JOB ANALYSIS, JOBDESIGN AND JOB EVALUATION Job Analysis Job Analysis Job Analysis is a systematic exploration of the activities within a job. It defines and documents the duties, responsibilities and accountabilities of a job and the conditions under which a job is performed. ? Definition “Job analysis is the process of studying and collecting information relating to the operations and responsibilities of a specific job. The immediate products of the analysis are job descriptions and job specifications”- Edwin & Flippo Continued… . duties. environmental conditions. Common format: title. under what conditions and why. and to evaluate employees. . distinguishing characteristics.Job Description Called as Position Description Written statement of what jobholder does. to guide new employees. how it is done. authority and responsibilities. Used to describe the job to applicants. mental and social characteristics. Basic Contents: education.Job Specification Also known as man or employee specifications. experience. Used to select employees who have the essential qualifications. States minimum acceptable qualities and qualifications necessary to perform the job. age. physical. . Methods of Collecting Job Data . people and things. 274 items with 15 sections in the questionnaire (mainly to analyze managerial positions) Functional job analysis (FJA) Worker oriented job analysis Mainly used for government jobs It tries to examine the fundamental components of data.Quantitative Methods Position Analysis Questionnaire (PAQ) Management Position Description Questionnaire (MPDQ) 194 items each in the questionnaire (done by the job analyst) It provides quantitative score/profile of any job on the basic activities. . Job Design . Job Design It is the process of determining the specific tasks and responsibilities to be carried out by each member of the organization and/or teams. The main objective of Job Design is to integrate: Needs of Employees Requirements of Organizations It helps in determining what. how. . It is the deliberate and systematic attempt to structure the technical and social aspects of work. how many and in which order are the tasks to be done. Factors Affecting Job Design Organizational Factors Environmental Factors Behavioral Factors . Organizational Factors Task Characteristics Work Flow Ergonomics Work Practices . Environmental Factors Technological developments Employee abilities and availability Social and cultural expectations . Behavioral Factors Feedback Autonomy Use of abilities Variety . Techniques of Job Design . Job Rotation Movement of an employee from one job to another. Advantages: Reduces boredom and monotony. Jobs are not changed. Broadens employees knowledge and skills Employee gets an opportunity to do a variety of work and interact with new people Disadvantages: Several monotonous jobs instead of one Disrupts work routine Not challenging in nature. only employees are rotated among various jobs. . Job Engineering It focusses on: the tasks to be performed. methods to be used. Workflows among employees Layout of the workplace Performance standards Interdependencies among people and machines Specialization of labor is the hallmark of job engineering . Advantages: Reduces monotony and boredom Training and developing more versatile employees. Also called as horizontal job loading. .Job Enlargement It is the process of increasing the scope of the job by adding more tasks to it. Job Enrichment Increasing the workers control over the planning and performance of a job and participation in setting the organization policy. advancement and growth. the job itself must provide opportunities for achievement. for enriching the jobs. It is based on the assumption that in order to motivate employees. It is also called vertical job loading. attention should be paid to : Skill Variety Task identity Task significance Autonomy and feedback . recognition. According to Richard hackman and Greg Oldham. responsibility. Salient features: Work is mechanically paced Employee works only on one part of the product Time required to train is drastically reduced Negative Outcomes: Highly specialized and routine Boredom Lack of challenge Limited interaction .Work Simplification Breaking down of jobs into small tasks. Self Managing Teams Self directed work team Quality circle Production cell Special purpose team . Job Evaluation . Job Evaluation It is a systematic. objective procedure for determining the value of a group of jobs for the organization Specify relative value of each job in the organization. Used to design equitable compensation program. . ” -Kimball and Kimball .Definition “Job evaluation is an effort to determine the relative value of every job in a plant to determine what the fair basic wage for such a job should be. Objectives of Job Evaluation To establish impartial judgment Establish satisfactory wage and salary differentials To select employees more accurately To provide management with a basis for proper control To determine the rate of pay for each job . Advantages of Job evaluation Wage Structure Scientific base for promotions and transfers Improves relations and reduces grievances Uniformity Rates the job not the man Examines different job structures Job hierarchy . Techniques of Job Evaluation Non quantitative method: Job ranking method Job classification method Quantitative method: Factor comparison method The point method . Committee assesses the worth of each job on the basis of its title or on its content. Paired comparisons is also a technique for job evaluation .e from lowest to highest or vice versa. and jobs under particular groups may receive the same salary or salary range. Job Description can be used for ranking different jobs.Job Ranking Method Jobs are arranged or ranked in their importance i. if the latter are available. Ranked jobs are classified into groups. 