human resource management job analysis by engr. attaullah shah bsc. civil ( gold medal), msc. ( str....
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Human Resource ManagementJob Analysis
By
Engr. Attaullah Shah BSc. Civil ( Gold Medal), MSc. ( Str. Engg),
MBA, MA ( Eco), MSc ( Envir design) , PGD ( Comp Sc) PhD Scholar ( UET TAXILA)
Project Director Allama Iqbal Open University E-mail: [email protected]
[email protected]: www.aiou.edu.pk
Telephone/Fax: 051-9250100Cell: 0333-5729809
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Outline
HRM Goal
Definitions
Format of a Job Description
Format of a Task Statement
Job Analysis Process
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HRM Goal: Match Person & Job
Person
KSAsTalents & Interests
Motivation
Job
Tasks & DutiesRewards
Job Outcomes
PerformanceSatisfaction
Need information about person & job
Job analysis focuses on getting job information (tasks & duties and required qualifications)
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Definitions
Task: a unit of work activity performed by a worker within a limited time period
Duty: several related tasks that are performed by an individual
Position: the set of all tasks and duties performed by an individual
Job: a group of identical positions
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Definitions (cont’d.)
Job Description: a document that identifies the tasks and duties performed on a job
Job Specification: a document that identifies the qualifications necessary for successful performance of a job
Job Analysis: the process of collecting and analyzing information about a job to write the job description and the job specification
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Format of a Job DescriptionRestaurant Manager
Job Summary:
Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages.
Tasks and Duties:
1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent checks to ensure consistent high quality of preparation and service.
2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations.
3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions.
4. Direct hiring, training, and scheduling of food service personnel.
5. Investigate and resolve complaints concerning food quality and service.
6. Enforce sanitary practices for food handling, general cleanliness, and maintenance of kitchen and dining areas.
7. Comply with all health and safety regulations.
8. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance.
9. Perform other duties as assigned by management.
Qualifications:
1. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate.
2. Good organizational skills for dealing with diverse duties and staff.
3. Pleasant, polite manner for dealing with public as well as staff.
Reports to: Department: Supervises: Division: Date: Approved: Source (revised from): http://www2.hrnext.com/Article.cfm/Nav/2.4.0.0.6719.0
Combine job description & job specification
Common Elements Job Title Job Summary Tasks & Duties Qualifications Other information
How much detail?
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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? Example: “… operation of Machines …”
Next (optional): Additional information Example: “… to maximize profitability.”
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Restaurant Manager
Job Summary:
Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages.
Tasks and Duties:
1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent checks to ensure consistent high quality of preparation and service.
2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations.
3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions.
4. Direct hiring, training, and scheduling of food service personnel.
5. Investigate and resolve complaints concerning food quality and service.
6. Enforce sanitary practices for food handling, general cleanliness, and maintenance of kitchen and dining areas.
7. Comply with all health and safety regulations.
8. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance.
9. Perform other duties as assigned by management.
Qualifications:
1. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate.
2. Good organizational skills for dealing with diverse duties and staff.
3. Pleasant, polite manner for dealing with public as well as staff.
Reports to: Department: Supervises: Division: Date: Approved: Source (revised from): http://www2.hrnext.com/Article.cfm/Nav/2.4.0.0.6719.0
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Job Analysis Process
Source: Fisher, Schoenfeldt, & Shaw (2003), Figure 4.1
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Phase 1: Scope of Project
Decide purposes of project Job design Recruiting Selection Performance appraisal Training Compensation
Decide which jobs to include
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Phase 2: Methods
Decide which types of data are needed Tasks & duties Qualifications: KSAs & other characteristics
Identify sources of job data Job incumbents: observation, interview,
questionnaire Supervisors: interview, questionnaire Other sources
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Phase 2: Methods (cont’d.)Select job analysis procedure
Narrative Engineering approaches (e.g., time & motion) Structured job analysis procedures
Other examples: Critical Incidents Technique (CIT), Functional Job Analysis (FJA), Position Analysis Questionnaire (PAQ), Task Inventory Procedure, Ability Requirements Scales, Personality-Related Procedures (e.g., PPRF), & Managerial Procedures (e.g., MPDQ & PMPQ)
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Phase 3: Data Collection & Analysis
Collect job data
Analyze job data
Report results to organization
Recheck job analysis data periodically
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Phase 4: Assessment
Evaluate results against criteria of benefits, costs, and legality Is the information job-related? Is the information reliable & valid? Are the job descriptions being used
appropriately?
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Individual Work and Organizational Performance
Q: How exactly does individual work contribute to organizational performance?
Or: How do organizational goals
translate into hiring requirements?
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The Changing Nature of Work
Various types of jobs:
Traditional
Evolving
Flexible
Idiosyncratic
Team-based
Tele-work( Virtual Organizations)
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Three Types of Job Analysis
Job Requirements
Competency-Based
Job
Rewards
Focus on specific tasks and KSAOs.
Focus on general KSAOs.
Focus on both intrinsic and extrinsic rewards.
Looks at context for a specific job.
Looks at the use of KSAOs across jobs.
Used for specific jobs.
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Why Should Organizations Do Job Analysis?
1. Assist with legal compliance
2. Recruitment
3. Selection
4. Performance appraisal
5. Training & development
6. Compensation
7. Employee/Labor relations
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How is Job Analysis Conducted? (1)
1. Sources of job analysis information:
a. Job analyst
b. Job incumbent
c. Supervisor
d. Other “SMEs”
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How is Job Analysis Conducted? (2)
2. General approaches:
a. prior information
b. observation
c. interviews
d. questionnaires
e. diaries/logs
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How is Job Analysis Conducted? (3)
3. Some specific approaches:A. Functional Job Analysis
Uses the Dictionary of Occupational Titles Breaks jobs down in terms of “data, people, and
things”
B. Structured Job Analysis Interviews One of the best ways to get information on both
tasks and KSAOs
C. Position Analysis Questionnaire (PAQ) Worker-oriented Good for comparing jobs
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How is Job Analysis Conducted? (3 cont.)D. Management Position Description
Questionnaire (MPDQ) A generic approach to analyzing managerial jobs
E. Task Inventories Very specific analysis of particular jobs
F. Combination Approaches