Job Analysis

© 2003 Prentice Hall. Inc.
3-1
Job Analysis
A Prelude to
Recruitment and
Placement
3-2 © 2003 Prentice Hall. Inc.
Chapter Outline
 The Nature of Job Analysis
 Job Analysis Defined
 Uses of Job Analysis Information
 Steps in Job Analysis
 Methods of Collecting Job Analysis Information
 Introduction
 The Interview
 Questionnaire
 Observation
 Participant Diary/Logs
 U.S. Civil Service Procedure
 Quantitative Job Analysis Techniques
 Using Multiple Sources of Information
Chapter Outline
(continued)
 Writing Job Descriptions
 Job Identification
 Job Summary
 Relationships
 Responsibilities and Duties
 Standards of Performance
 Working Conditions and Physical Environment
 Writing Job Specifics
 Specifications for Trained Versus Untrained Personnel
 Job Specifications Based on Judgment
 Job Specifications Based on Statistical Analysis
 Job Analysis in a “Jobless” World
 From Specialized to Enlarged Jobs
 Why Managers are De-jobbing Their Companies
After Studying This Chapter,

You Should Be Able To:
 Discuss the nature of job analysis, including what it is
and how it’s used
 Use at least three methods of collecting job analysis
information
 Write job descriptions including summaries and job
functions using the Internet and traditional methods
 Write job specifications using the Internet as well as
your judgment.
 Explain job analysis in a “jobless” world, including what
it means and how it’s done in practice
Part 1: The Nature of Job

Analysis
 Job analysis defined

 Uses of job analysis information
 Steps in job analysis
Service-Oriented Strategy
 Change job descriptions, top to bottom

 Change recruiting
 Philosophy: Our commitment to satisfying
customers and creating shareholder value
directs virtually every decision we make.
 Working at U.S. Bank (next slide)
What it Means to Work at

U.S. Bancorp
“Working at U.S. Bancorp means that each
employee must take responsibility for
providing outstanding service,
understanding their individual jobs, and
performing them at the highest level. In the
end, it's the personal commitment of
employees that helps us deliver results for
our customers, company, shareholders and
community.”
Job Analysis – What is it and

how is it used?
The procedure for determining the
duties and skill requirements of a job
and the kind of person who should be
hired for it.
Check this “A+” site out and list some

of the purposes for which job analysis
is used.
Jobs: Analyze, Describe and

Provide Specifications
 Determining duties and skills
 Listing job duties, responsibilities,
reporting, conditions, supervision
 “Human requirements”
Are there Legal Issues

Related to Job Analysis?
 Title VII of the 1964 Civil Rights Act

 Equal Employment Opportunity Act (1972)
 Uniform Guidelines on Employee
Selection Procedures (1978)
 Americans with Disabilities Act (1990)
What Information do I
Collect?
 Work activities
 Human behaviors
 Machines, tools, equipment and work
aids
 Performance standards
 Job context
 Human requirements
Work activities
 Cleaning
 Selling
 Teaching
 Painting
 How, why and when the
activities are performed
Human behaviors
 Sensing
 Communicating
 Deciding
 Writing
 Job demands
 Lifting
 Walking
 Jumping jacks?
Machines, Tools,
Equipment, Work Aids
 Products made
 Materials
processed
 Knowledge
 Services
Performance Standards
Check out these sites for samples of

work standards. What are some of the
common threads?
 National Health and Safety
 Job descriptions and performance standards
Job Context
 Working conditions
 Schedule
 Organizational
context
 Social context
Human Requirements
 Job-related knowledge
and skills
 Education
 Training
 Work experience
 Personal attributes
 Aptitudes
 Physical characteristics
 Personality
 Interests
Uses of Job Analysis

Information
Job Analysis
Job Description
and
Job Specification
Recruiting and Performance Job Evaluation— Training

Selection Appraisal Wage and Salary Requirements
Decisions Decisions
Figure 3-1 (Compensation)
Uses of Job Analysis

