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Job analysis is the systematic method of jobs to identify work activities, tasks, and responsibilities,
working conditions to perform the job.
• Compensation
• Performance Appraisal
• Training
• Compliance with labor law
How to perform / conduct a job analysis ? You should do 8 steps as follows for conducting / writing a job
analysis.
You should identify purpose of job analysis because that will determine what job analysis method, what data
will be collected….
You can choose analyst from professional human resource, line mangers, incumbents or consultants.
• Select representative positions to analyze because there may be too many similar jobs to analyze, and it may
not be necessary to analyze them all.
• Review background information such as organization charts, process charts, and job descriptions … of
positions selected.
• Then identify methods of job analysis. There are many methods in job analysis, you should pay attention to
advantages and disadvantages of each method in order to choose suitable one.
• Identify sample size of position.
• Collecting data on job activities, employee behaviors, working conditions, and human traits and abilities
needed to perform the job…
• Using one or more of the job analysis methods to collect data.
You must review all data collected. This will help you to confirm that the information is factually correct and
complete.
Implement the results into the company procedures according to the goal-setting.
Develop a job description and job specification from the job analysis information. A job description is a
written statement that describes the activities and responsibilities of the job, working conditions and safety
and hazards…A job specification summarizes the personal qualities, traits, skills, and background required for
getting the job done.
Classification of property include 2 types of qualitative job analysis techniques and quantitative job analysis
techniques
Worker-oriented:
focus on traits and talents necessary to perform the job, examine broad human behaviors involved in work
activities
work methods analysis, including time and motion study and micro-motion analysis; and the critical incident
technique.
• Interviews methods includes structured interviews; unstructured interviews; open-ended questionnaires
• Methods of questionnaire include Position Analysis Questionnaire (PAQ); Functional job analysis; Work
Profiling System (WPS); MOSAIC; Common Metric Questionnaire (CMQ); Fleishman Job Analysis System
(FJAS).
• Task Analysis Inventory
• Job element method
• Diary method
• Competency profiling
• Examining Manuals/reference materials
• Technical conference
• Combination of methods etc
• Checklists and rating scales
OBSERVATION METHODS
Methods of observation includes direct observation, work methods analysis, critical incident technique.
1. Direct observation
Direct Observation is a method of job analysis to observe and record behavior / events / activities / tasks /
duties while something is happening.
Direct Observation is a method in which a researcher observes and records behavior / events / activities / tasks
/ duties while something is happening.
• Observation by camera
• Visual Observation
• Photographic Observations
• Video Observations
• Radio Observations
• Telescopic Observations
• The analyst must make sure that he obtains a proper sample for generalization.
• The analyst must observe average workers during average conditions.
• Reactivity can be a problem with direct observations, which is where the worker changes what he/she
normally does because he/she is being watched.
Work methods analysis is used to describe manual and repetitive production jobs, such as factory or
assembly-line jobs. Work methods analysis includes time and motion study and micro-motion analysis.
Work methods analysis is used to describe manual and repetitive production jobs, such as factory or
assembly-line jobs. These methods are used by industrial engineers to determine standard rates of production
which are used to set pay rates.
Work methods analysis includes time – motion study and micro-motion analysis.
In time and motion method, an industrial engineer observes and records each activity/task of a worker, then
note the time it takes to perform separate elements of the job.
In micro-motion analysis method, an industrial engineer uses a movie camera to record worker activities.
These films are analyzed to look for ways in accordance with tasks, to set standards relating to how long
certain tasks should take.
• Describe Tasks
• Break down into elemental actions
• Define requirements for: Frequency, duration, posture, load, force
• Determine Risks
• Revise Tasks
• Specify sequence of actions
Critical incident technique is a method of job analysis used to identify work behaviors that classify in good
and poor performance.
CIT model is method used for collecting observations of human behavior that are judged to be “effective” or
“ineffective” in work, activities.
“Critical incident is an event that has a significant effect, either positive or negative, on task performance or
user satisfaction, thus affecting usability.”
“The Critical Incident Technique (or CIT) is a set of procedures used for collecting direct observations of
human behavior that have critical significance and meet methodically defined criteria”
“The critical incident technique of job analysis is used to identify work behaviors that classify in good and
poor performance“
“Simply, critical incident involves the collection of observations of employee behaviors that are both effective
and ineffective”
if a fashion salesman comments on the customer’s skin and the customer leaves the store in a huff, the
behavior of the salesman may be judged as ineffective in fashion company.
The critical incident technique has been applied in studying some sector as follows:
• Organizational development
• Large scale tasks and activity analysis of numerous occupations
• Health care.
• Market research etc.
