Job Analysis

The identification and description of

what is happening on the job.
Why Is It Done ?
To facilitate an organizations need to accurately and
precisely identify the required tasks, the knowledge,
and the skills necessary for performing them, as well
as the conditions under which they must be performed.

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 Job Analysis
Employers have been forced…to demonstrate the validity
of human resource policies and practices that affect such
activities and actions as:
* Recruitment * Compensation * Hiring

* Testing * Training * Termination

* Promotion * Discipline * Transfers

Job analysis is the vehicle used to facilitate this

validation process.

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 Getting Started
 The Activities Involved in Collecting,
Analyzing, and Recording Job Data are:
»Manpower Intensive (Expensive)
»Organizationally Intense (Stressful)

 It is Imperative that those Responsible for

Managing the Process Take the Time Necessary at
the Outset to:
»Develop an Action Plan
»Secure Senior Management's Support
»Solicit the Cooperation of the Employees
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Recommended Planning Steps
Job Analysis
 Employment
Determine the  Compensation
Organizational Use  Training
of the Job Content
Data Collected.
 Organizational Design
 Safety and Health
 Affirmative Action
 Performance Review
 Hiring the Handicapped

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 Recommended Planning Steps
Job Analysis
Review:
Learn About the  Mission Statements
Structure,
Operations,
 Work Unit Goals and
and Jobs of the Objectives
Organization.  Organization Charts
 Process Charts
 Procedures Manuals
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 Recommended Planning Steps
Job Analysis
 Interview

Identify and Select  Questionnaire

Methods for
Collecting Job  Observation
Content Data.
 Diary / Log

 Combination

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 Recommended Planning Steps
Job Analysis
Develop a Time and
Cost Schedule
 What are you going
Schedule the to do?
Necessary and
Logical Work  Who is …...
Steps.
 How are you ……..
 Where are you …….
 When are you ……..
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Collecting And Describing Job
Data
Commonly Used Words

»Activity
A word with broad general meaning that
any kind of action, movement, or behavior
required of an incumbent in performing job
assignments. Generic for function, element,
duty, responsibility, and behavior.

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 Commonly Used Words

» Major Activity or Responsibility

Relates to important or critical area of the job.

Taken together major activity statements

describe the job.
» Function
The natural or proper action an individual work
unit, mechanism performs.
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 Commonly Used Words

» Element
The smallest step into which it is practical to
subdivide any work activity
without analyzing separate motions
and mental processes.
» Task
A coordinated series of work activity
elements used to produce an identifiable
and definable output that can be
independently consumed or used.
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 Commonly Used Words

» Duty
One or more tasks performed in
carrying out a job
responsibility.

» Behavior
The actions an individual takes under
certain circumstances.

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 Commonly Used Words

» Essential Job Functions

An ADA related item. It is an activity that
the individual who holds the position must
be able to perform unaided or with the
assistance of a "reasonable
accommodation".

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 Collecting Job Activity Data

 Begin With the Incumbent

The best source of job activity data is the
person doing the job…this is where you
should begin.

Remember, at this stage we need to know

what the job content is…..we will deal with
what it should be or what we want it to be a
little later in the process.
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 Collecting Job Activity Data

 Draw a Job Picture

This is a mini-organization chart and it is a good
starting point for data collection because it requires
the incumbent to think of his or her job as it relates to
other jobs in the organization.

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 Collecting Job Activity Data

 Have the Incumbent Identify Major Job

Activities.
Have the incumbent think about the activities
of the job relative to three to five (possibly
more) major categories of work.

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 Collecting Job Activity Data

 Break Each Major Job Category Down Into

Specific Duties and Tasks.
This involves identifying the specific duties
and tasks that, when taken together,
constitute all of the key work activities of the
major job category.

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 Collecting Job Activity Data

 Select the Most Appropriate Verb to

Describe the Action Taken.
*Verb selection requires an effort to identify
the word that best describes the activity.
*The right verb will tell the reader exactly what
is happening on the job and avoids ambiguity.
*The right verb - the most appropriate verb -
must be the one everyone recognizes and
understands.
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 Collecting Job Activity Data

 Select the Most Appropriate Verb to

Describe the Action Taken.
*The right verb - the most appropriate verb -
must be the one everyone recognizes and
understands.
*Beware of jargon….words used by specific
occupational groups that people outside the
field may be unable to recognize.

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 Collecting Job Activity Data

 Edit, Edit, Edit, Edit, and Edit.

Avoid ambiguous words…Use quantitative
words when possible…Avoid making
conclusions, and when selecting words, be
consistent in their use.
 Pages 146 through 149 in your text provide
an excellent example of the Job Activity Data
editing process.

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 Editing Job Activity Data

Are there sufficient responsibilities to cover

all of the major areas of the job.
Do the duties fit the responsibilities.
Is anything missing.
Are statements too vague or too specific.
Are there an excessive number of
responsibilities (7+) or duties (10+)
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Editing Job Activity Data
What combinations or subdivisions of duty
and responsibility statements are possible
Check the verbs. Are they appropriate. Is
one verb used too often
Clarify deviations. Review the final product
with the supervisor and incumbents to ensure
that it is:
– Factually correct
– Easily understood
– Complete
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 Collecting Job Specification
Data
 Those Sections of the Job Analysis
Questionnaire That Ask for Information On:
» Knowledge and Skills
Required to perform the responsibilities of the
job.
» Education and Experience
Requirements, including any special licenses,
certification, or registrations.

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 Collecting Job Specification
Data

» Miscellaneous Information
Any special knowledge, unique physical
demands, and description of working
conditions.
» Additional Information
Input of incumbent with respect to opinions,
observations, and recommendations
about job design.

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