 I am Muhtar Ahmad with the virtual university course MGT501 that is human resource management. And today we are here with our lecture number 14. Let's start our lecture today. Before we start our lecture, today's lecture, let me ask you one thing, how are we doing now? Till now we had a lot of sessions, almost 13, we have completed them, so there is no problem. Some people understand it, but we both have to play the role, you and I have to play it. If you keep trying, trying doesn't mean just trying, yes, serious trying. And if you still have some concern, write to us, ask us and then move forward. Let's start today. Today as I said it is our lecture number 14. So now we are getting close to our main subject. We have established good basis of the basic setup, basic concepts. Now we are moving towards specific area of the subject. So before moving forward, as usual, lecture number 13, the last lecture. Yes, keep this in mind, because it can happen that we start discussing something from between, just to see if you can recall those things or not. You should be able to discuss those things, you should be able to discuss on them and also the concept should be clear. In this stage, don't force yourself on your stage, conceive ideas, understand concepts and then move forward. Then things will be more clear and its application will be easier later. So the last lecture that was about strategic planning, human resource information system and then we try to what? Relate the specific human resource information system with the business information system or for that purpose we call it management information system or abbreviate it in the name of MIS. At the same time we have discussed a new concept of management which is called SWAT analysis. What is SWAT analysis? It is the combination of four words, at stand for, this is abbreviation of course, for strengths. What is SWAT analysis? If we are doing SWAT analysis of a person, then we are talking about that person's strength. If we are talking about a department, then we are talking about that department. If we are talking about a complete organization, then we are talking about the strength of that organization. What is SWAT? SWAT stands for weaknesses. Again this is internal thing. After that, O for opportunities and T for threats. You will remember that I have also tried to relate this concept with the environment, overall environment. If we study the environment, then external environment or internal environment or micro environment or macro environment, whatever. If we look at SWAT, then we are also talking about the same thing. Strength or weakness is the internal part, are the micro factors and opportunities and threats are the external environment part or the macro factor. What is this? When we are talking about SWAT analysis, it is the complete environment scanning. Then we looked at the strategic planning concept. And then I showed you this cartoon type of thing there, where two persons sitting, they are selling information. One is saying, take information, give one dollar. The other is saying, no. If you want, they can cost you five hundred dollars. Information is very important always, especially for the manager. Any person who has to make a decision, the more information he or she can have, the better option he can have for the decision making. So information has a huge amount of information. The world is full. So what will you see, what will you listen? If a system becomes like this, your specific information, the required information will be found. Don't you think it will be good? Then we understood the management information system. What is this system? This system comprises of people, the equipment, the technologies where they gather information, they manipulate those information, use those information, and then after analyzing, give those information to those people who make the decision and they are the managers, whatever level. We are talking about management information system, the top executive of the managers, the line manager, the decision maker. If we are talking about the human resource information system, of course it is the human resource manager. Even if we are talking about the accounting information, a financial information system, then it is the finance manager who needs those information to make the decision. Of course all those basic components, different information system, they combine together to form a business information system or ultimately management information system or wherever the required things are there, they help. What is its benefit? Its benefit is the speed, accuracy, in another sense it is efficient and effective. It is also convenient. That is why you are willing to pay extra for these information. And then we try to understand the human resource information system. And then we saw that as many as possible, a long list which should be mentioned, we shared with you that the human resource information system here helps you in monitoring, tracking, making a system, taking compensation, taking training development, any major function which is the basic function of 5 HR, or even the specific detail which you have discussed we play our function in that system and it helps you as a manager to make the decision. So I hope the things are clear, right? Let us move to today's topic. And that is what? Now we are moving toward our own subject, the human resource. So first part is the job analysis. So today we will look at the job analysis. We will try to relate it, why we are doing all this? So job analysis is a basic human resource tool, the basic tool. We will go to the end and see what the outcome is. What is the benefit of job analysis? Studying and understanding job through process known as job analysis is a vital part of any HR program. In simple words, job analysis is knowing who does what. Who wants to do this? We design jobs for that. Based on our analysis, looking at others, what are the other people doing? What is the reason for this? Why do you want to do that? If we look at the broader spectrum, then you get major duties, activities required to perform a particular job. And the environment in which the job analysis works, that you can figure out through this job analysis. What is a job, by the way? To understand this, we will have to look at a few more terminologies. These are related. Work, what is work? What is task? What is career? All these are some bookish definitions. But if you keep looking at them, then things will become more clear for you. What is work? A definition is written here. Efforts