1400 5.1700 4. Office Boy Rs. 3000 2. 600 . Accountant Rs. Accounts clerk Rs. 1800 3. 900 6.Example Rank Monthly Salaries 1. Purchase Assistant Rs. Machine Operator Rs. Typist Rs. Facts about the job are collected and matched with the grades which have been established by the raters (Committee) Grades are arranged in the order of their importance .Job Classification Method As in the ranking method. Lowest grade may cover jobs requiring greater . the Job-grading method does not call for a detailed or quantitative analysis of job factors. Example Class I: Executives: Further classification under this method may be Office manager. Class IV: Unskilled workers: File clerks. Class III: Semiskilled workers: Under this category may come machine operators. Deputy office manager. Class II: Skilled workers: Under this category may come cashier. office superintendent. . etc. office boys. etc. switchboard operators. etc. etc. receipts clerk. Key jobs are selected and compared in terms of common factors.Factor Comparison Method Under this method. Each factor is ranked individually with other jobs. one begins with selection of factors. Procedure: Select and define the factors Select key jobs Rank key jobs by factors Decide rates for key jobs Apportion the wage rate Evaluate remaining jobs . and 4.g. Physical exertion. Skill requirements.:Each job is ranked several times like.Continued… E. 3. Responsibility. 1. 2. Job conditions . Point Ranking Method PRM is one of the most widely used JE Plan.sub factors and degree to which these factors are present in Job Points are assigned for degree of importance of each factor Grand Total of these points . It involves identifying number of factors .classify the Job Worth Procedure: Determine job to be evaluated Select the factors Define the factors Determine the degrees Determine the relative values of job factors Assign point values of the job Assign money value . Education 50% 100 200 300 400 2. Responsibility 30% 75 150 225 300 3. Working conditions 8% 25 51 80 120 .Example Job Factor Degree of Factor Weight 1 2 3 4 5 500 1. Physical effort 12% 24 48 72 96 4. Process of Job evaluation Gaining acceptance Constituting Job Evaluation committee Selecting key jobs for evaluation Job analysis and Job description Selecting method of evaluation Classifying jobs Installing the programme Periodic review . CASE STUDY . spare parts of important machines installed in the hospital.Case 1 Name of the organization – APOLLO HOSPITAL Apollo Hospital has been growing in size as it offers quality. drugs. prompt-caring services to the patients. Ramakant the storekeeper was working earlier in an engineering firm and had sufficient knowledge of such stores. the Hospital has employed a “storekeeper” with no previous experience of Hospital Stores. job description and job specification of a storekeeper’s job. Chandrashekhar has been receiving various complaints from the staff and doctors of non-availability of medicines. The hospital has large quantities of medicine. As usual. (2) How would you go about in developing a standard job description and specification? (3) Which are the staff members from whom you would collect useful information and requirements of this job? . Dr. equipment. the administrators are not aware of the job analysis procedures. Dr. nor do they have job description and job specification of any of the jobs being performed. Since the hospital so far did not employ a qualified Personnel Manager. spares of equipment and other consumables required in the Hospital having 500 beds. Questions: (1) Write down the job analysis. Mr. Chandrashekar the Administrator is a person with good medical knowledge but lacks knowledge and skills involved in human resources management. Ramakant reports to the purchase Executive whose job is to order requisite materials for requirements of the entire Hospital. The problem was that the “Old-timers” had known their jobs so well that no one had ever bothered to draw up job descriptions for them.who wanted filters. duties & responsibilities. was at his wits end. He had about 30 new employees. a consultant from the local universities business school. Phil Mann. Arguments ensued almost at once.Case Study 2 In August 2004.10 oldtimers. the firm’s President. Maybelline. When about 30 new employees began taking their places. She immediately had the old-timers fill out a job questionnaire that listed all their tasks. not excuses. one for each of its shifts. there was general confusion about what they should do and how they should do it. tropical storm Charley hit North Carolina and the Optima Air Filter Company. Meanwhile. and the old-timers instead that the list faithfully reflected their duties. Questions: •Should Phil & Linda ignore that old-timers’ protests and write up the job descriptions as they see fit? Why? Why not? •How would you go about resolving the differences? •How would you have conducted the job analysis? What should Phil do now? . The storm quickly became old news to the firm’s out-of state customers. and his original factory supervisor. Many employees’ homes were devastated and the firm found that it had to hire almost 3completely new crews.Both Phil & Maybelline thought the old-timers were exaggerating to make themselves look more important. the customers clamored for their filters. He decided to meet with Linda Lowe.