Job Analysis 1

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Job Analysis 1

• MANA 4328
• Dr. Jeanne Michalski
• Michalski_at_uta.edu

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Job Analysis

• Systematic process for collecting information on
  the important work-related aspects of a job.
• Work activities what the worker does, how and
  why these activities are conducted.
• Tools and equipment used in performing work
  activities.
• Context of the work environment, such as work
  schedule or working conditions.
• Requirements for performing the job KSAs.

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Uniform Guidelines

• Section 14 Technical Standards for Validity
  Studies
• C. (2). There should be a job analysis which
  includes an analysis of the important work
  behavior(s) required for successful job
  performance and their relative importance, andan
  analysis of the work product(s).
• If work behaviors are not observable, the job
  analysis should identify and observe those
  aspects of behavior(s) which can be observed.
  The work behavior(s) selected should be critical
  and/or constituting most of the job.

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Job Analyses Situations

• Job analysis particularly important for
• Jobs with potential adverse impact in selection
• Entry-level positions and gatekeeper positions
• Jobs with large numbers of applicants
• Jobs with performance deficiencies

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Job Analysis Applications

• HR Planning
• Recruitment job descriptions and want ads
• Selection job requirements and qualifications
• Pricing jobs
• Training and Development
• Performance Management

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Types of Job Analysis

• Job analysis
• Task statements
• KSAs
• Competency analysis
• Competencies
• Matrix / Models
• Compensation analysis
• Compensable factors
• Hay Process

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Job Analysis Methods

• Gather job information
• Analyze job information
• Validate job information

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Job Analysis Methods

• Gather job information
• Job documents
• Interviews Critical Incident Technique
• Questionnaires
• Functional Job Analysis
• Position Analysis Questionnaire
• Task Inventory Analysis (KSA matrix)
• Observation Motion studies
• Diaries Time studies

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ONET

• Occupational Information Network
• Database of worker attributes and job
  characteristics.
• http//online.onetcenter.org/

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Job Analysis Methods

• Analyze job information
• Create task statements
• Action verbs
• Concise summary
• Create KSAs or job qualifications

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Task Statements

• Characterize activities with action verbs.
• Tasks have identifiable beginnings and endings.
• Identifiable outputs or consequences.
• Mean the same thing to all respondents.
• Non-trivial but complete.
• What the worker does, how they do it, to who or
  what and why?

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KSAs Defined

• Knowledge A body of information (typically of a
  factual or procedural nature) that required for
  successful completion of a task.
• Skill An individuals level of competency or
  proficiency in performing a specific task.
  Usually be expressed in numerical terms.
• Ability A more general, enduring trait or
  capability an individual possesses when he or she
  first performs a task.

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KSAs Defined

• Knowledge
• Various engineering fields and terms.
• DOT regulations
• Skills
• Typing 50 words per minute without error.
• Basic PC operations including email.
• Abilities
• Writing and edit business correspondence.
• Interviewing clients for marketing information.

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KSAs

• Really necessary for task performance?
• Must newly hired employees have this KSA?
• To what degree would it differentiate between
  high and low performance of new employees?

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Job Analysis Methods

• 3. Validate job information
• Survey job incumbents
• Managers
• Subject Matter Experts (SMEs)

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Summary Analyzing a Job

• Identify major responsibilities observation of
  incumbents, open-ended interviews
• Write task statements
• Rate tasks position questionnaire
• Identify KSAOs for essential tasks interviews
  with SMEs
• Rate KSAOs group meeting with SMEs
• Validate the description job descriptions are
  valid to the extent that they accurately
  represent job content and that persons possessing
  necessary/identified KSAOs do perform more
  effectively on the jobs.

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Job Analysis Interview Form

• Introduce yourself to the interviewee and thank
  him or her for taking the time to talk with you.
• Explain the purpose of the interview and what the
  outcome of the project will be.
• Explain that you need information form people who
  are knowledgeable about the job, and that the
  projects success depends on the people you will
  be working with.
• Next, explain that you will be asking questions
  about the job and that you will be taking notes.
• Ask if the interviewee has any questions and
  answer them before proceeding.
• Interviewees Name Interviewees Title
• Length of time in Position In company
• Organizational Chart showing reporting
  relationship

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Major Functions

• If you had to divide your job into four or five
  major job functions, what would they be?

