PA

Chapter Two:

Job analysis and Design

Presented by
Mohamed Mahad Isse

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Chapter 2 outline

• Areas of focus or Main topics

 Introduction
 Job analysis
 Components of job analysis
 Process of job analysis
 Job specification
 Job design concept

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Chapter 2 outline

 Factors affecting job design

 Techniques of job design
 What is the job enrichment and enlargement
 Job evaluation
 The process of Job evaluation
 Chapter summary

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Introduction

• Job analysis
 According to Adwin Flippo, “
 Job analysis is the process of collecting and studying
information relating to the operations and responsibility of
a specific job”.

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Characteristics of the job analysis

• Nature and title of the job

• Operations and tasks involved in the job
• Duties requited to be performed
• Location, physical setting and discomfort connected with
the job
• Working condition for the job

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Cont’ed:

• Machines, tools and materials

• required to be used
• Types of supervision received and given
• Relation with the other jobs in the organization
• Opportunities for promotion

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Process of Job Analysis

• Selection of a specific job for analysis

• Collection of information relating to the job
• Processing of information for conclusion

• Preparation of job description i.e. a clear statement

• Preparation of job specification i.e. a statement
• showing qualities required for performing the job.

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Uses of Job Analysis

• Facilitate proper publicity of jobs as exact details of

job obtained from job analysis.
• Facilitate selection of psychological tests exactly as per
need.
• Facilitate purposeful personal interview of the candidate
• Facilitate scientific selection, placement and orientation

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Cont’ed:

• Facilitate scientific promotions and transfers

• Facilitate performance appraisal
• Facilitate manpower training and development
• Facilitate introduction of rational wage structure.

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Figure1

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Job Specification

 Job specification:
• Job specification is based on job description. It states
the minimum acceptable human qualifications and
• qualities necessary for the proper performance of the job.
The details of the job specification are as follows:

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Cont’ed:

• The details of the job specification are as follows:

 Educational and professional qualifications
 Practical experience
 Personality and mental qualities
 Physical fitness
 Interpersonal relations skills

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Job description

• A job description
– A written statement of what the worker actually does,
how he or she does it, and what the job’s working
conditions are.
• Sections of a typical job description
– Job identification and summary
– Responsibilities and duties
– Authority of incumbent
– Standards of performance
– Working conditions

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,

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Job design

 Job design
 Job design is a systematic attempt to organize tasks,
duties and responsibilities into a unit of work to achieve
certain objectives.
 It is the division of the total task to be performed into
manageable units. Job design involves the following three
steps:

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Cont’ed:

 Jon design involves the following three steps:

o Specification of individual tasks
o Specification of the method of performing each task
o Combination of tasks into specific jobs to be assigned to
the employees

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Factors affecting job design

 Organization Factors
• Characteristics of Task: In case of complex jobs,
• Work Flow: nature of the product and service
• Ergonomics: physical abilities of the employees
• Work Practices: Such practices are based on the tradition

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Cont’ed:

 Environmental Factors
• Employee Abilities and Availabilities
• Social and Cultural Expectations:
• such as holidays, hours of work, rest breaks, etc.

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Cont’ed:

 Behavioral Factors
• Feedback: meaningful feedback about his hob
performance.
• Autonomy: Employee should have sense of recognition
• Use of Abilities:
• Variety: work diversity structure

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Techniques of job design

 Job Simplification: Job segregation

 Job Rotation: means systematic movement of employees
from one job to the other.
 Job Enlargement: means aggregating tow or more jobs
into a single one.
 Self-Directed Teams: A self-directed team as team work
 Job enrichment: Job satisfaction personnel improvement

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Job enrichment

 Characteristics:-
o Variety
o Task Identity
o Autonomy
o Feedback
o Advancement
o Motivation

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Process of Job Enrichment

• Selecting the jobs which are suitable to job enrichment.

• Identify the changes that may enrich the selected jobs.
• developing, motivating employees wherever necessary.
• Integrating the newly enriched jobs into the daily work.

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Advantages of Job Enrichment

 Job enrichment benefits employees and management

in terms of:-
- better performance,
- job involvement,
- job satisfaction and
- reduce employees absenteeism.
 It meets psychological needs of workers in terms of
achievement and acceptance of new challenges.

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Limitations of Job Enrichment
o Success of job enrichment depends on the-
o desire of the employees to accept more responsibility.
o If the employee refuses the accepted result will not be
available.
o There may be opposition to job enrichment by trade unions.

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Job evaluation

• Job evaluation
• Job evaluation means determining the relative worth of a
job in an organization by comparing it with other jobs
within the organization and with job market outside.

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Objectives of job evaluation

 To establish accurate relationship of each job to other jobs

within organization.
 To determine the wage rate for each job.
 To select employees accurately and train to be promoted.

 To advance employee goodwill, strengthen morale and

provide an incentive.
 To provide management with a basis for proper control.

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Method of job evaluation

1. Ranking / Grading Method

o The ranking of job is carried out by a committee of experts
called raters.
o The ranking is done a departmental level, for every
department .
o the job is ranked in order of importance.

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Advantages

 It is simple, easily understood by all concerned issue.

 It is inexpensive.
 It can be used suitably in small establishments.

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Disadvantages:

 It dose not indicate the degree of differences in the jobs

 Sometimes it is based on the rater’s general knowledge of
the jobs.
 It is unsuitable for a large company with a complex issue

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Factor Comparison

2. Factor comparison ( production vs. performance)

• Under factor comparison method the jobs are ranked in
the following way:
• Common key elements of different jobs are selected.
• These selected key elements are weighted and ranked.
• A monetary value is assigned to each element of all jobs.
• Then total value of each job is available.

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Advantages:

 It is more accurate and systematic then

 Simple Ranking Method.
 Dissimilar jobs also can be rated on the basis
of common factors.

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Disadvantages:

o It is complicated, not easily explainable and expensive.

o Application of weight age and monetary values may
involve bias of rankers.
o It is difficult to install hence not used extensively.

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Point Rating Method

3. Point rating method:

• In this method, each job is evaluated separately,
considering each of the job
• factors such as
- skill,
- effort,
- responsibility and
- working conditions and
- creativity.

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Advantages

• It is analytical approach,
• It gives a quantitative value for each job.
• Basis and guidelines of valuation are standardized are
codified in a user manual.

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Disadvantages

 Manual used for rating the jobs needed.

 periodical revision and update.
 It is difficult for application and unintelligible for workers.

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process of job evaluation

o Explain staff the purpose and use of job evaluation.

o Creating job evaluation committee consisting of
experienced employees, representatives and HR experts.

o Deciding the job to be evaluated,

o Analyzing and preparing job description

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Cont’ed:

o Selecting method of evaluation, according

to the job factors and organizational demand.
o Classifying the jobs on the basis of weight age and etc

o Installing the programme in the whole organizations.

o Conducting periodical review in the light of changes in
environment from time to time.

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Chapter summary

• Areas of focus or Main topics

 Introduction
 Job analysis
 Components of job analysis
 Process of job analysis
 Job specification
 Job design concept
 Job evaluation
 Chapter summary

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The end chapter 2

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Quizzes

1. Discuss the basic concept of PA?

2. Differentiate between HRM vs. PM?
3. Outline the Process of Job Analysis?

4. Define Personnel management?

5. Describe the Fundamentals or Functions of PA?
6. Outline and Discuss are the Government functions?

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