Information
 Recruitment and selection
 Compensation
 Performance Appraisal
 Training
 Discovering unassigned duties
 EEO compliance
Recruitment and Selection
Executive recruiting
Electronic recruiting
Monster
International
How to recruit
Assessment and selection
Compensation
 Job value
 Salary
 Bonus
 Relative job worth
Performance Appraisal
 How to do it
 Standards
 Self-appraisal
 The discussion
 Setting goals
 How to get a raise
Training
The job description

should show the activities
and skills—and therefore
the training—that the job
requires.
Discovering Unassigned
Duties
Job analysis can also

help reveal unassigned
duties.
EEO Compliance
EEO Compliance Job

analysis also plays a big
role in EEO compliance
Steps in Job Analysis
1. Decide how to use the information

2. Review relevant background information
3. Select representative positions
4. Conduct the analysis
5. Verify with the worker and supervisor
6. Develop a job description and job
specification
Process Chart for Analyzing

Work Flow
Input from Input from
Plant Managers Suppliers
Job Under
Study—
Inventory Control
Clerk
Information Inventory
Output to Output to
Plant Managers Plant Managers
Part 2: Methods of Collecting

Job Analysis Information
 The interview
 Questionnaire
 Observation
 Participant diary/logs
 U.S. Civil Service Procedure
 Quantitative techniques
 Multiple sources of information
Collecting Job Analysis

Information
 Joint effort between

HR, the worker and
the supervisor
 “SME’s” (Subject
Matter Experts)
Employees may be
Concerned Because of –
 Resistance to change
 Possible changes to job duties
 Changes to pay
 Lack of trust of consequences
 The same job title may have different
responsibilities and pay rates in different
departments
Widely Used: The Interview
 Individual interviews with

each employee
 Group interviews with
groups of employees who
have the same job
 Supervisor interviews with
one or more supervisors
who know the job.
Sample Interview Questions
▲ What is the job being performed?

▲ What are the major duties of your position? What
exactly do you do?
▲ What physical locations do you work in?
▲ What are the education, experience, skill, and
[where applicable] certification and licensing
requirements?
▲ In what activities do you participate?
▲ What are the job’s responsibilities and duties?
Sample Interview Questions

(continued)
▲ What are the basic accountabilities or performance
standards that typify your work?
▲ What are your responsibilities? What are the
environmental and working conditions involved?
▲ What are the job’s physical demands? The emotional
and mental demands?
▲ What are the health and safety conditions?
▲ Are you exposed to any hazards or unusual working
conditions?
Interviewing
Questions after the clip:
 How well was the interview

planned?
 Was rapport established?
 Were needs uncovered?
 Did the interviewer relate?
 What did the non-verbal
behaviors suggest?
How to Conduct a
Questionnaire Session
 Use a specific questionnaire

 Establish rapport
 Follow a structured approach
 List duties in order of importance or
frequency of occurrence
 Review and verify the data
ORTLAND STATE UNIVERSITY
OSITION DESCRIPTION
* PLEASE READ INSTRUCTIONS BEFORE COMPLETING THIS FORM * * ( ) New ( ) Revised
ECTION 1. POSITION INFORMATION
. Class Title:
. Class No.:
. Effective Date:
. Position No.:
. Working Title:
. Work Unit:
. Agency No.:
. Employee Name:
. Work Location (City‑County):
________________________________________________________________________________
. Position: ( ) Permanent ( ) Seasonal ( ) Limited Duration ( ) Academic Year
( ) Full Time ( ) Part Time ( ) Intermittent ( ) Job Share

