MHRM Kelaniya Administering People Udaya Mohan Devadas Job Analysis

What’s about it? Discussion…. Its meaning Its purpose Is it compulsory to do??? Outputs of the job analysis

Job analysis-Introduction Is a process of: -Collecting -Analyzing -Setting out the information about the content of the job, and the job holder’s behavior to provide a basis for other HR functions (Armstrong, 2004)

The key words in JA…. Tasks, roles, behavior, competencies, competence, competent, skills……..

Component of job analysis JA Task analysis Behavior analysis Internal behavior analysis (emotions) Competency analysis Explicit behavior analysis (role)

Definitions Task/job analysis Is a function of: -Collecting -Analyzing -Setting out the information about the content of the job to provide a basis for other HR functions (Armstrong, 2004)

Behavior analysis Is a process of: -Collecting -Analyzing -Setting out the information about the behavior/roles and competency in carrying out the job/task to provide a basis for other HR functions

Role Analysis Is a process of: -Collecting -Analyzing -Setting out the information about the behavior/roles required in carrying out the job/task to provide a basis for other HR functions

Emotions analysis Is a process of: -Collecting -Analyzing -Setting out the information about the emotions required in carrying out the job/task and the roles to provide a basis for other HR functions

Competency analysis Is a process of: -Collecting -Analyzing -Setting out the information about the skills and competencies (soft & hard) needed in carrying out the job/task and the roles to provide a basis for other HR functions

Activity Analyze the task, roles, emotions, and competencies in your job -prepare a list of four items for each component -which part is difficult to be decided? -what methods can be used in this process?

Output of job analysis Information on: Overall purpose- reasons for the existence of the job and the main outputs that job holder is expected to produce by performing the job Content- job tasks and activities/operations Key result areas- key result areas of the job (main) Performance criteria- KPIs Responsibilities- over inputs, decisions, problems, resource-control, relationships Organizational factors- reporting structure, team work Motivational factors- motivational and de-motivational factors of the job Development factors- career prospects of the job Environmental factors- work context (physical, mental, health & safety conditions etc.)

Requirements for Job analysis Obtain needed documents Interview managers on the information required Interview the job holders Observe job holder at work Get the information from competitors on the same job Apply a relevant job analysis technique

Approaches to job analysis Interviews Questionnaires Checklists and inventories Observations Self-descriptions Diaries and logs Hierarchical tasks analysis

Role analysis Analyze about : -the behavior needed in carrying out the tasks/jobs -relationships with others internally and externally -the fit with O structure and O culture

Skill analysis Determines the skills required to do the job Mainly for technical, craft, manual and office jobs

Techniques of skills analysis Job breakdown Manual skills analysis Task analysis Fault analysis Job learning analysis (refer to Human resource management practice by Michael Armstrong)

Job break down Analyze job into separate operations/processes/ tasks –three columns Stage column-describe different steps on the job Instruction column- how the steps should be carried out- what has to be learned Key points column- quality standards/safety instructions- other learning areas -

Manual skills analysis A work study method -analyze manual dexterity -body movements -tricky parts of the job -hand movement and cues (visual and other senses)

Task analysis Analyzing the skills needed to perform each task It includes: -task column- description of the task -importance column- relative significance of each task -degree of difficulty- level of skills/ knowledge needed to do the task -training method- instructional techniques, practice and experience needed

Fault analysis Analyzing typical faults that occurs when performing a task -identify fault- by interviews -generate a fault specifications (type of faults, causes for them, response when they occur, responsible parties etc.)

Job learning analysis Analyzing 9 learning skills Physical skills- learn from repetition Complex procedures- memorize or codify Non-verbal information such as sight, smell, sound, taste, touch- need practice to learn Memorizing- Ordering, prioritizing and planning- responsibility and flexibility training Looking ahead- anticipating Diagnosing, analyzing, problem solving- Interpreting, Adapting

Competency analysis Expert’s opinions Structured interviews Workshops Functional analysis Critical-incident techniques Repertory grid analysis

Emotions analysis Decide the metal conditions- attitudes, values, required Emotional Intelligence (EI) level Using above suitable methods

Check list for JA