Paul L. Schumann, Ph.D.Professor of Management

MGMT 440: Human Resource Management

1© 2008 by Paul L. Schumann. All rights reserved.

OutlineGoal: Match Person & JobDefinitionsFormat of a Job DescriptionFormat of a Task StatementJob Analysis ProcessNew Views of Job Analysis

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Goal: Match Person & Job

Need information about the Person & about the Job

Person

KSAsTalents & Interests

Motivation

Job

Tasks & DutiesRewards

Job Outcomes

PerformanceSatisfaction

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DefinitionsJob Analysis: the process of collecting &

analyzing information about jobs to write:Job Description: a document that identifies the

tasks & duties performed by a jobJob Specification: a document that identifies

the qualifications required by a jobMost organizations combine the Job

Description & the Job Specification into a single document for each jobUsually simply called a “Job Description”

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Definitions (more)Task: a unit of work activity performed by a

worker within a limited time periodDuty: several related tasks that are

performed by a workerPosition: the set of all tasks & duties

performed by a workerJob: a group of identical positions

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Format of a Job DescriptionExample:

http://krypton.mnsu.edu/~schumann/www/teach/sample_job_descrip.pdf

Common ElementsJob TitleJob SummaryTasks & Duties

“Task Statements”

QualificationsOther information

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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Format of a Task StatementFirst 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? (Object of the verb)Example: “… operation of bar …”

Next word or phrase (optional): Additional informationExample: “… to maximize profitability, minimize

legal liability, and conform to alcoholic beverage regulations.”

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Format of a Task StatementExample:

http://krypton.mnsu.edu/~schumann/www/teach/sample_job_descrip.pdf Each Task Statement is

in the proper formatOptional: Put the Task

Statements in order of:Task performanceTask importanceAmount of time spent

on each taskNo order, but group

related tasks

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 (2006), Figure 4.1, p. 141

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Phase 1: Scope of the ProjectDecide purposes of the job analysis project

How do you want to use the Job Descriptions? Job design Recruiting Selection Performance appraisal Training Compensation

Decide which jobs to include in the job analysis project

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Phase 2: Methods of Job AnalysisDecide what data (information) is needed

At a minimum, for each job being analyzed, we need data on: Tasks & duties performed on the job Qualifications required by the job

Identify sources of job dataJob incumbents: observation, interview,

questionnaireSupervisor of job: interview, questionnaireOther sources

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Phase 2: Methods (more)Select specific procedures of job analysis

Narrative Job Descriptions Simplest method of job analysis Collect qualitative data (no numbers) Examples:

Fisher, Schoenfeldt, & Shaw (2006), Figure 4.2, pp. 148–149 http://krypton.mnsu.edu/~schumann/www/teach/sample_job_descrip.pdf http://www.jobdescription.com

Engineering approaches: micro-motion studies (time & motion studies) Measure body motions involved in performing the job

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Phase 2: Methods (more)Select specific procedures of job analysis

(more)Structured Job Analysis Procedures

Functional Job Analysis (FJA): adds to the Job Description 7 scales (numbers) that measure: 3 worker-function scales: % of time spent with:

Data People Things

1 worker-instruction scale 3 scales that measure the general educational

requirements: reasoning, mathematics, & language13

Phase 2: Methods (more)Structured Job Analysis Procedures (more)

Position Analysis Questionnaire (PAQ) Standardized questionnaire Questions focus on worker activities on the job For non-managerial & non-professional jobs http://www.paq.com/?

FuseAction=Main.PAQProgram Professional and Managerial Position Questionnaire

(PMPQ) Standardized questionnaire For professional & managerial jobs http://www.paq2.com/pmpqmain.html

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Phase 2: Methods (more)

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Phase 2: Methods (more)Structured Job Analysis Procedures (more)

Task Inventory Procedure Questionnaire with a master list of possible tasks Check-mark the tasks done by the job

Other structured Job Analysis procedures: Critical Incidents Technique Ability Requirements Scales Personality-Related Job Analysis Procedures Cognitive Task Analysis

List of Job Analysis questionnaires with brief descriptions: http://www.hr-guide.com/data/G012.htm

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Phase 3: Data Collection & AnalysisCollect job data

Get the organization readyReduce sources of biasConduct effective interviews

Analyze the job dataReport results to organization

Write the job descriptionsPeriodically recheck the job data

Update & revise the job descriptions as needed

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Phase 4: AssessmentEvaluate the Job Analysis project

Continuous improvement: learn from both successes & mistakes to continuously get better Did the project finish on-time and under-budget?

If not, what went wrong? What would you do differently?

Did you collect the correct information? What additional information would you collect if you

did the project over? What information would you not collect?

Are the Job Descriptions being used as intended? If not, what’s missing to make them useful?

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Job Analysis Process

Source: Fisher, Schoenfeldt, & Shaw (2006), Figure 4.1, p. 141

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New Views of Job AnalysisFuture-Oriented Strategic Job Analysis

Identify the tasks, knowledge, skills, & abilities that will be needed to perform a job in the future Instead of describing how a job is today, describe how it

will be in the future Typically uses experts to help make predictions of the

future

Competency ModelingIdentify the observable performance dimensions

that differentiate effective from ineffective employees Define the job’s critical success factors, which should be

tied to the organization’s objectives and strategy20

Example of a Job DescriptionExample of a Narrative

Job Description: http://krypton.mnsu.edu/~schumann/www/teach/sample_job_descrip.pdf

How could it be used for:Job design?Recruiting?Selection?Performance

appraisal?Training?Compensation?

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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OutlineGoal: Match Person & JobDefinitionsFormat of a Job DescriptionFormat of a Task StatementJob Analysis ProcessNew Views of Job Analysis

22