of JA Human Resource Planning Performance Evaluation Recruitment Reward Management Selection Job Design Job Analysis Induction/ Orientation Health and Safety Management Training and Development Labour Relations
Process of JA 1 Familiarize with nature and type of the work of organization 2 Identify and select job/s to be analyzed 3 Develop a JA information format 4 Collect information/data 5 Apply JA information/data 6 Evaluate JA process Feedback
1. Familiarize with nature and type of the organization Ø Job analyst should acquire a general understanding with respect to the organization where job analysis is going to be done Ø Study overall mission, objectives, strategies, structure, people, service and strategic plan , annual report. etc.
2. Identify and select job/s to be analyzed Ø Identify the different jobs within the organization For that job analyst can use § § § Payroll records Organization charts telephone directories Job grading books Previous job analysis records
3. Develop JA checklist Ø Develop checklist or questionnaires/ job analysis schedule Ø May have to develop different checklist on different jobs such as managerial, technical, professional and clerical These checklists usually include questions relating to the following § § § § Job identification data Duties and responsibilities Human characteristics Working conditions Health and safety conditions Performance standards Other job related features
4. Collect information/ Data Methods of data collection Observation This is a method of data collection which the job analysis observes directly the incumbent (person presently working on the job) performing his/her job and takes notes to describe tasks, duties and other related things.
Advantages Disadvantages § Deeper understanding of the job can be obtained § Help confirm data obtained from other methods or remove doubts § Working conditions and hazards can be better understood § May interfere with normal operations § Not appropriate for the job without complete and easily-observed job cycles § Possibility of missing irregularly occurring activities § Impossible to observe mental activities of jobs
Participation In this method the job analysis actually does performance of the job him/her self. He/she studies tasks, duties, responsibilities and other characteristics of the job by performing it.
Advantages Ø First hand information Ø Fairly good for simple jobs that can easily be learnt Ø Degree of rigor of job can genuinely be understood Disadvantages Ø May be dangerous for hazardous jobs Ø Unethical/illegal for jobs requiring licensing or extensive training Ø Impossible to use for complex jobs that necessitate and advanced education and training
Questionnaire In this method, a questionnaire is developed from the job analysis checklist and that is given to employees and their superiors to complete
Advantages Ø It is possible to collect data about a large number of jobs in a relatively short period of time Ø It is past and less costly Ø It is possible to get data from many employees in a uniform way Disadvantages Ø It may be less accurate due to misunderstood questions, incomplete responses, and unreturned questionnaires Ø Developing, coding and analysing the questionnaire are time consuming and laborious process
Employee log ( Diary) This method requires the job incumbent to mention and describe duties, tasks, frequency of duties, and other related things in a diary/ log on a daily basis. Employees periodically record their tasks and duties in the diary
Advantages Ø If entries are made over the entire job cycle, the diary can prove quite accurate Ø It is very useful, perhaps only feasible method when analysing complex jobs Ø If a diary is kept up to date, it can provide good information about the job Disadvantages Ø Many employees may be reluctant to record day- to- day activities or all activities that occur within the job cycle Ø Most employees may not be disciplined enough to keep such a diary or record all activities in the job cycle Ø It is the time consuming for the job holder and job analyst too
Interviews are probably the most widely used job analysis data collection method. The job analyst holds interviews with job incumbents, their supervisors, subordinates, clients or other knowledgeable people.
Advantages Disadvantages Ø It permits the job analyst to Ø Its very costly and time explain unclear questions and consuming probe into uncertain answers Ø If interviewees are suspicious Ø It serves as an opportunity for the analyst to explain the about the purposes of job interviewee about the purpose analysis, they may distort of job analysis and its uses the data resulting in that Ø Data about irregularly inaccurate data are collected performed activities and mental activities can be gathered Ø It can provide in- depth data
Jury of Experts( Technical Conference) In this method job analysis data are collected from a panel of experts such as supervisors/ and or long time employees who are very familiar with the job/ senior job incumbents. The panel represents considerable knowledge and experience about the job
Advantages Disadvantages Ø It does bring together a large body of experience relevant to a particular job in one place at one time Ø It is most appropriate for jobs which are difficult to define Ø The interaction of the members during the discussion can add insights and details of the job being concerned that the job analyst may not get from other methods Ø It allows participants to clarify expected job duties and responsibilities Ø The experts might not be able to come to an agreement Ø It is expensive due to the nature and number of people involved. It takes a great deal of time Ø Holding a technical conference is not always feasible due to being busy of experts
5. Apply JA information/ Data Through successful performance of fourth step it is possible to obtain a set of data( and information) about the job/jobs. Using this set of data two major documents about the jobs are prepared. Those are Job Description Job Specification
Job Description A job description is a document that describes duties and responsibilities, working conditions and other aspects of a particular job. One job description is prepared for one job. Basically the job description indicates what is done, why it is done, where it is done, and briefly how it is done. As such, it is a summery of duties, responsibilities and other characteristics of a job.
