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Job Analysis
A Prelude to Recruitment and Placement

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Chapter Outline
The Nature of Job Analysis

Job Analysis Defined Uses of Job Analysis Information Steps in Job Analysis Introduction The Interview Questionnaire Observation Participant Diary/Logs U.S. Civil Service Procedure Quantitative Job Analysis Techniques Using Multiple Sources of Information

Methods of Collecting Job Analysis Information


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Chapter Outline
(continued)
Writing Job Descriptions

Job Identification Job Summary Relationships Responsibilities and Duties Standards of Performance Working Conditions and Physical Environment Specifications for Trained Versus Untrained Personnel Job Specifications Based on Judgment Job Specifications Based on Statistical Analysis From Specialized to Enlarged Jobs Why Managers are De-jobbing Their Companies

Writing Job Specifics


Job Analysis in a Jobless World


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After Studying This Chapter, You Should Be Able To:


Discuss the nature of job analysis, including what it is and how its 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 its done in practice

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Part 1: The Nature of Job Analysis


Job analysis defined Uses of job analysis information Steps in job analysis

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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)

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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.

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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.

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Jobs: Analyze, Describe and Provide Specifications


Determining duties and skills Listing job duties, responsibilities, reporting, conditions, supervision Human requirements

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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)

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What Information do I Collect?


Work activities Human behaviors Machines, tools, equipment and work aids Performance standards Job context Human requirements

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Work activities
Cleaning Selling Teaching Painting How, why and when the activities are performed

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Human behaviors
Sensing Communicating Deciding Writing Job demands

Lifting Walking Jumping jacks?

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Machines, Tools, Equipment, Work Aids


Products made Materials processed Knowledge Services

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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

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Job Context

Working conditions Schedule Organizational context Social context

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Human Requirements
Job-related knowledge and skills

Education Training Work experience

Personal attributes

Aptitudes Physical characteristics Personality Interests

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Uses of Job Analysis Information


Job Analysis

Job Description and Job Specification

Recruiting and Selection Decisions


Figure 3-1

Performance Appraisal

Job Evaluation Wage and Salary Decisions (Compensation)

Training Requirements

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Uses of Job Analysis Information


Recruitment and selection Compensation Performance Appraisal Training Discovering unassigned duties EEO compliance

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Recruitment and Selection


Executive recruiting Electronic recruiting Monster International How to recruit Assessment and selection

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Compensation

Job value Salary Bonus Relative job worth

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Performance Appraisal
How to do it Standards Self-appraisal The discussion Setting goals How to get a raise

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Training
The job description should show the activities and skillsand therefore the trainingthat the job requires.

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Discovering Unassigned Duties

Job analysis can also help reveal unassigned duties.

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EEO Compliance

EEO Compliance Job analysis also plays a big role in EEO compliance

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Steps in Job Analysis


1. 2. 3. 4. 5. 6. Decide how to use the information Review relevant background information Select representative positions Conduct the analysis Verify with the worker and supervisor Develop a job description and job specification

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Process Chart for Analyzing Work Flow


Input from Plant Managers Input from Suppliers

Job Under Study Inventory Control Clerk

Information Output to Plant Managers

Inventory Output to Plant Managers

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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

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Collecting Job Analysis Information


Joint effort between HR, the worker and the supervisor

SMEs (Subject Matter Experts)

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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

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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.

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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 jobs responsibilities and duties?

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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 jobs physical demands? The emotional and mental demands? What are the health and safety conditions? Are you exposed to any hazards or unusual working conditions?

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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?

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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

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PORTLAND STATE UNIVERSITY POSITION DESCRIPTION * * PLEASE READ INSTRUCTIONS BEFORE COMPLETING THIS FORM * *

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( ) New ( ) Revised

SECTION 1. POSITION INFORMATION a. Class Title: b. Class No.: c. Effective Date: d. Position No.: e. Working Title: f. Work Unit: g. Agency No.: h. Employee Name: i. Work Location (City-County): _________________________________________________________________________________ j. Position: ( ) Permanent ( ) Seasonal ( ) Limited Duration ( ) Academic Year ( ) Full Time ( ) Part Time ( ) Intermittent ( ) Job Share _________________________________________________________________________________ k. FLSA: ( ) Exempt ( ) Non-Exempt l. Eligible for Overtime: ( ) Yes ( ) No _________________________________________________________________________________ SECTION 2. PROGRAM/POSITION INFORMATION a. Describe the program in which this job exists. Include program purpose, who's affected, size, and scope. Include relationship to agency mission.

b. Describe the purpose of this position, and how it functions within this program, by completing this statement: The purpose of this job/position is to . . .

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SECTION 3. DESCRIPTION OF DUTIES

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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.

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SECTION 8. REVIEW OF WORK

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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? _______ _______
b. Which of the following supervisory/management activities does this job perform? ( ) Plans Work ( ) Assigns Work ( ) Approves Work ( ) Responds to Grievances ( ) Disciplines/Rewards

Through Subordinate Supervisors?

