Steps Involved in Job Analysis
Job analysis is the procedure for determining the duties and skill requirements of a job and the kind of person who should be hired for it. It is a process of collecting information related to various aspects of the job. The main purposes of conducting job analysis are to prepare a job description and job specification which in turn helps to hire the right quality of workforce into the organization.
It collects and analyses the information associated with job description and specifications. Following steps are involved in job analysis:
- Information Collection
This is the first step of job analysis under which required information related to various aspects of jobs are collected. Probably the most important consideration is to identify the objectives of the job analysis. Information is obtained through different methods such as interview, observation, questionnaire, critical incidents etc. It is associated with the preparation of plans and programs and assignment of responsibilities to the concerned person.
- Review Background Information
This is the second step of job analysis process under which the previously collected information is reviewed to design organizational charts, current position descriptions and specifications, procedures, manuals and process charts. These help in the detailed assessment of job.
- Selection of Representative Position to be Analyzed
Analyzing all jobs at a time is a complex and costly affair. So, only a representative sample of jobs is selected for the purpose of detailed analysis. Under it, the job analyst investigates to determine which organization managers or employees require job analysis. He should also determine for what purpose the job must be analyzed.
- Analysis of Job by Collecting Data
Under this step of job analysis process, a job analyst obtains the data and information related to the selected jobs. The information is collected on the job activities, required employee behaviors, working conditions, human traits and qualities, abilities to perform the job and other various dimensions of the job. Data can be collected either through questionnaire, observation or interviews.
- Develop Job Description
In this step of job analysis, a job description schedule is developed through the information collected in the above step. This is the written statement which describes the prominent characteristics of the job along with duties, location, and degree of risk involved in each job.
- Develop Job Specification
Developing the job specification is the last step of job analysis process under which a detailed specification statement is prepared showing the minimum requirement of each job. It consists of a requirement of the job holder for successfully performing the job. A job specification summarizes the personal qualities, traits, skills, knowledge, and background required to perform the specific task. It also involves the physical and psychological attributes of the incumbent.
Information Source:
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Job Analysis is a process to identify and determine in detail the particular job duties and requirements and the relative importance of these duties for a given job. Job Analysis is a process where judgements are made about data collected on a job.
Job Analysis is used to show the relatedness of employment procedures used by the employer. The procedures supported by job analysis include:
Job Analysis may be conducted by the employer's Human Resources department or by a trained Job Analyst/Consultant.
The Job Analysis may be conducted by a member of the employer's Human Resources department. This analysis may be in conjunction with the job incumbent (if the position is not vacant), the incumbent's supervisor, and possibly subject matter experts (SMEs).
A consultant is not necessary for Job Analysis. However, consultants may provide a more independent (unbiased) analysis of the job. Their analysis may not be affected by the internal politics of the organization. Also, a consultant may be needed for situations in which a large number of jobs will be analyzed in a relatively short period of time. A consultant in this situation may be better able to concentrate on the job analysis task as their main function whereas internal employees probably still have their regular jobs to perform.
job description is the main product of a job analysis.
Can an employer be sued over inadequate or missing Job Analysis?
Are there Federal guidelines for Job Analysis?
The Uniform Guidelines on Employee Selection Procedures states that a thorough job analysis is needed for supporting a selection procedure (see: 60-3.9 - No assumption of validity. Section B.) The
Americans with Disabilities Act specifically states:
No covered entity shall discriminate against a qualified individual with a disability because of the disability of such individual in regard to job application procedures, the hiring, advancement, or discharge of employees, employee compensation, job training, and other terms, conditions, and privileges of employment.
The Act defines "qualified individual with a
disability" as someone with a disability who:
"with or without reasonable accommodation, can perform the essential functions of the employment position that such individual holds or desires." (see ADA Section 101. Definitions (8)).
Essential functions may be determined through a Job Analysis.
Is there software to perform Job Analysis?
HR-Guide offers an on-line form for creating Position Description Questionnaires. You may use this application to create the form that will be useful in collecting the job information.What are sources of information for conducting a Job Analysis?
Before a Job Analysis is conducted, the job analyst should review external sources of job information including:- U.S. Standard Occupational Classification
System
- Other on-line job descriptions
What methods are used for Job Analysis?
The main methods of job analysis are:- Interviews
- Questionnaires
- Observation
What is Functional Job Analysis?
Functional Job Analysis (FJA) was used by U.S. Employment Service job analysts to classify jobs for the DOT (Fine & Wiley, 1971). The most recent version of FJA uses seven scales to describe what workers do in jobs: (1) Things, (2) Data, (3) People, (4) Worker Instructions, (5) Reasoning, (6) Math, and (7) Language.What is the Position Analysis Questionnaire
This questionnaire, developed by McCormick, Jeanneret, and Mecham (1972), is a standardized job analysis instrument. It consists of 187 job elements that describe generic human work behaviors. This questionnaire was designed to be used for a wide variety of jobs.What is the Critical Incident Technique?
This method of Job Analysis focuses on identifying the critical incidents that distinguish satisfactory workers from unsatisfactory workers. This is based on the theory that certain tasks are crucial to satisfactory job performance, while others are not. In this method, the job analyst interviews incumbents and/or supervisors to identify a list of critical incidents. The identification of required Knowledges, Skills, and Abilities (KSAs) is made by examining the incidents--their causes and solutions. This technique is useful for developing work sample tests.What is the Job Element Method?
This method of Job Analysis, developed by Ernest Primoff, is a worker oriented method and is used primarily with lesser skilled workers and industrial occupations. This method, like the Critical Incident Technique, focuses on satisfactory workers. This method attempts to identify the characteristics of satisfactory workers (job elements). Once identified, these elements are used to develop appropriate selection tests. The steps to perform a Job Element job analysis are:- Select a group of experts (may include incumbents and supervisors)
- Conduct brainstorming sessions to identify job elements (the KSA's of satisfactory workers).
- Assign weights to each of the elements based on the following criteria:
- proportion of barely acceptable workers who have the job element;
- effectiveness of the element in picking a superior worker;
- the trouble likely to occur if the element is not considered; and
- practicality--the effect of including the job element on the organization's ability to fill job openings.
- Analyze the Job Element data.