Topic 3 Job Analysis Paul L Schumann Ph

Outline �Goal: Match Person & Job �Definitions �Format of a Job Description �Format of a Task Statement �Job Analysis Process �New Views of Job Analysis 2

Goal: Match Person & Job Need information about the Person & about the Job 3

Definitions �Job Analysis: the process of collecting & analyzing information about jobs to write: �Job Description: a document that identifies the tasks & duties performed by a job �Job Specification: a document that identifies the qualifications required by a job �Most organizations combine the Job Description & the Job Specification into a single document for each job �Usually simply called a “Job Description” 4

Definitions (more) �Task: a unit of work activity performed by a worker within a limited time period �Duty: several related tasks that are performed by a worker �Position: the set of all tasks & duties performed by a worker �Job: a group of identical positions 5

Format of a Job Description Example: http: //krypton. mnsu. edu/~schuma nn/www/teach/sample_job_descrip. pdf Common Elements Job Title Job Summary Tasks & Duties “Task Statements” Qualifications Other information 6

Format of a Task Statement �First word or phrase (required): Performs what action? (Present-tense verb) �Example: “Supervise …” �Next word or phrase (required): To whom or what is the action performed? (Object of the verb) �Example: “… operation of bar …” �Next word or phrase (optional): Additional information �Example: “… to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations. ” 7

Format of a Task Statement Example: http: //krypton. mnsu. edu/~schumann /www/teach/sample_job_descrip. pdf Each Task Statement is in the proper format Optional: Put the Task Statements in order of: Task performance Task importance Amount of time spent on each task No order, but group related tasks 8

Job Analysis Process Source: Fisher, Schoenfeldt, & Shaw (2006), Figure 4. 1, p. 141 9

Phase 1: Scope of the Project �Decide purposes of the job analysis project �How do you want to use the Job Descriptions? � Job design � Recruiting � Selection � Performance appraisal � Training � Compensation �Decide which jobs to include in the job analysis project 10

Phase 2: Methods of Job Analysis �Decide what data (information) is needed �At a minimum, for each job being analyzed, we need data on: � Tasks & duties performed on the job � Qualifications required by the job �Identify sources of job data �Job incumbents: observation, interview, questionnaire �Supervisor of job: interview, questionnaire �Other sources 11

Phase 2: Methods (more) �Select specific procedures of job analysis �Narrative Job Descriptions � Simplest method of job analysis � Collect qualitative data (no numbers) � Examples: � � � Fisher, Schoenfeldt, & Shaw (2006), Figure 4. 2, pp. 148– 149 http: //krypton. mnsu. edu/~schumann/www/teach/sample_job_descrip. pdf https: //www. jobdescription. com/ �Engineering approaches: micro-motion studies (time & motion studies) � Measure body motions involved in performing the job 12

Phase 2: Methods (more) �Select specific procedures of job analysis (more) �Structured Job Analysis Procedures � Functional Job Analysis (FJA): adds to the Job Description 7 scales (numbers) that measure: � 3 worker-function scales: % of time spent with: � Data � People � Things � 1 worker-instruction scale � 3 scales that measure the general educational requirements: reasoning, mathematics, & language 13

Phase 2: Methods (more) �Structured Job Analysis Procedures (more) � Position Analysis Questionnaire (PAQ) � Standardized questionnaire � Questions focus on worker activities on the job � For non-managerial & non-professional jobs � http: //www. paq. com/? Fuse. Action=Main. PAQProgram � Professional and Managerial Position Questionnaire (PMPQ) � Standardized questionnaire � For professional & managerial jobs � http: //www. paq 2. com/pmpqmain. html 14

Phase 2: Methods (more) �Structured Job Analysis Procedures (more) � O*NET: Occupational Information Network database � Developed by the US Department of Labor � Standardized descriptors of skills, knowledges, tasks, occupation requirements, and worker abilities, interests, and values to assist you in building accurate job descriptions � O*NET Resource Center: http: //www. onetcenter. org/ � O*NET Online: http: //www. onetcenter. org/ � Team Project Suggestion: Use “O*NET Online” as a resource in your Team Project to help write the job description � Be sure you document in your report the resources you use 15

Phase 2: Methods (more) �Structured Job Analysis Procedures (more) � Task Inventory Procedure � Questionnaire with a master list of possible tasks � Check-mark the tasks done by the job � Other structured Job Analysis procedures: � Critical Incidents Technique � Ability Requirements Scales � Personality-Related Job Analysis Procedures � Cognitive Task Analysis � List of Job Analysis questionnaires with brief descriptions: http: //www. hr-guide. com/data/G 012. htm 16

Phase 3: Data Collection & Analysis �Collect job data �Get the organization ready �Reduce sources of bias �Conduct effective interviews �Analyze the job data �Report results to organization �Write the job descriptions �Periodically recheck the job data �Update & revise the job descriptions as needed 17

Phase 4: Assessment �Evaluate the Job Analysis project �Continuous improvement: learn from both successes & mistakes to continuously get better � Did the project finish on-time and under-budget? � If not, what went wrong? What would you do differently? � Did you collect the correct information? � What additional information would you collect if you did the project over? � What information would you not collect? � Are the Job Descriptions being used as intended? � If not, what’s missing to make them useful? 18

Job Analysis Process Source: Fisher, Schoenfeldt, & Shaw (2006), Figure 4. 1, p. 141 19

New Views of Job Analysis �Future-Oriented Strategic Job Analysis �Identify the tasks, knowledge, skills, & abilities that will be needed to perform a job in the future � Instead of describing how a job is today, describe how it will be in the future � Typically uses experts to help make predictions of the future �Competency Modeling �Identify the observable performance dimensions that differentiate effective from ineffective employees � Define the job’s critical success factors, which should be tied to the organization’s objectives and strategy 20

Example of a Job Description Example of a Narrative Job Description: http: //krypton. mnsu. edu/~schuma nn/www/teach/sample_job_descrip. pdf How could it be used for: Job design? Recruiting? Selection? Performance appraisal? Training? Compensation? 21

Outline �Goal: Match Person & Job �Definitions �Format of a Job Description �Format of a Task Statement �Job Analysis Process �New Views of Job Analysis 22