directed toward producing are accomplishing the results. I still recall when we were your age, we used to do work definitions in physics. When you apply force, we call action and action as work. So work is basically the same. If the efforts directed toward the producer are accomplishing, some results will say it is work. But it is important to have some work in return. Some action, some results are oriented, then we will say it is work. What is task? What is task? A distinct, identifiable work activity composed of motion. Is it related? Similarly, duty. Will this also come again and again? I thought, why don't I just put some basic definitions here. Firstly, you will have a record. Secondly, you may be able to understand things. So what is duty? A larger work segment. Composed of several tasks. You have to perform this particular duty. You may have different tasks in it. And for a person, your duty is my duty. It is the duty of ABC. So he has to do this. So in his duty, different tasks are combined which one person has to perform. What is responsibility? An obligation to perform certain tasks and duties. So responsibility is an obligation to perform certain tasks and duties. So what is your responsibility as a student? Yes. You have to work hard. You have to listen to your lectures. You have to exercise. Different tasks that comprise your duty to perform. That is your responsibility. And what is my responsibility as an instructor? I have to prepare lecture. I have to prepare slides. I have to provide you notes. I have to answer your queries. So I am also having certain set of tasks to be able to fulfill the responsibility. So this is another term. Position. Set of tasks and duties performed by single individual. What position are you in? Like I am at a position of an instructor. You are sitting there in the position of a student. So what is your job? Group of positions that are identical with respect to their major significance. A comprehensive book has a definition. I have defined it in two simple forms. That will be more clear. What is occupation? General class of jobs. Now I am a teacher. What profession am I in? Teaching. I can be an instructor. I can be a grader. I can be a course designer. So I have to perform different types of jobs. I can be an administrator of an academic institution. So that is your occupation. Then is career. A sequence of jobs held by an individual throughout life time. That is career. How did you, like in our education institution, we start with junior lecture, lecture. Then you go to assistant professor, associate professor, professor and so on. So that is the career. What is the job description? A written statement which describes the activities performed by individual that include about equipment, even use for that particular job. Or what working condition are we talking about? To perform a particular job, what assignment do you have to do? What condition do you have to do? How do you do that? That is your job description. Now these are new terms for you. Job description, job specification. In the next few lectures, we will discuss them in detail. I just understood a little bit of this concept. So we might do some practice of writing job description or specification. I will ask you to do that. So what is the job description? What do you describe? What do you have to do? How do you have to do it? What condition do you have to do it? After that, job specification as I said. It is seen that the person who has to perform this job what abilities should be there? Knowledge, skills and ability of that person who will be performing that particular job. KSA abbreviates it for Human Resource Management. K stands for knowledge. S for skills and A for abilities. Other physical condition is required for a particular job. High side is required for this type of job. That is your job specification. I have told you that these are both new things. Job description, specification. We will try to cover in the next few lectures. So these were some definitions that are used in related terminology with job or job analysis. I have shared them with you. So what is job again? Grouping of tasks, duties or responsibility that constitute the total work. Assignments for employees. That is the job. Over a small size for a simple form. A job is a set of closely related activities carried out for pay. So now I believe this term job is clear to you. Let us move forward. Then what is job analysis? We saw a simple form in the beginning. Job analysis is a systematic process of collecting and making judgments about all the important information related to job. A systematic study, a systematic process of collecting information, making judgment about all the important information related to a particular job. That is job analysis. Now we will go and see why we do this. What is the benefit of this? It helps you especially in human resource management capacity. And this analysis of job should include what? Task, duties, you have to identify what particular task he or she has to perform when you are creating a job. When you are deciding a job. Then you have also identified the basic KSA. Knowledge, skill, and abilities. Required to perform that particular job. Now this is not possible. As I told you, for example the programmer. Now the programmer should have a basic concept of how to do computer programming. He or she should have a language tool in C, Java or something else that she has to do programming. There should also be abilities in it. Now how does skill come? With experience, with practice. These are the three things that you have to identify for a particular job. But it should match with those particular tasks he or she is supposed to perform. Now a vehicle's mechanics are very good. He has knowledge, skill, and abilities but that is for the mechanical part. Not necessarily that he is a good programmer. Similarly, he is a good programmer. He has a very good language. He writes good programs. He integrates them. He knows all the steps that he has learned in the classes. But not necessarily that he or she should be able to fix your TV or VCR. Those abilities, knowledge, skill that relate to that particular job or task that he or she has to perform. And reasons why we want to conduct job analysis for a staffing purpose. Because we have to go and hire people. Unless I know what kind of position do I have what kind of jobs I have to perform. I have to get it performed from others. How can I get good person? Are the right person for the right job? Similarly, for training development. When you know that