Human Resources Management Easy Report

This project gives you the opportunity to conduct a job analysis. You will summarize the results of your analysis in a typed report that you will hand in to the instructor. This project is critical, as you will be using this information to complete the second project.

Job Analysis Instructions:

Step 1: Collect your job analysis information by interviewing an employee in the job of your choice. The person you interview should work full-time (or over 20 hours per week) and have been in the job for at least six months.

Suggestion: Choose a job in which you are interested in working after graduating from college. This will give you the opportunity to see what the job is like and whether the courses you are taking are helping you to develop the necessary knowledge, skills, abilities, and other (KSAOs) needed for the job.

Information to be collected:

Subject

Name

Title

Tenure (how long they have been in that job)

Level of Education

Organization

Name

Size

What does the organization do?

How the subject’s job fits in with other jobs in the organization

Job Description

Make a list of the tasks, duties, responsibilities and conditions under which a job is performed.

Job Specification

Make a list of the Knowledge, Skills, Abilities and Other (KSAOs) needed to perform the job.

Collect enough information to complete Step 2

Step 2: After the interview:

a.       Develop a job description, that is, a list of the job's general tasks, functions, responsibilities, conditions (such as where and when the job is performed), what machines are used on the job, etc. 

b.      Develop a job specification, that is, a list of 15-20 KSAOs needed to perform the job. Write the KSAOs clearly, be to the point, and do not be redundant. Sample KSAOs have been included to help with this task. The sample KSAOs are located at the bottom of this document.

Step 3: After you have written your KSAO statements, meet with your interview subject one more time. During this meeting, have your subject:

1.      Review your job description for accuracy.  Make any corrections that the job holder tells you are necessary.

2.      Review your job specifications; make sure that the KSAOs that you list are accurate.  Specifically, have you stated anything that is not correct and is your job specification comprehensive (are all KSAOs represented).

3.      Make corrections as needed.  Rate each KSAO on "How often is this KSAO used on the job?" (1 = rarely used, 2 = sometimes used, 3 = often used, 4 = frequently used).

Writing the Report

Your job analysis report should be typed, double-spaced, with 1 inch margins and 12 point type (either Courier or Times New Roman). The report must be stapled or it will not be accepted. The report should include the following four sections. Label sections 2, 3, and 4 with the given section heading. For example, section 2 should be labeled "Interviewee/Organization Information."

Section 1:Cover sheet: Include a title (e.g., " Job Analysis of Auditor"), your name, the date, the course number, and instructor’s name.

Section 2:Interviewee/Organization Information: Include your subject’s name, job title, tenure, level of education, and rating of job satisfaction. Also include the following information about organization: name, size, function, and how the subject’s job fits in with other jobs in the organization.

Section 3:Job Description, or Task Requirements: Include your final list of the tasks, duties, responsibilities and conditions under which the job is performed.

Section 4:Job Specification, or Knowledge, Skills, Abilities, and Other Statements: Include your final list of KSAOs and the rating your subject gave each KSAO.

Section 5:What I Learned from this Project: Write at least two paragraphs about what you learned from this project. Include information about what you learned from meeting with your subject a second time (e.g., were some of the KSAOs stated incorrectly?). Include overall information about whether you found this project to be useful or difficult etc. Then include at least one paragraph explaining why job analysis is important and how the information you collected could be used by an organization. How do you think this job analysis differs from a real job analysis?

Tips for Job Analysis Interview

• Prepare for your interview and arrive on time. You may want to start your interview by getting information about the subject and organization. The main purpose of your interview, however, will be to get information about what KSAOs are needed for a person to be a successful performer on the job.

• Don’t imply you are evaluating the worth of your subject’s job. Don’t say anything like "Is that all that you do?" Avoid offending the person you are interviewing. You will need them again later.

• Possible questions for your interview include:

1.      What are the major tasks, duties, and responsibilities of your job?  How much time (or percentage of time) spent on each?

2.      Which tasks are most important to the least important.  Ask them to rank the tasks in order of importance.

3.      What conditions do you perform the job under (for example, do you have to work at night or travel?  How often?)

4.      Tell me what you do when you get to work each day?

5.      What kind of skills does a worker need to perform well in this job?

6.      What are critical skills or abilities for this job, that is, ones you absolute must have?

7.      How do you expect this job to change in the future.  Has it changed since you have been working this job?

• You can write notes as the subject responds and form them into KSAOs later. Clarify any occupational jargon the subject might use.
• Make sure that your KSAOs are not too specific or too broad. For example, "Ability to write" is too broad.
• Produce a Job Description and a Job Specification, summarizing the results of your interview.

·         Your job analysis report should be typed, double-spaced, with 1 inch margins and 12 point type (either Courier or Times New Roman). Please make sure that your report includes a Cover sheet: Include a title (e.g., " Job Analysis of Auditor"), your name, the date, the course number, and instructor’s name.

·         Submission Procedure.  Please upload your report on the Moodle course website in due time.  Late submissions will not be accepted.  Familiarize yourself with the submission procedure prior to the due date.  Reports send by email will not be accepted.  

Example KSA Statements for the Job of Medical Technologist

Following is a partial list of the KSAs used in the job of medical technologist to give you an idea of how KSAs are written.  Note that each KSA statement starts with the word "Knowledge," "Skill," or "Ability." To the left of each of your KSA statements you can include your subject's rating (1 = rarely used, 2 = sometimes used, 3 = often used, 4 very frequently used) of how often the KSA is used on the job. Be sure to provide the rating scale in your report to tell the reader what the ratings are referring to.

_________ 1.      Knowledge of immunohematology, transfusion therapy, and phlebotomy.

_________ 2.      Ability to conduct blood supply inventory and make judgments of present and predicted blood supply demands.

_________ 3.      Ability to evaluate donor acceptability through an assessment of current health status and an interview concerning disease history.

_________ 4.      Skill in blood collection process, including arm preparation, phlebotomy, and preparation of collection bags.

_________ 5.      Ability to recognize and react to possible complications (fainting, loss of consciousness) following blood donation.

_________ 6.      Skill to use standard laboratory instruments (microscope, centrifuge, platelet machine, and cell washer).

_________ 7.      Ability to detect malfunctions and perform minor maintenance on laboratory instruments.

_________ 8.      Knowledge of laboratory testing procedures.

_________ 9.      Ability to accurately complete routine, detailed paperwork.

_________ 10.    Ability to work efficiently and quickly under pressure.

_________ 11.    Knowledge of government regulations and guidelines concerning blood banks.