Topic 3 - Job Analysis Flashcards
What does the phrase “If you scratch my back, I’ll scratch yours” illustrate in the context of reward systems?
It illustrates how employees and organizations exchange value—employees create value through their work, and organizations provide value through reward systems.
Why is Job Analysis fundamental to reward systems?
Job Analysis helps understand how work is organized, defines the knowledge, skills, and abilities required, determines Fair Labor Standards Act status, and informs performance-based pay systems.
What is Job Analysis?
Job Analysis is the process of systematically analyzing positions to understand how employees create value and organize reward systems.
List the four key implications of Job Analysis for compensation systems.
- Basis for understanding work organization.
- Links job knowledge, skills, and abilities to reward strategy.
- Determines Fair Labor Standards Act (FLSA) status (exempt vs. non-exempt).
- Helps assess effectiveness of performance-based pay systems.
What is the first step in the Job Analysis process?
Identify the job being analyzed, including obtaining existing job descriptions and labels provided by those requesting the analysis.
Why is observing and interviewing leadership an important step in Job Analysis?
It helps understand how the job interfaces with other jobs and its role in the organization.
What is the purpose of interviewing job incumbents during Job Analysis?
To gather detailed information about tasks, duties, and responsibilities, using structured questions and multiple incumbents of varying experience levels.
What happens after consolidating information into a job description draft?
The draft is reviewed by subject matter experts, feedback is obtained, revisions are made, and mechanisms for updating the description (e.g., annual reviews) are established.
Reward Systems are mechanisms for exchanging value among how many parties?
one
three
two
four
two
Reward Systems are also mechanisms for exchanging value between two parties.
Job Analysis is:
The process of developing an organizational chart for an organization
The process of understanding how many jobs are in an organization
The process of systematically analyzing the work done in organizations
The process of adding the sum value of salaries throughout the organization
The process of systematically analyzing the work done in organizations
Job analysis is designing a process to understand how to _______________________.
create value
create financial success
create jobs
create career growth
create value
Organizations provide value for employees through ____________________.
employee development
company perks
jobs
reward systems
reward systems
Employees create value for organizations through _________________.
work
employee referrals
work
What is the primary purpose of job analysis methods?
To analyze jobs in an organization and achieve a comprehensive understanding of their content, skills needed, and value.
What are the advantages of the Traditional Interview method in job analysis?
It allows exploration and clarification questions, yielding a complete and detailed understanding of the job.
What are the disadvantages of the Traditional Interview method?
It produces large amounts of information that can be hard to synthesize and is time-consuming for both job incumbents and analysts.
How does the Panel Interview method differ from the Traditional Interview?
Multiple job incumbents and analysts collaborate in a group setting to explore agreement and contradictions in their responses.
What is a key advantage of the Panel Interview method?
It allows job incumbents to synthesize information themselves, ensuring accuracy and clarity.
What are the challenges of using the Panel Interview method?
It requires significant time and careful facilitation to avoid discussions being driven by politics rather than job substance.
What is a Custom Questionnaire in job analysis?
A set of open-ended and ratings-based questions created within the organization to collect job information from incumbents.
What are the advantages of using Custom Questionnaires?
They reach more incumbents efficiently and provide generalizable results with easily summarized ratings.
What are the disadvantages of Custom Questionnaires?
Creating them is time-intensive and may not be justified in organizations with few incumbents per job.
What is a Generic Questionnaire, and when is it used?
A standardized set of questions purchased from a third party, used to efficiently gather general job information.
What is the main disadvantage of Generic Questionnaires?
They may lack the level of detail needed to understand specific job nuances in an organization.
How can job databases assist in job analysis?
They provide general job descriptions that can serve as a starting point before conducting more labor-intensive analyses.
What is O*NET, and how is it useful?
An online database from the Department of Labor that provides exhaustive job information, including tasks, skills, and contextual factors.
What is the Occupational Outlook Handbook (OOH), and what information does it provide?
A Bureau of Labor Statistics resource offering occupation-level information, salary data, and expected changes in job demand.
What are the two types of observation techniques used in job analysis?
Unobtrusive Observation: The analyst observes employees with minimal interaction.