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Major Functions

• For each of the major functions the interviewee
  listed ask the following
• What are the specific activities or tasks you
  perform to accomplish the major function?
• What kinds of things do you do to prepare for the
  task you described?
• What kind of follow-up activities do you perform
  after these tasks?

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Interactions

• What interactions do you have with others within
  the organization (job titles, groups,
  departments)?
• What activities require cooperation or
  coordination?
• How do you usually communicate (memo, phone,
  meetings)?
• What interactions do you have outside the
  organization (customers, suppliers, groups)?
• What activities require coordination or
  cooperation?
• How do you usually communicate (memo, phone,
  meetings)?

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Knowledge, Skills, Abilities and Other (KSAOs)

• What technical knowledge does this position
  require? (ex. A computer operator needs to
  understand computer hardware and software.)
• What types of equipment or tools do you use? (ex.
  Many people have to operate computers,
  calculators, copy machines)
• What abilities does this position require? (ex.
  Customer service representative has to be able to
  communicate calmly with angry customers.)

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KSAO continued

• Other - Im going to read a list of paired
  statements that describe aspects of jobs, which
  of the statements best describes the job, or if
  the job falls somewhere in the middle
• Much travel Little travel
• Predictable work schedule Unpredictable work
  schedule
• Flexible work hours Set work hours
• Moderate to slow work pace Fast
  work pace
• High pressure for results Low pressure for
  results
• Frequent deadlines Infrequent deadlines
• Closely supervised Little
  supervision
• Establish own goals Goals established by
  others
• Work closely with others Work mostly
  alone
• Work requires little Work requires
  considerable
• creativity creativity

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Critical Incidents

• Describe for me critical incidents or situations
  that illustrate either outstanding or poor job
  performance.
• What led up to the incident?
• What did the employee do that was effective or
  ineffective?
• What were the consequences?
• Were the consequences within the control of the
  employee?

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Additional Questions

• What types of prior work experience, knowledge,
  or skills are essential for effective performance
  in this position?
• If you had to interview candidates for this
  position, what information would you need to
  select the right person for the job?
• If you had to select a person for this position,
  what job activities would you want to see them
  perform before hiring them?

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Hourly Position Questionnaire

• Your name
• Job title
• Location
• Department
• How long have you been in this position?

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Hourly Position Questionnaire - Sample Excerpt

• Briefly describe (in three or less sentences) the
  overall purpose or function of the job. Why
  does this position exist?

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Hourly Position Questionnaire - Sample Excerpt
Job Tasks This job is performed 0 1 2 3 4 5 Extent to which task is important relative to other tasks 0 1 2 3
1. Read and interpret routine work orders and instructions(service orders, traffic orders, trunk facility orders, TFOs, transfer sheets, etc.).

Somewhat Important
Moderately Important
Not at all Important
Very Important
Never
Annually
Monthly
Weekly
Hourly
Daily
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Hourly Position Questionnaire - Sample Excerpt
Job Tasks This job is performed 0 1 2 3 4 5 Extent to which task is important relative to other tasks 0 1 2 3
2. Read and interpret non- routine written instructions (procedures for reporting vehicle accidents, etc.). 3. Read and interpret technical manuals/material (Installation and Maintenance Series, Engineering Series, etc.).

Somewhat Important
Moderately Important
Not at all Important
Very Important
Never
Annually
Monthly
Weekly
Hourly
Daily
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Hourly Position Questionnaire - Sample Excerpt
Job Tasks This job is performed 0 1 2 3 4 5 Extent to which task is important relative to other tasks 0 1 2 3
11. Read instructions or information aloud to another person.
12. Print or write information legibly in small places.
Somewhat Important
Moderately Important
Not at all Important
Very Important
Never
Annually
Monthly
Weekly
Hourly
Daily
13. Handle direct contact with customers
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Job Descriptions

• Identifying Information
• Job Title
• Exempt or Non-exempt
• Full-time or Part-time
• Gender neutral
• Summary
• Brief description
• Place in org. structure

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Job Descriptions

• Duties and Responsibilities
• What does the person do?
• How do those tasks get done?
• Under what conditions?
• Using what materials?
• Requirements and Qualifications
• KSAs
• Certifications or degrees
• Appropriate for the job