Job analysis is considered to be an essential Human Resource tool in the sense that it establishes requirements associated with a job. Through job analysis, an employee can know their duties and responsibilities concerning a role as well as the skills need for that specific job. On the other hand, the Human resource office in an organization can establish an organizational structure.
The structure created using job analysis includes the training of employees in all aspects as needs arise, compensations and benefits of the employees that is what is to be compensated and how much is to be paid depending on the job group. The health and safety of the position is also an aspect of job analysis. Legal consideration is another area covered by the job analysis about the job and the employee.
The Human Resource needs to use job analysis most often since there is always a job opening in organizations. Job analysis is necessary so that the skills and competencies required for a particular job opening can be established such as the how well the candidate should be qualified, age, experience and skills that a candidate should meet. Additionally, job analysis will help determine the best candidate for the position after evaluation of the applications.
Components of a Job Description
A job description is a document that contains information which helps the prospective employee knows what is needed in a particular job. A good job description should have the following detailed components; a title, job summary, duties and responsibilities, qualifications, working conditions, benefits and salary (Dierdorff, & Morgeson 2007).
A title is the first component that should appear on a job description; it should be a brief statement or word that describes the position of the job. An example of a job title can be “cashier” or “secretary,” they are just words that may seem tedious, but they help the potential employee grasp what is needed immediately. The second component is the summary of the job. At this point, the organization should give at least two sentences that describe a bit about the company and the situation.
Duties and responsibilities are the third sections of a job description; it should be as detailed as possible. The information in this section includes what the job entails in details, what the employee is expected of him, the decisions that the employee is expected to handle. Additionally, the responsibilities of the employee should be laid out in detail by explaining what the employee should behave, ethics as well as who to report to.
The fourth section is the working condition; this should entail any physical or environmental activities that are considered unique for the specific job (Dierdorff, & Morgeson 2007). For example, if a position requires regular traveling or sitting for long hours, working for long hours while standing or working in a different environment with different weather, then they should be listed in the description. Additionally, the dressing code or manual labor work should also be well described in the job description.
Finally, there is the section of benefits and salary; I believe that this section should be included regardless of the arguments that it should not. It is an essential component since the will give information about how much should be paid whether the job is exempt or non-exempt or whether the position is salaried or hourly paid, or whether it is part-time or a full-time job.
Steps in Human Resource Planning
In Human Resource, employees have become their most important factor in an organization, their skills, knowledge and how they relate with customers determines the success of the organization to a certain level. Therefore, a Human Resource management plan will be needed to make sure that an organization has the right number of employees at the right place with the right jobs and at the right time. The four-step planning process involves giving the analysis of the current human resource, predicting the future requirements, identifying gaps and finally establishing plans to remove the hole through implementation and monitoring (Kshatriy 2016)).
Analysis of the current human resource planning is the first step, which involves analyzing the Human Resource strengths in all factors such as the number of employees, their qualification, skills, performance progress of the employees and ratings as well as their contracts. Additionally, HRM managers should also be given a chance to talk about challenges and what they would want to be changed.
Step two will involve predicting the future requirements, where the organization after having their inventory of the current situation analysis of the Human resource at their disposal, then planning for the future comes in. In this case; it will be possible to assess the demand and supply of the future requirements. The number of employees needed to meet the future objectives of the organization should match the amount of the resources that will meet the demand, and whether the organization will need to hire more employees from the outside. To gauge future requirements, the organization will have to look at new technologies as well as market strategies.
The third step involves identifying gaps; in this case, the HR managers will already be aware of the missing elements to fulfill the future requirements of the organization. By identifying the holes, the HR should find ways of covering the differences, without compromising plans that are already in place.
The last step is to monitor and oversee the plan, where the HR will integrate the plan according to the organizational strategy. Finances for implementation of the plan will be required; the budget of the training, recruiting and shifting to technology according to the market trend if necessary will be needed.
Human Resource Information System (HRIS) and why is needed
HRIS is a software technology that is used by the human resource in an organization in the management of data. It contains a database where the files are stored and maintained in a way that the user can easily access and use the data from the system. The HRIS database enables the user to input new data as well as edit the already recorded data (Chauhan 2019). The HRIS is also able to keep track of employees’ information; it may also have employees’ self-service function as well as accounting processes for the HR. There are different types of HRIS, and the human resources are urged to choose them wisely to serve the purpose needed for in an organization.
Human resource department is one of the essential parts of an entire organization; it is considered a crucial part of an organization because of its many functions that serve as the background for the particular organization. The human resource is responsible for provided skilled, talented and qualified employees to the management training as well as employment enrichment opportunities. As it is known that employees are an essential asset in a company as they determine the sales and profitability if the company, human resources should make sure that the asset brings the best to the organization (Chauhan). This can only be made successful through the use of HRIS which will help both employees and managers improve their productivity, help the HR reduce any errors and maintain compliance in the organization.
Chauhan, A. (2019). Ever Wondered What The Benefits of Having HRIS Within An Organization Are? Retrieved from https://www.sumhr.com/importance-benefits-hris-organization/
Dierdorff, E. C., & Morgeson, F. P. (2007). The consensus in work role requirements: The influence of discrete occupational context on role expectations. Journal of Applied Psychology, 92, 1228-1241.
Kshatriya, S.S.T. (July 2016). Job Analysis: Case Study of a Multinational Firm. International Journal of Management, IT and Engineering, Houston, USA, Vol.6, Issue 7, ISSN: 2249-0058. Pg.204-230