job position then the person I have kept for that his training development is in that area. Now I cannot say let's again give the example of a programmer that I give him training to go to space. Because it has to do nothing with his job. Then, compensation and benefits. If the proper job, and you will see at the end of today's lecture what is the outcome of job analysis. There is also a job evaluation. Its worth. What is the worth of this job? So the job analysis makes you want to see the worth of it. How do you compensate this particular job that you are performing? Based on whatever task he or she is performing with what qualification, skill, knowledge all these things will guide you to decide the compensation. This is also a reason for you to do job analysis for compensation. So any other reason? Can you think someone? Any other reason? That is why we do job analysis. Now you should participate for safety and health. Now you will say, what is the difference? Yes, when you see a job then what condition it is working in. And according to that condition according to that environment you might have to decide special safety procedures there. You have to apply there. Some are working with chemicals that can be effected. Others can be diseased. For that you will help that yes, I have to create such and such jobs but since it requires certain safety and health requirements so that will help you there. So here also this can also be a reason. What kind of implies and labor relationship will be there? How much is fixed in hierarchy there? In this particular job the one who is performing will be responsible for the social part of the organization. This also helps you in your analysis. Similarly legal consideration. You don't want to end up with a legal problem. So with proper analysis and then deciding accordingly you will be also responding to the legal issues. So what part are you in? Come on. The reasons for job analysis are there. So let's start. Let's see what is next then. Types of job analysis information. The same thing is said in a slightly different way so that things are clear for you. Read it first otherwise you won't be able to sleep. Read it first because some concepts are clear. Along with this you clear it very clearly. Drink water. Let's start. Work activities you see. They collect information. Worker oriented activities related to workers you see that too. And what machines, tools to perform that job are required. Equipments. What help do they need? What facilities to perform the work well? That job can be performed well. So for this job analysis helps you. Then sometimes there are some tangible and intangible things which are also required to perform a particular job. Now tangible and intangible words are very easy. The dictionary should pass. Tangible which you can feel, touch, intangible which you can feel in such that you cannot touch it. It is not in reality. So such job related activities, motivational factor, environment then there is equipment, tangible. This is a laptop, this is a tangible thing. This also helps you in job analysis. How do performers see it? If a particular job has been performed properly or not? That also helps you in job analysis to decide the performance indicator. Whether a person is performing when you will start that job and that job is being done at your place. How can you make sure that the performance was good? In the same process when you did job analysis you will have information that which indicators are there? Which performance related indicators are there? That will help you to figure out that the job was performed properly. What is the content of the job? And the personal requirements of the job? What should that be? So all these information you are collecting they will help you in future if you are creating a new job or it will help you if you are changing the present job even. So there are certain questions any job analysis should be answering. Someone has done job analysis about any job. One basic question that analysis should answer what are those basic questions? What physical and mental task does the worker accomplish? To perform that particular job what physical and mental task activities do the worker have to do? If he is already doing a job somewhere else when does the job have to be completed? Should there be a time frame then he will reply that analysis that data, that information you have gathered for this particular job and where is the job to be accomplished? In which particular environment, on which particular machine, on which particular circumstances that particular job will be accomplished or done? How does the worker do the job? You have to insert the cassette into the CD drive. This is also a task. How to turn on the computer? Similarly, if you think of those type of things at the largest scale in a big factory, on a big equipment even sometime like specialized tasks where someone has to fly the plane to file it. Everyone has learned, they know that there is so much training, but still first of all, you have to turn on this button then you have to check the meter then you have to check the temperature then you have to check the gauges the digital gauges you will see there. Then how you go with the step by step. If someone has done a job analysis then you have all this detailed information. Next. And why is this particular job done? What is the relationship with the others? Because none of these jobs are isolated jobs. Every job has other jobs other activities have links with them. To understand that linkage and what qualification what skills, knowledge skills, abilities do you want to perform this job? This question should also be answered. Now, next topic is job analysis decency. What is the procedure? You have to make certain decency. What are those? What types of information will be collected? You will do a little narrow down for these people. By the way, do not pick up and go or take information about this job. Yes, we will go ahead and in the next lecture we will study the techniques of job analysis. There is also an observation that you go and just watch how people are performing job. An idea, what is the limitation? What are the boundaries? First, the science. What type of information will be collected? 