SECTION 3. DESCRIPTION OF DUTIES
List major duties. Note percentage of time duties are performed. If this is an existing position, mark "N" for new duties or
"R" for revised duties.
% of
Time N/R DUTIES
_________________________________________________________________________________
SECTION 4. WORKING CONDITIONS
Describe special working conditions, if any, that are a regular part of this job. Include frequency of exposure to these
conditions.
________________________________________________________________________________
SECTION 5. GUIDELINES
a. List any established guidelines used to do this job, such as state or federal laws or regulations, policies, manuals or
desk procedures.
b. How are these guidelines used to perform the job?
SECTION 6. WORK CONTACTS
With whom outside of co-workers in this work unit must this position regularly come in contact?
Who Contacted How Purpose How Often?
SECTION 7. JOB‑RELATED DECISION MAKING
Describe the kinds of decisions likely to be made by this position. Indicate affect of these decisions where possible.
SECTION 8. REVIEW OF WORK
Who reviews the work of this position? (List classification title and position number.) How? How often? Purpose of the
review?
SECTION 9. SUPERVISORY DUTIES TO BE COMPLETED ONLY FOR POSITIONS IN MANAGEMENT SERVICE
a. How many employees are directly supervised by this position? _______ Through Subordinate Supervisors?
_______
b. Which of the following supervisory/management activities does this job perform?
( ) Plans Work ( ) Responds to Grievances ( ) Hires/Fires (or Effectively Recommends)

( ) Assigns Work ( ) Disciplines/Rewards ( ) Prepares and Signs Performance Appraisals
( ) Approves Work

SECTION 10. ADDITIONAL JOB‑RELATED INFORMATION
Any other comments that would add to an understanding of this position:
SPECIAL REQUIREMENTS: List any special mandatory recruiting requirements for this position:
BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate in what area, how
much (biennially) and type of funds:
_________________________________________________________________________________
SECTION 11. ORGANIZATIONAL CHART
Attach a current organizational chart. See instructions for detail to be included on the chart.
________________________________________________________________________________________________
_
Employee Signature Date Supervisor Signature Date
_________________________________________________
Appointing Authority Signature Date
Observation
 Observation may be
combined with
interviewing
 Take complete notes
Talk with the person being
observed – explain what is
happening and why
Ask questions
Diaries and Logs

 Time-consuming
 Self-reporting
 Remembering what
was done earlier
 Can use dictating
machines and
pagers
U.S. Civil Service

Commission
1. Knowledge
2. Skills
3. Abilities
4. Physical activities
5. Special environmental conditions
6. Typical work incidents
7. Worker interest areas
Quantitative Job Analysis

Techniques
 Position Analysis Questionnaire

 The U.S. Department of Labor approach
 Functional job analysis
Sample Position Analysis

Questionnaire
Figure 3 - 4
Position Analysis
Questionnaire Items
 Information Input
 Mental Processes
 Work Output
 Relationships with Other Persons
 Job Context
 Other Job Characteristics
U.S. Department of Labor

Procedure
 Data examples
 Synthesizing
 Copying
 People examples
 Instructing
 Persuading
 Things examples
 Setting up
 Tending
Basic Department of Labor

Worker Functions
DATA PEOPLE THINGS

0 Synthesizing 0 Mentoring 0 Setting up
1 Coordinating 1 Negotiating 1 Precision working
2 Analyzing 2 Instructing 2 Operating—controlling
3 Compiling 3 Supervising 3 Driving—operating
Basic 4 Computing 4 Diverting 4 Manipulating
Activities 5 Copying 5 Persuading 5 Tending
6 Speaking—
6 Comparing 6 Feeding—offbearing
signaling
7 Serving 7 Handling
8 Taking
instructions —
helping
Table 3-1
Functional Job Analysis
 Used beginning in the 1940’s

 Seven scales to describe what
workers do in jobs:
(1) Things (5) Reasoning
(2) Data (6) Math
(3) People (7) Language
(4) Worker Instructions
Part 3: Writing Job

Descriptions
1. Job Identification
2. Job Summary
3. Relationships
4. Responsibilities and Duties
5. Standards of Performance
6. Working Conditions and Physical
Environment
Sample Job Description
Figure 3 - 7
Sample Job Descriptions,

Dictionary of Occupational Titles
Want to Create Your Own

Job Description?
 Click here
to start creating a job
description for
yourself or a position
you are seeking. Or,
create one for your
Professor!
Job Identification
 Title
 Fair Labor Standards Act (FLSA)
 Date
 Approvals
 Supervisor’s title
 Salary
 Grade level
Job Summary
 General nature
 Major functions or
activities
 Includes general
statements
Relationships Statement for