4. INTERVIEW METHOD
Interview method is a useful tool of job analysis to ask questions to both incumbents and supervisors in either
an individual or a group setting. Interview includes structured Interviews, unstructured interview, open-ended
questions.
The interview method includes asking questions to both incumbents and supervisors in either an individual or
a group setting.
There are three types of interviews are used to collect job analysis data:
There are two types of interview: unstructured interview and structured interview
Structured interview include normally a job-holder’s sequence of activities in performance and an inventory
or questionnaire may be used.
QUESTIONNAIRE METHODS
PAQ model is a questionnaire technique of job analysis. It developed by McCormick, Jeanneret, and Mecham
(1972), is a structured instrument of job analysis to measure job characteristics and relate them to human
characteristics. It consists of 195 job elements that describe generic human work behaviors.
PAQ model developed by McCormick, Jeanneret, and Mecham (1972), is a structured instrument of job
analysis to measure job characteristics and relate them to human characteristics.
It consists of 195 job elements that describe generic human work behaviors.
• One of the major disadvantages of PAQ, however, is related to its taxonomic approach.
• Getting Human Resources probably because its language is not specific to particular jobs.
• Another criticism of the language used in PAQ is that its reading level is too difficult.
5. Process of PAQ method / technique:
• Job incumbents (and sometimes their managers) answer questions on form outlining skills, abilities
and knowledge needed to perform the job.
• Responses are compiled and a composite job requirement statement is produced.
FJA model is a technique of job analysis that was developed by the Employment and Training Administration
of the United States Department of Labor. It includes 7 scales (numbers) that measure: 3 worker-function
scales: measure % of time spent with: data, people, things; 1 worker-instruction scale; 3 scales that measure
reasoning, mathematics, language.
FJA model is a method of job analysis that was developed by the Employment and Training Administration of
the United States Department of Labor.
FJA model is similar to the DOL method, but differs in two ways.
• Functional job analysis also identifies performance standards and training requirements.
• Functional job analysis rates the job not just on data, people, and things, but also on another dimensions:
worker instructions, reasoning, mathematics, language.
Functional Job Analysis (FJA) was used by U.S. Employment Service job in the beginning of the 1940s to
classify jobs for the DOT (The Dictionary of Occupational Titles).
This method were developed by groups of four to six Subject Matter Experts (“SMEs” are typically
supervisors, job incumbents, or job analysts).
Each scale has several levels that are anchored with specific behavioral statements and illustrative tasks.
Data
0- Synthesizing
1-Coordinating
2-Analyzing
3-Compiling
4-Computing
5-Copying
6-Comparing
People
0-Mentoring
1-Negotiating
2-Instructing
3-Supervising
4-Diverting
5-Persuading
6-Speaking
7-Serving
8-Taking instructiions
9-Helping
Things
0-Setting up
1-Precision working
2-Operating- controlling
3-Driving – Operating
4-Manipulating
5-Tending
6-Feeding – Offbearing
7-Handling
WPS model is a questionnaire technique of job analysis, is a computer-administered system for job analysis,
developed by Saville & Holdsworth, Ltd.
WPS model is computer-administered system for job analysis, developed by Saville & Holdsworth, Ltd. (SHL
Group). This is one of questionnaire methods.
There are three versions of the WPS: managerial, service, and technical occupations.
This method contains a structured questionnaire which measures ability and personality attributes such as
hearing skills, sight, taste, smell, touch, body coordination, number skills, complex management skills, verbal
skills, , personality, and team role
• Information is collected about a job in a structured way from 2 to 4 people who are currently doing the
job through questionnaires.
• The information is then computer analyzed to meet a variety of objectives, including:
8. MOSAIC model
MOSAIC model is a questionnaire technique of job analysis used to collect information from incumbents and
supervisors. It contains 151 job tasks rated in terms of importance for effective job performance and 22
competencies rated in terms of importance, and needed proficiency at entry.
Multipurpose Occupational Systems Analysis Inventory-Closed Ended (MOSAIC model) is a job analysis
method used to collect information from incumbents and supervisors on many occupations for a wide range of
HRM functions.
MOSAIC has been conducting a large occupational analysis projects, each project conduct a different set of
occupations (e.g., clerical, managerial, etc.) for government occupations.
Each job analysis inventory used to collect data for MOSAIC include a variety of descriptors. The two critical
types of descriptors are tasks and competencies.
The questionnaire contained a diverse set of items, including:
• 22 competencies (a human quality or characteristic associated with the performance of managerial tasks,
e.g., knowledge, skill, ability, trait, motive, or self-concept) rated in terms of importance, and needed
proficiency at entry;
• 151 job tasks rated in terms of importance for effective job performance;
A standard questionnaire was developed and sent to over 20,000 federal executives, managers, and
supervisors.