2. How will the information be collected? I have told you that there are different types of job analysis. Techniques used. In the next lecture we will read these techniques in detail. You use a diary system you use an observation system you use a questionnaire system you use different people who are already working and collect information from them. Different kind of techniques you can use to go for job analysis. Any other? Let us see. Yes, how will the information be recorded or documented? The information you are collecting or whatever whether it is observation or what what will be the methodology of how to record and present it. That is also the decision as a manager you have to make when deciding for the job analysis. When job analysis is performed when you are supposed to do the job analysis? Will you do it every time? Will you do it sometimes? There is a special even time where organization people especially human resource management have to perform job analysis. Yes, there are certain specific times when you are supposed to go for the job analysis and they are when the organizations are founded. Let us see you are opening an institute you want to make your own software someone thought that I want to do this business. Now he or she has to figure out what kind of work I will lose here. Let us see you are launching an institution you make a hospital logically you should not only be a doctor you need more people you need people who record keeping for you you need people who help you you have to have a task there to take care of your maintenance. There are some other tasks like phone operator you have to keep someone on the reception, you have queries you have to answer them. So many different tasks you can imagine you can have all those information before time. So technically when you have a new organization established that is the time people have to do job analysis. That is it? No. When new jobs are created even in the existing organization even you do job analysis when new jobs are created even in the same profession or even if you are bringing something new still you have to go for job analysis. What else? As we have discussed technology is changing change is coming with very fast speed along with the change you have to adjust your institution has to adjust your organization too has to adjust I use it again and again change as environment change otherwise you are finished. If you are not responsive if you are not smart enough so what is going to happen? You will become history and other other competitors will take over and they will be the leading in the market. So for that you have to be alert. So even on that smoke even in this situation jobs are changing technology is changing method procedure is changing so again you have to go for job analysis to make the adjustment to decide new procedures to decide new job description to decide new job specification and so on. In the beginning when we started this lecture I told you one or two points why we want to do job analysis after understanding after discussing let's go a little bit in detail and see where we can use job analysis where this job analysis will help us big picture as I told you in the beginning this is the basic HR function job analysis you perform all the HR activities based on job analysis you will go for the human resource planning and then you will also decide about the recruitment the proper job analysis will also help you to go for the proper and right selection process till you don't know what is the job how to do what skills abilities and knowledge are needed what is the environment how can you do the right selection so this will also help you for the selection process in human resource job analysis also helps you in HR development so when we are deciding about the development human resource development in the organization that job analysis also help us will help us to proceed for that not only this but even job performance which you have called performance appraisal you can't do it properly till you have done job analysis in which you don't know how do you perform performance appraisal you want to see whether a person is performing right or not I have already discussed this point of course this performance appraisal is a separate subject we will be discussing later on in later lectures one evaluation one developmental evaluation is the present system let's see how it works any person you do the human resource when you do the performance appraisal when will it happen when you have a baseline who will compare it and how the baseline was decided when you did the performance appraisal or when you did the job analysis you had that criteria on the same basis you want to do the performance appraisal so this job analysis is also helping human resource department to go for this performance appraisal the major activity they are doing in the organization similarly the compensation and benefit this job analysis will also form a basis for you to compensate or decide about the benefits of the health and safety we have already discussed similarly implies labor relationship HR research for all those HR related activities this job analysis will provide or give you the basis to go for those activities so this is the basic step the basic point from where you have built the human resource management process so things are getting clear right now we have discussed all the job analysis that is the same importance on the same basis this series is considered important but still the job analysis will provide you as a manager a realistic job informations about duties, working condition and requirement for that particular job these are repeated repeatedly so these are the things that should be cleared from your Zen your Zen should be cleared the purpose of being cleared is not to forget so you must have seen in your textbook to explain any point he is giving a reference sometimes he is presenting a case sometimes he is telling a situation what is the logic behind that think should be crystal clear in your mind the reader who is reading should not be confused in any point otherwise he would have multiplied so first the important the job analysis because of this you get realistic information about the duties you need working condition and the other requirements apart from that it will identify relationship between supervising and subordinate the line or staff relationship we have discussed in a lecture how it will be established who is responsible for this particular job and who is responsible to him or her what relationship will be developed who is responsible for their job and who is responsible for them this is also a job analysis you can get it will help you to define duties and related tasks this is important time required to perform this particular duties these are people who will do analysis to make this people who use this time they also call it benchmarking