Human Resource Director
V ic e P r e s id e n t
Works with
E m p lo y e e R e la tio n s
Works with all employment
department agencies,
managers and H u m a n R e s o u rc e recruiters, union
executive D ir e c to r reps, state and
management federal agencies,
D e p a rtm e n t H u m a n R e so u rce vendors
S e c r e ta r y C le r k
Test L a b o r R e la tio n s
A d m in is tr a to r M anager
Responsibilities and Duties
 Examples
 Establishes marketing goals to ensure share
of market
 Maintaining balanced and controlled
inventories
 Defines the limits of job holder’s authority
 Purchasing authority
 Discipline
 Interviewing and hiring
Standards of Performance -
Example
Duty: Meeting Daily Production Schedule

 Work group produces no fewer than 426
units per working day
 Next workstation rejects no more than an
average of 2% of units
 Weekly overtime does not exceed an
average of 5%
Job Descriptions
Check this web site for sample job

descriptions.
What do you like about them?
What, if anything, is missing?
Using the Internet for Writing

Job Descriptions
The Dictionary of
Occupational Titles
(DOT) is being
replaced by the U.S.
Department of Labor
by O*NET
Part 4: Writing Job

Specifications
 What human traits and experience are

required to do the job well?
 Specifications for trained versus untrained
personnel
 Specifications based on judgment
 Specifications based on statistics
Job Related Behaviors
 Industriousness
 Thoroughness
 Schedule flexibility
 Attendance
 Off-task behavior
 Unruliness
 Theft
 Drug misuse
Statistics and Job Analysis
 Analyze job
 Select personal traits
 Test
 Measure subsequent
job performance
 Statistically analyze
relationship between
trait and performance
Job Analysis – a Practical

Approach
1. Decide on a plan
2. Develop an organization chart
3. Use a job analysis questionnaire
4. Obtain lists of job duties from O*NET
5. Compile the job’s human elements
6. Complete your job description
Step 1: Decide on a Plan
 Broad outline
 What do you expect your sales revenue
to be next year?
 What products will you emphasize?
 Internally, what will expand, reduce,
consolidate or grow
 What new positions will you need?
Step 2: Develop an
Organization Chart
Click here to take you to a tutorial on

creating an organization chart.
Step 3: Use a Job

Analysis Questionnaire
JOB ANALYSIS
Job Title:
Description of the Job:
Standards for Conditions for
Tasks Tools Used
Performance Performance
Step 3: Continued
CONTENT ANALYSIS
Subject Area Title:
Content Description and Relevant Definitions:

Standards for Conditions for
Tasks Tools Used
Performance Performance
Step 4: Obtain Lists of Job

Duties
 Check out O*.NET

 Find the description of a retail
salesperson
 Then, complete Step 5: Compiling the
job’s human requirements and Step 6:
Completing your job description.
Part 5: Job Analysis in a

“Jobless” World
 From specialized to
enlarged jobs
 Why managers are
“de-jobbing” their
companies
Specialized to Enlarged
Jobs
 Job Enlargement = same-level activities
 Job Rotation = moving from one job to
another
 Job Enrichment = redesigning to
experience more responsibility,
achievement, growth and recognition
Trends and De-Jobbing
Rapid product and

technological
changes Competition
Global
Changes
Demographics
Traditional Organization
Chart
P re s id e n t
C h ie f E x e c u tiv e O ffic e r
E x e c u tiv e A s s is ta n t
V ic e P re s id e n t V ic e P re s id e n t V ic e P re s id e n t V ic e P re s id e n t V ic e P re s id e n t
S a le s M a rk e tin g H u m a n R e s o u rc e s O p e r a tio n s F in a n c e
D ire c to r D ire c to r D ire c to r D ire c to r D ire c to r D ire c to r D rie c to r

E a s t R e g io n W e s t R e g io n P u b lic R e la tio n s C o m p e n s a tio n T ra in in g a n d M a n u fa c tu rin g A u d it a n d
a n d B e n e fits D e v e lo p m e n t A c c o u n tin g
M anager M anager M anager C le rk M anager L o g is tic s Tax
M anager M anager M anager A d m in is tra to r P la n t M a n a g e r F in a n c e