( ) Hires/Fires (or Effectively Recommends) ( ) Prepares and Signs Performance Appraisals

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

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Observation
Observation may be combined with interviewing Take complete notes Talk with the person being observed explain what is happening and why Ask questions

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Diaries and Logs


Time-consuming Self-reporting Remembering what was done earlier Can use dictating machines and pagers

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U.S. Civil Service Commission


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

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Quantitative Job Analysis Techniques

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

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Sample Position Analysis Questionnaire

Figure 3 - 4

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Position Analysis Questionnaire Items


Information Input Mental Processes Work Output Relationships with Other Persons Job Context Other Job Characteristics

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U.S. Department of Labor Procedure


Data examples

Synthesizing Copying Instructing Persuading Setting up Tending

People examples

Things examples

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Basic Department of Labor Worker Functions


DATA
0 Synthesizing 1 Coordinating 2 Analyzing 3 Compiling 4 Computing 5 Copying 6 Comparing

PEOPLE
0 Mentoring 1 Negotiating 2 Instructing 3 Supervising 4 Diverting 5 Persuading 6 Speaking signaling 7 Serving 8 Taking instructions helping

THINGS
0 Setting up 1 Precision working 2 Operatingcontrolling 3 Drivingoperating 4 Manipulating 5 Tending 6 Feedingoffbearing

Basic Activities

7 Handling

Table 3-1

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Functional Job Analysis


Used beginning in the 1940s Seven scales to describe what workers do in jobs:
(1) Things (2) Data (3) People (4) Worker Instructions (5) Reasoning (6) Math (7) Language

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Part 3: Writing Job Descriptions


1. 2. 3. 4. 5. 6. Job Identification Job Summary Relationships Responsibilities and Duties Standards of Performance Working Conditions and Physical Environment

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Sample Job Description

Figure 3 - 7

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Sample Job Descriptions, Dictionary of Occupational Titles

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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!

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Job Identification
Title Fair Labor Standards Act (FLSA) Date Approvals Supervisors title Salary Grade level

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Job Summary
General nature Major functions or activities Includes general statements

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Relationships Statement for Human Resource Director


Vice President Employee Relations Human Resource Director Department Secretary Test Administrator Human Resource Clerk Labor Relations Manager

Works with all department managers and executive management

Works with employment agencies, recruiters, union reps, state and federal agencies, vendors

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Responsibilities and Duties


Examples

Establishes marketing goals to ensure share of market Maintaining balanced and controlled inventories Purchasing authority Discipline Interviewing and hiring

Defines the limits of job holders authority

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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%

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Job Descriptions
Check this web site for sample job descriptions. What do you like about them? What, if anything, is missing?

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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

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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

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Job Related Behaviors


Industriousness Thoroughness Schedule flexibility Attendance Off-task behavior Unruliness Theft Drug misuse

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Statistics and Job Analysis


Analyze job Select personal traits Test Measure subsequent job performance Statistically analyze relationship between trait and performance

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Job Analysis a Practical Approach


1. 2. 3. 4. 5. 6. Decide on a plan Develop an organization chart Use a job analysis questionnaire Obtain lists of job duties from O*NET Compile the jobs human elements Complete your job description

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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?

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Step 2: Develop an Organization Chart


Click here to take you to a tutorial on creating an organization chart.

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Step 3: Use a Job Analysis Questionnaire


JOB ANALYSIS
Job Title: Description of the Job:

Tasks

Tools Used

Standards for Performance

Conditions for Performance

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Step 3: Continued
CONTENT ANALYSIS
Subject Area Title: Content Description and Relevant Definitions:

Tasks

Tools Used

Standards for Performance

Conditions for Performance

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Step 4: Obtain Lists of Job Duties


Check out O*.NET Find the description of a retail salesperson Then, complete Step 5: Compiling the jobs human requirements and Step 6: Completing your job description.

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Part 5: Job Analysis in a Jobless World


From specialized to enlarged jobs Why managers are de-jobbing their companies

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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

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Trends and De-Jobbing

Rapid product and technological changes

Competition

Global Changes

Demographics

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Traditional Organization Chart


President Chief Executive Officer Executive Assistant

Vice President Sales

Vice President Marketing

Vice President Human Resources

Vice President Operations

Vice President Finance

Director East Region

Director West Region

Director Public Relations

Director Compensation and Benefits

Director Training and Development

Director Manufacturing

Driector Audit and Accounting

Manager Manager Manager Manager

Manager Manager Manager

Manager Manager

Clerk Administrator

Manager

Logistics Plant Manager

Tax Finance Accounting

Tech. Writer Plant Manager Sr. Trainer Manager Sr. Trainer Sales Sales Sales Sales Sales Clerk Accounting Accounting

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Flatter Organizations

Executive and Operations Team

Technical Development Team

Manufacturing Engineering Team

People Systems Team

Finance Team

Purchasing and Suppllier Quality Team

Sales, Service and Marketing Team

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How Organizations are Responding


The boundaryless organization Re-engineering Broadbanding job descriptions Performance-based job descriptions Empowered employees Skills matrices

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Flat and Boundaryless Organizations


General Electric

WAL

MART IKEA

Procter & Gamble

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The Skills Matrix for One Job at British Petroleum


H G F E D C B H G F E D C B H G F E D C B H G F E D C B H G F E D C B H G F E D C B H G F E D C B

A
Technical Expertise

A
Business Awareness

A
Communication & Interpersonal

A
Decision Making & Initiative

A
Leadership & Guidance

A
Planning & Organizational Ability

A
Problem Solving

The highlighted boxes indicate the minimum level of skill required for the job.

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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!

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