University of Sri Jayewardenepura MSc (Management) Programme Unit Job Description: Secretary Part 1 Job Identification Information Job Title: Personal Secretary Faculty: Graduate Studies Unit: MSc (Management) Programme office Superior’s Title: Coordinator Part 2 Job Summary To provide an efficient and effective secretarial service at the individual level needed by the relevant superior to achieve goals and objectives of the unit. Part 3 Main Duties 1. To maintain filing and records management systems and other office flow procedures. 2. To maintain harmonious relationship with all the types of persons who interact. 3. To make/ facilitate appointments and remind them to the superior. 4. To get, assist telephone callers and refer them to superior or other suitable person as circumstances warrant 5. To make sure that handouts slides and other related things of the relevant lectures are ready at the right times 6. To handle personal mail and unit mail 7. To prepare vouchers, certificates, letters and other reports for superior’s examination and signature
8. To determine routing, signatures required, and follow up. 9. To prepare communications outlined by superior in oral or written directions. 10. To take authorized action during superior’s absence and use initiative and judgment to see what matters requiring attention are referred to delegated authority or handled in a way so that effect to superior’s absence is minimized. 11. To maintain lists of addresses and contact numbers of lectures and students. 12. To perform other relevant duties as assigned or as judgment or situation dictates. Part 4 Resources, Equipment and Tools Computer, Calculator, Fax machine, Photocopy machine, Intercom Phone, Phone and other relevant office resources/ tools Part 5 Working Conditions Works on a modern office sitting. Start working at 8. 30 and ends 4. 00 p. m. on non- lecture days. Start working at 9. 30 and ends 5. 30. on lecture days. Works on Saturday from 8. 15 a. m. to 4. 15 p. m. Works on Sundays when there are examinations. Mondays are holidays. Deals with students who are graduates or professionally qualified and , ay be junior or middle or top managers, engineers, accountants, doctors and lectures. Prepared by……………. . Checked by………………… Position: ……………………. Signature: …………………………………… Date: ………………………….
Job Specification Job specification is a document that specifies key qualifications an individual needs to perform a particular job. It describes capabilities needed by the ideal job holder to perform a particular job successfully. It is the profile of the person who is ideally required for the job being considered.
University of Sri Jayewardenepura MSc (Management) Programme Unit Job Specification: Secretary Part 1 Job Identification Information Job Title: Personal Secretary Faculty: Graduate Studies Unit: MSc (Management) Programme office Superior’s Title: Coordinator Part 2 Education Essential: GCE A/L pass( at least three simple passes) and GCE O/L pass ( at least three credits and six simple passes) plus a credit pass for O/L English or an equivalent. Desirable: A diploma in secretarial practice from a recognized institute/ college with duration of not less than six months. Part 3 Experience Essential : Six months experience in secretarial or clerical clerk Desirable: One year experience as a secretary/ clerk in a University Part 4 Competencies 1. Ability to work with modern office procedures and operations. 2. Ability to understand a postgraduate educational setting. 3. Ability to operate multi-media equipment, printer, photocopier, fax machine and scanner 4. Ability to operate microcomputer applications such as Microsoft’s WORD, EXCEL, POWERPOINT etc.
5. Abbilty to type accurately at a minimum of 50 words per minute 6. Ability to remember and remind various business matters 7. Ability to deal with office assistants harmoniously 8. Ability to pay respect for lectures and deal with them effectively 9. Ability to assume duties and responsibilities willingly without waiting to be told 10. Ability to communicate accurately 11. Ability to work well under pressure Part 5 Special Qualities Whole hearted- enthusiastic supporter to the superior Good human relations Trustworthiness Is helpful and constructive Initiative Loyal Neat, nicely and groomed Prepared by………………………… Checked by………………………. . Position: ……………………………………………………. . Signature: …………………………………………………. . Date: ……………………………………
Comparison between Job Description and Job Specification Job Description Job Specification § Explain tasks, duties, responsibilities, working conditions and other aspects of a specific job § Describes the job § Is a profile of the job characteristics § Contains: purpose of the job, duties, working conditions etc. § Specifies the key qualifications an individual needs to perform the job efficiently and effectively § Describes the person ideally needed to perform the job § Is a profile of human characteristics needed for successful performance of the job § Contains: Education, experience, competencies, special mental and physical abilities and qualities
6 Evaluate JA process This step involves assessing the degree of success of the above steps having performed. The feedback information obtained from this evaluation can be used to make the job analysis process more successful in the future
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