9. Common Metric Questionnaire (CMQ model)
CMQ model is a technique of job analysis that was developed by Harvey as a “worker-oriented” job analysis
instrument designed to have applicability to a broad range of exempt and nonexempt jobs. It includes 41
general questions of background section, 62 questions of contacts with people, 80 items of decision making,
53 items of physical and mechanical activities, 47 items of work setting.
CMQ model was developed by Harvey as a “worker-oriented” job analysis instrument designed to have
applicability to a broad range of exempt and nonexempt jobs.
• Background: Background section asks 41 general questions about work requirements such as travel,
seasonality, licensure requirements.
• Physical and Mechanical Activities: Physical and Mechanical Activities section asks 53 items about
physical activities and equipment, machinery, and tools.
• Work Setting: Work Setting asks 47 items that focus on environmental conditions and other job
characteristics.
• Contacts with People: Contacts with People section asks 62 questions asks level of supervision,
degree of internal and external contacts, and meeting requirements.
• Decision Making: Decision Making asks 80 items in the CMQ method / technique focus on relevant
occupational knowledge and skill, language and sensory requirements, and managerial and business
decision making.
A matrix response format is also used, respondent is asked to provide ratings for up to frequency, criticality,
consequence of error.
FJAS model is is a technique of job analysis that describe jobs from the point of view of the necessary
capacities. It includes 52 cognitive, physical, psycho-motor, and sensory ability, each of the categories
consists of two parts – an operational and differential definition and a grading scale.
FJAS model is a system to describe jobs from the point of view of the necessary capacities.
Thid method is a questionnaire developed by Edwin A. Fleishman (Fleishman and Quaintance, 1984)
This method includes 52 cognitive, physical, psychomotor, and sensory abilities, each of the categories
consists of two parts – an operational and differential definition and a grading scale.
First step, analyst will list all elements as follows:
Cognitive
* Perceptual Abilities
* Spatial Abilities
* Idea Generation & Reasoning Abilities
* Quantitative Abilities
* Memory
* Attentiveness
* Verbal Abilities
Psycho-motor
Physical
* Endurance
* Flexibility, Balance, and Coordination
* Visual Abilities
* Auditory and Speech Abilities
* Physical Strength Abilities
Sensory
The second step involve a meeting of experts, each of whom provides his/her. The analyst calculates and
obtains job description.
OTHER METHODS
A task inventory is a list of the discrete activities that make up a specific job in a specific organization.
Another definition: A task inventory is method to identifying—with the help of employees and managers—a
list of tasks and their descriptions that are components of different jobs.
The list of task itself is not a job description, it is a method used in job analysis.
This method was initially developed by US military. This method was used when a large number of jobs in an
occupational category are to be analyzed and incumbents can not be interviewed individually.
• Immediate: Task unit intermediate in specificity; between job function and procedure.
• Discrete: Each task distinguishable; definite beginning and ending.
• Active: Action verb and object of each action.
• Comprehensive: all work activities concerned/..
This method is same the critical incident technique. It focuses on work behaviors and the results of this
behavior rather than more abstract characteristics. Job element method developed by Ernest Primoff.
This method, like the critical incident technique, focuses on satisfactory workers. It attempts to identify the
characteristics of satisfactory workers (job elements).
JEM method focuses on work behaviors and the results of this behavior rather than more abstract
characteristics.
Step 3: Assign weights to each of the elements based on the following criteria
• Trouble Likely If Not Considered (T ): the trouble likely to occur if the element is not considered; and
• Practical (P): practicality–the effect of including the job element on the organization’s ability to fill job
openings.
• Barely Acceptable (B): proportion of barely acceptable workers who have the job element;
• Superior (S): effectiveness of the element in picking a superior worker;
Step 4: Devired scales is process of delivering scale values from the expert ratings
Categories includes
• E = Element,
• S = Significant
• SU = belement,
• RS = Rankable- Screenout,
• TS = Training Subelement,
• SC = Screenout
This method is a useful tool of job analysis to ask worker maintaining and keeping daily records or list of
activities they are doing on every day…
In this method the workers are asked to maintain and keep daily records or list of activities they are doing on
every day.
Another definition: word diary/log is to ask workers to keep a diary/log of what they do during the day.
Some firms take a high-tech method to apply word diary/log. This approach can avoid one pitfall of the
traditional diary/log method: relying on workers to remember what
they did hours earlier when they complete their diary/log.
Checklist is job analysis method base on an inventory of job elements. You can ask question about purose of
position; key responsibility areas; organization; relationships; decision making; authority; Skills, knowledge,
experience; working conditions
There are 2 types of checklist: checklist for incumbent and checklist for analyst.
a. Checklist for incumbent: a worker or supervisor check items on a standardized task inventory that apply
to the job. Checklists may be custom-made or purchased from an outside vendor.
b. Checklist for an analyst. Checklist is used to review all data before issuing job description.