Interactive Observation: The analyst interacts with employees to inquire about their tasks and results.
What are the advantages and limitations of observation techniques in job analysis?
Advantages: Provide firsthand insights into job tasks.
Limitations: Some jobs are hard to physically observe, requiring a mix of observation and interview techniques.
Traditional Interview
The job analyst asks the job incumbent preset questions about the content, skills needed, and time spent on activities in the job.
Custom Questionnaires
A series of questions that job incumbents complete on their own.
Generic Questionnaires
Purchased from a third party, they use general questions to which incumbents respond using scaled ratings.
Which of the following would not be part of a traditional job interview?
Skills Needed
Time Spent on Activities
Compensation
Preset Questions
Compensation
Using the Traditional Interview method, the job analyst asks the job incumbent preset questions about the content, skills needed, and time spent on activities in the job.
Name one disadvantage to a panel interview?
Not Part of the Job
Not Needed
Length of Time
Too Much Work
Length of Time
The disadvantages are the time requirements and that such discussions need to be well facilitated to keep them on track to avoid driving the discussion with politics rather than the job.
A custom questionnaire is:
Questions that the job incumbent completes
Irrelevant
Questions that only one incumbent will be asked
Extra questions that the interviewer asks
Questions that the job incumbent completes
A series of questions that job incumbents complete on their own.
What is a generic questionnaire?
Questions developed from senior management
Questions developed from previous interviews
Questions brought in by a third party
Irrelevant
Questions brought in by a third party
Generic Questionnaires are purchased from a third party and use general questions to which incumbents respond using scaled ratings.
True or False. Using each type of question presents both strengths and weaknesses in the interview process.
True
Why is it important to choose participants carefully for a job analysis?
To ensure accurate information by including incumbents with varying experience levels and managers who can provide a broader perspective on the job.
What is the risk of involving only experienced employees in a job analysis?
They may neglect to report parts of their jobs that seem routine or obvious to them.
Why should novice employees also be included in job analysis?
They may provide a fresh perspective but might struggle to see the bigger picture of the job.
Why is it important to involve managers or supervisors in job analysis?
To ensure jobs are understood both as they are currently defined and as they should ideally be defined.
How does involving key personnel throughout the organization in job analysis help
It increases the credibility of the process and ensures buy-in from employees and management for using the results effectively.
What can happen if employees or management do not “buy in” to job analysis results?
The usefulness of the data can be limited, reducing its impact on reward decisions and organizational improvements.
What is the focus of job analysis regarding job content and performance?
It aims to describe the work involved in the job, not evaluate the performance of specific employees.
Why should personal impressions of job incumbents be avoided in job analysis?
To ensure that the importance of the job is not influenced by the incumbent’s characteristics, such as laziness or charisma.
How can job analysis contribute to job design?
By providing data that helps organizations systematically construct jobs to be more functional, efficient, and motivational.
What is Job Design?
The process of systematically constructing jobs to optimize functionality, efficiency, and motivation in the workplace.
Give an example of how jobs can be designed differently to meet organizational goals.
Jobs can be organized as separate sequential tasks (e.g., assembly lines) or as integrated roles where each employee completes all tasks.
Why is it important to consider potential job redesign during job analysis?
It helps identify opportunities to better align jobs with organizational goals, improve learning, performance, and compensation policies.
When creating a job analysis, you would want to speak with:
Job incumbents
Supervisors
Managers
All of the Above
All of the Above
True or False. Gaining buy-in for a job analysis is not necessary to create a value-added analysis.
False
The goal of a job analysis is to:
Understand the way that the employee feels valued in the organization
Understand the organizational chart and how an employee should be compensated
Understand the work involved and how it creates value
Understand how to develop an employee
Understand the work involved and how it creates value
Who should be involved in the job analysis?
Human resources department
Key personnel
Executive level management
Lower level employees
Key personnel
What is the primary product of the Job Analysis process?
The Job Description, a written document that serves as the primary source of information about jobs within the organization.
What key role do Job Descriptions play in organizations?
They are crucial for designing and implementing total reward systems.
What is the purpose of the Job Title in a Job Description?
To succinctly and accurately reflect the nature and hierarchical level of the job within the company.
What is a Job Family?