when you compare with the standard then the benchmarking the point is also there you can imagine how long this particular task can be completed again this is important because that will give you a baseline to decide about the training, career planning and career development of your employees because when you decide their duties the benchmark is standard then you will decide about the training of your employees their career path so that they should move toward their career development so with that purpose it is also very important the purpose of giving stress is that the foundation will go from here and the base will be your human resource activities so it should be very much cleared in your mind what else? the worth of the job you can decide this is very important step or process we call it job analysis so you help the organization to determine what is the worth of this particular task or job performance what is the salary to perform what is the wages to decide that is also important and it is also strategically important that you do the job analysis where it is strategically important let us give you a situation as I said so many time that things are changing so according to that those changes organization has to also adjust themselves so organization is strategic let us see organization decide Kaliya that they have to change in their strategic they have now new direction new vision, new mission, new strategy or new goal for that purpose for that goal then organization can have strategic plan properly the new change for that changes in way the organization operate can also be expected normal thing now you see if the computer was there what is the direction now you see where is the typewriter first the files moved bunch of files people carry and they go to one office from one office to another office now you are sitting on your office computer working on some issue or agenda or topic or any case of your organization and if you want to send all those information to somebody of your subordinate or your boss for your advice comments you just attach the file and mail it to that particular person and without any delay if the system is efficient the concerned person will read it give his or her comments and send you back see the system is changed and if system is changed now you also you can see the changes in people skill skills required for particular job now those who had to write comments on the file those who had to give their recommendations now they should come to computer now they should mail now they should retrieve now they should even have to improve their writing skills because when you are now you are sitting at your computer you are supposed to write yourself earlier your sector was doing the same thing for you so see strategically this job analysis also very effective why because in this situation change in organizations strategic goals see why I say we change IE strategic goals change currently when strategic goals are changed so naturally operational level operational level can there be changes now if you have a change in the operational level Swiss mean there is change in the people skills required now now you have to adapt in different ways for that that will results in again different job description and job specification and how you will get those things how you will determine those things of course with job analysis so this means job analysis also very important when we are talking about strategic management because see environment change agnation goal change working condition change way of working so again job analysis will help you to decide about new job description and specification so that is the importance of job analysis any question so far do you have any question please do ask us if the question is not there it means two things either I am studying very well which is probably not good no one can be so good no one can be so good so both things are bad unrealistic do ask questions write to us so that things should be clear from the beginning but it is not a simple question if you will study then you will go ahead let us move what are the steps of job analysis step number one as I said in the beginning you have to decide how to collect information this is the first step the information you will review the background of information you want to collect after that which position you want to collect and then you will collect the data to analyze the job actually you do that after that the information you have recorded they will review with the manager they will discuss and then based on those information you will describe the job description and specification so that is how you go for job analysis I will show you a small model of job analysis see three things job context job content worker requirements and from where from these type of things you will collect information and you will write job specification a description when we talk about job context there is an assembly working on the line there is a particular environment for that there are particular requirements and content to assemble the boxes now to do that you need specific knowledge skills and abilities that was just one example to share with you so that you should understand how job analysis you can use the information by separating these things for your job description what will be the outcome of all these processes of your job analysis whatever process you have adapted from where you took the information what should be the what is the logical outcome of job analysis those are the same the outcome will be job description yes what is the work how to do what is the equipment after that job specification what kind of skills knowledge abilities are required what other characteristics are required to perform that particular job and to decide the worth of that particular job that is the job evaluation these are three outcome one can get from any job analysis stop it here I think enough for today let's see what we have covered today we have explained job analysis which is a basic human resource tool why do we do it when do we do it what is the outcome of job analysis that was our today's topic what is next as I said we have to go a little bit more about job analysis in which we have to look at techniques we will cover them and the other things we are doing with that we will cover the job description specification so we will stop it here today but again must go through your text must read the notes attached with this virtual university lecture work hard and I can believe that you will make a difference thank you take care