Your form should ask appropriate questions base on post : “contents of job analysis checklist”.
* Easy to administer.
* Inexpensive.
Competency modeling is the activity of determining the specific competencies that are characteristic of high
performance and success in a given job. Contents of competency modeling include skills, knowledge,
abilities, values, interests, personalities
1. Definition of competency
“Competency is knowledge, skill, ability, or characteristic associated with high performance on a job”.
(Mirabile, 1997 ).
“Competency is a description of measurable work habits and personal skills used to achieve a work objective”
(Green, 1999).
2. Definition of competency modeling
Competency modeling is a measurable method of knowledge, skill, abilities, behaviors, and other
characteristics that an individual needs to perform work successfully or
Competency modeling is the activity of determining the specific competencies that are characteristic of high
performance and success in a given job.
• Job Analysis include KSAs (KSAOs), Competency Modeling include KSAs and behaviors, personality,
attitudes.
• Job Analysis base on task-focused, Competency Modeling base on person-focused.
• Job Analysis tied to role of worker, Competency Modeling tied to organizational goals and strategy.
Manuals/reference materials such as quality manual, human resource manual, procedures, instruction, forms,
job description…are useful for analyst in job analysis. These documents are available for organizations
applied to ISO 9000 standard.
SMEs definition:
* Supervisor
* Incumbents who are familiar with work
* Human resource staff / supervisor/ manager…
* SME’s may have trouble breaking work into tasks and describing work.
* Time consuming.
* Differences in opinion need to be resolved to consensus.
Threshold Traits Analysis System (TTAS model) is a method of job analysis, was developed in 1970 by Felix
Lopez. Threshold traits analysis system include a standard set of 33 traits: ability traits are “can do” factors
and attitudinal traits are “willing to do” factors.
Threshold Traits Analysis System (TTAS model) is a method of job analysis, was developed in 1970 by Felix
Lopez.
This method used to provide a theoretically coherent, multipurpose, trait-oriented and defensible method of
job analysis.
The entire TTAS contains several different pieces. Some pieces are designed for describing traits for
selection, some are designed for training, and some are designed for job description (although a TTAS can be
used for other purposes as well, including job evaluation).
• Ability traits are “can do” factors. It are described as abilities and contain the physical, mental, and learned
traits.
• Attitudinal traits are “willing to do” factors. It are described as attitudes and contain the motivational and
social traits.
These traits also are assessed for 6 characteristics: level, practicality, weight, degree, critique and availability
as follows:
Combination of methods
In process of job analysis, analyst can use and associate all methods to collecting job information. For
example, when you use direct observation, then you always do interview method.
• Context Questions
• Behavior question
• Job purpose:
• Job duties
• Job criteria / results
• Records and Reports
• Supervisor
• Authority
• Working instruments
• Health and safety
• Working conditions
• Responsibilities
• Knowledge
• Skills/ Experience
• Abilities required
• Management by functions
• Management by activities
It is a job analysis form that include includes 195 items of job elements includes six categories.
These questions are designed base on Position Analysis Questionnaire model (PAQ model).
Directly outcomes / results of job analysis are job description and job specification. Apart from job
description and job specification, Functions / benefits of job analysis include elements as below.
• Skill levels
• Compensation job factors
• Work environment (e.g., hazards; attention; physical effort)
• Responsibilities (e.g., fiscal; supervisory)
• Required level of education (indirectly related to salary level
• Training content
• Assessment tests to measure effectiveness of training
• Equipment to be used in delivering the training
• Methods of training (i.e., small group, computer-based, video, classroom…)
• Job analysis also identify performance criteria so that it promote worker for best performance.
• Job analysis can use methods of time and motion study or micro-motion analysis in order to time and motion
for job.
Role of top management is to communicate to incumbents that purpose of job analysis is to enhance
performance in organization.
Incumbent should be trained about job analysis as purpose of job analysis, if not, incumbents distort data of
job analysis because employee think that process seen as a threat to employee
Each method also has advantage and disadvantage so you should use at least 2 methods for job analysis.
Note that job analysis includes both collecting of data and review data so that you should not use only one
method.
Information source of job analysis include many one from internal one to external one… One can not reflect
all data about position so that you should use at least 2 ones of job analysis information.
• Job analysis information from competitor such as job description and specification…
• Dictionary of Occupational Titles
• U.S. Standard Occupational Classification System
• Other on-line job descriptions
• Job analysis information from competitor such as job description and specification…
• Dictionary of Occupational Titles
• U.S. Standard Occupational Classification System
• Other on-line job descriptions
Direct observation
Work method