A grouping of jobs with similar functions or content, such as “Finance” for financial appraisers and forecasters.
What are Tasks, Duties, and Responsibilities (TDRs) in a Job Description?
The building blocks of a job, describing how employees create value for the organization.
How many TDR statements are typically sufficient for most jobs?
Between 7 and 15 statements
What is the purpose of a Job Specification?
To translate TDRs into the Knowledge, Skills, Abilities, and Other (KSAOs) needed to perform the job at a satisfactory level.
How are Job Specifications useful?
They aid in hiring, training, and determining pay levels for jobs
What information is included under “Relationships” in a Job Description?
Details about supervisory, peer, and customer relationships that help clarify how the job creates value in the organization.
What does the “Tools” section of a Job Description refer to?
The technology, information, and mechanical equipment used to perform the job.
How detailed should a Job Description be?
It should reference day-to-day activities but remain concise enough to fit on a single page.
What phrase is commonly included in Job Descriptions to account for unexpected tasks?
“Other duties as assigned.”
Why is it important to keep Job Descriptions up-to-date?
To ensure pay rates and expectations align with the current work being done in the job
When is the best time to update a Job Description?
During an employee’s performance planning and review sessions, which typically occur annually.
What can happen if Job Descriptions are not updated regularly?
Pay rates and job expectations may become misaligned with the actual work being performed.
What is the rule of thumb for the length of a Job Description?
It should be more than a few sentences but no longer than one page.
Job Title
The name by which the job is known within the company.
Reference ID
A letter and/or numeric code used to reference each job within an organization.
The primary product of the job analysis process is the:
Development
Job description
Compensation
Employee trainings
Job description
A job title is:
A name by which a job family is known
A name by which the product an organization makes is known
A name by which an employee is known throughout the company
A name by which the job is known throughout the company
A name by which the job is known throughout the company
The bulk of the job description does not include:
Tasks
Responsibilities
Rewards
Duties
Rewards
True or False. Understanding relevant tools for a job, such as Microsoft Excel or Power Point, are valuable in creating a job description.
True
How often should a job description be updated?
Every 2 years
As needed and appointed by the HR manager
Every 3 years
Every time a performance review is completed
Every time a performance review is completed
What is the primary goal of Job Analysis?
To understand the nature of work and how it is organized into jobs.
What does the Fair Labor Standards Act (FLSA) require organizations to determine for each job?
The “employee status” of each job.
What types of workers are not covered by the FLSA provisions?
Exempt employees and independent contractors.
What is the primary distinction between an independent contractor and an employee?
Independent contractors set their own hours, work processes, and are paid on a project basis with opportunities for profit or loss.
Why is it critical to correctly classify employees versus independent contractors?
Misclassification can lead to legal penalties.
What is the Salary Level Test under FLSA?
Employees earning less than $35,568 per year (or $684 per week) are classified as non-exempt.
What is the Salary Basis Test under FLSA?
Employees whose pay is reduced based on the hours worked are non-exempt.
What is the Primary Duties Test for FLSA exemption status?
It assesses whether an employee exercises significant discretion and independent judgment in their role.
What are the exemption criteria for Executive employees under the FLSA?
Executives must direct work and have authority to hire and fire others.
What defines a Learned Professional under FLSA exemption criteria?
An employee performing intellectual work requiring an advanced degree.
What are the FLSA criteria for Creative Professionals?
Employees performing inventive or artistic work.
What defines an Administrative exemption under the FLSA?
Non-manual work that requires discretion and independent judgment.
What are the criteria for Computer employees under the FLSA?
Employees involved in programming or network administration, earning above $27.63 per hour.
Who qualifies as a Highly Compensated employee under the FLSA?
Employees earning more than $107,432 per year.
What does the FLSA overtime provision require for non-exempt employees?
Payment of time and a half for hours worked beyond 40 hours per week.
What is “Compensatory Time” in the public sector?
Paid time off granted instead of overtime pay.
Child Labor
Defines the type of work appropriate for children and the ages at which children can work.
The Fair Labor Standards Act requires that organizations:
Determine the “employee benefits” of each job
Determine the “employee job duties” of each job
Determine the “employee compensation” of each job
Determine the “employee status” of each job.