T e c h . W r ite r
M anager M anager P la n t M a n a g e r A c c o u n tin g
S r. T ra in e r
M anager M anager
S r. T ra in e r C le rk
S a le s S a le s S a le s S a le s S a le s A c c o u n tin g
A c c o u n tin g
Flatter Organizations
E x e c u t iv e a n d
O p e r a t io n s
Team
T e c h n ic a l M a n u f a c t u r in g P e o p le F in a n c e P u r c h a s in g a n d S a le s , S e r v ic e a n d
D e v e lo p m e n t E n g in e e r in g S y s te m s Team S u p p llie r Q u a lit y M a r k e t in g
Team Team Team Team Team
How Organizations are

Responding
 The boundaryless organization
 Re-engineering
 “Broadbanding” job descriptions
 Performance-based job descriptions
 Empowered employees
 Skills matrices
Flat and Boundaryless

Organizations
General
WAL
Electric
MART
Procter & Gamble I K E A
The Skills Matrix for One Job at

British Petroleum
H H H H H H H
G G G G G G G
F F F F F F F
E E E E E E E
D D D D D D D
C C C C C C C
B B B B B B B
A A A A A A A
Communi- Decision Leadership Planning &
Technical Business cation & Making & & Organiza- Problem
Expertise Awareness Interper- Initiative Guidance tional Solving
sonal Ability
The highlighted boxes indicate the minimum level of skill required for the job.
Chapter Review
 We reviewed the nature of job analysis, how it is used,

some legal issues and three methods of collecting job
analysis information.
 We practiced writing job descriptions and looked at
descriptions in detail.
 We looked at the USCSC, USDOL, DOT and O*NET.
 We reviewed the six steps involved in job analysis and
reviewed traditional and contemporary methods of
organizing.
 WHEW!

Job Analysis

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© 2003 Prentice Hall. Inc.

After Studying This Chapter,

Part 1: The Nature of Job

 Job analysis defined

 Change job descriptions, top to bottom

What it Means to Work at

Job Analysis – What is it and

Check this “A+” site out and list some

Jobs: Analyze, Describe and

Are there Legal Issues

 Title VII of the 1964 Civil Rights Act

Check out these sites for samples of

Uses of Job Analysis

Recruiting and Performance Job Evaluation— Training

Uses of Job Analysis

Recruitment and Selection

The job description

Job analysis can also

EEO Compliance Job

Steps in Job Analysis

1. Decide how to use the information

Process Chart for Analyzing

Part 2: Methods of Collecting

Collecting Job Analysis

 Joint effort between

Widely Used: The Interview

 Individual interviews with

Sample Interview Questions

▲ What is the job being performed?

Sample Interview Questions

Questions after the clip:

 How well was the interview

 Use a specific questionnaire

ORTLAND STATE UNIVERSITY

* PLEASE READ INSTRUCTIONS BEFORE COMPLETING THIS FORM * * ( ) New ( ) Revised

ECTION 1. POSITION INFORMATION

. Class Title:

. Class No.:

. Effective Date:

. Position No.:

. Working Title:

. Work Unit:

. Agency No.:

. Employee Name:

. Work Location (City‑County):

. Position: ( ) Permanent ( ) Seasonal ( ) Limited Duration ( ) Academic Year

( ) Full Time ( ) Part Time ( ) Intermittent ( ) Job Share

SECTION 3. DESCRIPTION OF DUTIES

SECTION 4. WORKING CONDITIONS

b. How are these guidelines used to perform the job?

SECTION 6. WORK CONTACTS

Who Contacted How Purpose How Often?

SECTION 7. JOB‑RELATED DECISION MAKING

SECTION 8. REVIEW OF WORK

b. Which of the following supervisory/management activities does this job perform?

( ) Plans Work ( ) Responds to Grievances ( ) Hires/Fires (or Effectively Recommends)

Any other comments that would add to an understanding of this position:

Diaries and Logs

U.S. Civil Service

Quantitative Job Analysis

 Position Analysis Questionnaire

Sample Position Analysis

U.S. Department of Labor