Determine the “employee status” of each job.
An employer has to determine if the employee is:
An independent contractor or an employee
An independent contractor
A dependent contractor or an employee
An employee
An independent contractor or an employee
Employees can only be classified as exempt if they pass the:
Exempt Test
Non-Exempt Test
Primary Duties Test
Secondary Duties Test
Primary Duties Test
True or False. Blue-collar workers are always non-exempt employees.
False
Blue-collar workers performing repetitive manual work are non-exempt, up to $27.62 per hour.
A job incumbent is:
An employer that is seeking to hire new employees
An employee that is currently working in a job that you are studying
An employee agency seeking new part time workers
None of the above
An employee that is currently working in a job that you are studying
A traditional interview does not consist of:
Skills
Time spent on activities on the job
Content
Asking about family history
Asking about family history
A traditional interview consists of preset questions about the content, skills needed, and time spent on activities in the job.
In a traditional interview, one advantage would be:
Allowing for exploration
Asking for clarification
Both A & B
None of the above
Both A & B
The interview has the advantage of allowing for exploration and clarification-type questions that yield a complete and detailed understanding of the job.
This is a benefit to using generic questions in an interview:
Number of interviewers
Efficient in time
Length of interview
Financial cost
Efficient in time
This approach is the most efficient in terms of time.
This is a disadvantage to using generic questions in an interview:
Amount of people in an interview
Financial cost
Length of interview
Efficient in time
Financial cost
This approach does create a financial cost to purchase the product and service for the questions.
True or False. Key personnel throughout the organization should be involved in the data’s collection, synthesis, and documentation.
True
Key personnel throughout the organization should be involved in the data’s collection, synthesis, and documentation to create buy-in to its results.
Job analysis is gathered by ____________.
Computer graphics
People
Data
Guessing
People
Job analysis needs to be _____________ to achieve buy in.
Credible
Understandable
Incredible
Respectable
Credible
Job analysis information is collected for a purpose, and the ability to use it for that purpose is enhanced if people throughout the organization find it credible
Job analysis will be _____________ if management and employees do not buy-in to it.
Useful
Useless
Understandable
None of the above
Useless
True or False. The goal of job analysis is to understand the work involved in creating value for the organization.
True
A Reference ID is:
A series of numbers and letters that is used to reference a company
A series of numbers and letters that is used to reference the job
A series of numbers and letters that is used to reference an employee
A series of numbers and letters that is used to reference a government agency
A series of numbers and letters that is used to reference the job
A job family is:
A grouping of jobs that have similar functions or content
A grouping of employees that have similar functions
A grouping of management that have similar functions to other management in other companies
None of the above
A grouping of jobs that have similar functions or content
For example, a financial appraiser job and a financial forecaster job would both be in the finance job family.
The bulk of job descriptions do not include which of the following:
Responsibilities
Tasks
Duties
Requirements
Requirements
The bulk of the job description is a listing of the Tasks, Duties, and Responsibilities (TDRs) comprising a particular job.
True or False. If pay rates are set based upon what a job was three years ago and not what it is today, then it will not meet the needs of the employees doing the job today.
True
KSAO’s stand for:
Kindness, Skills, Agility, and Other
Kindness, Skills, Ability, and Other
Knowledge, Skills, Agility, and Other
Knowledge, Skills, Ability, and Other
Knowledge, Skills, Ability, and Other
Job descriptions often contain information about the _________ that are important for accomplishing the job.
Understanding
Strengths
Monetary values
Relationships
Relationships
These relationships include supervisory or reporting relationships as well as peer relationship, team membership, and interfaces with customers.
Job descriptions can also reference any _______ involved in doing the job.
Tools
Necessities
Both A & B
None of the above
Tools
The word “tools” here is used very broadly to include information and technical tools in addition to any mechanical equipment.
True or False. Job descriptions are simple and cannot contain every detail relating to the job.
True
What is the longest a job description should be?
4 pages
2 pages
1 page
3 pages
1 page
As a rule of thumb, a few sentences would be too short and more than a page would be too long, and most job descriptions can be contained on a single page.
True or False. The world is changing, and organizations do not have to change with it.
False
That means that the work that people do in their jobs can also change.
