Job Profiling during OD/HRD process Prepared by Group Members 1. - - PDF document
Job Profiling during OD/HRD process Prepared by Group Members 1. Adeel A. Siddiqui 11262 2. Moiz Hassan 11891 3. Umair K. Paracha 11979 4. Zeeshan Ahmed Memon 12045 Submitted to Prof Dr Nasreen Hussian Date: December 8, 2010 Contents
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11891
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Prof Dr Nasreen Hussian
Date: December 8, 2010
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I. Letter of Transmittal ……………………………………. ii. II. Executive Summary …………………….……………… iii.
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2.1. Strategy ....………………..…………………………. 2. 2.2. Population Sampling ……………………………………………… 3. 2.3. Research Instruments ……………………………………………… 3. 2.3.1. Personality Type Profiling Test (PTP) ……………………………. 4. 2.3.2. Job Analysis Questionnaire (JAQ) ……………………………. 4. 2.3.3. Job Description Form (JD) ……………………………. 5.
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6.1. Personality Type Profiling ………………………………………….. 7. 6.2. Job Analysis Questionnaire ………………………………….. 12. 6.3. Job Description …………………………………………………. 15.
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8.1. Personality Type Profiling Test Results ………………………….. 25. 8.2. Overall Organizational Personality Analysis ………………….. 26. 8.3. Distribution of Responsibilities Graphical analysis ………….. 27.
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December 3rd , 2010 Prof Dr. Nasreen Hussain Head, Department of Education IoBM Plot no.84 Korangi Creek Karachi Pakistan Dear Dr. Nasreen Hussain This report is written to discuss the outcomes of Job Profiling conducted for Media Communication Company Limited (Hypothetical Company), during Organization Development/Human Resource Development Project. This project is conducted to expend Organizations and flatten the Hierarchal Chart. Job Profiling Research helps in eliminating Overlaps and filling Gaps between Responsibilities, by restating Job Description. Sincerely Adeel A. Siddiqui Moiz Hassan Umair Paracha Zeeshan
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This Research was conducted to correct the distribution of the responsibilities and evaluate the need of Jobs. This research included entire organization management staff, as samples. The instrument used to gather data includes Personality Type Profile test, Job Analysis questionnaire and a Job description form. JAQ and PTP were filled by the employee for themselves. JAQ helped the HR team to evaluate what the Employee knows about his responsibilities. On the other hand PTP test helped HR team to evaluate the personality of the employee. The outcomes of these questionnaires were then discussed with their respective supervisors to finalize Job
Next Supervisors. Whereas, after assigning responsibilities to the existing employees, few gaps were identified, for which new positions will be announced.
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Job Profiling Research is a part of Organization Development/Human Resource Development, which is a process of expansion management, carefully planned and executed to ameliorate the organization, its employees and its stakeholders, in terms
Profiling Research is conducted during the Team Building Stage of OD/HRD. It is a process of gathering information about the Job, analysing it and communicating expectations of the organization from the Job. This process also helps to evaluate the need of human resource, to meet Organizational Objective. The Primary objective of this research is to figure out the Gaps and overlaps between
correcting responsibility distribution. The research was conducted on individual positions separately. It mainly focused on evaluating three major areas of a Job. Job Profiling Research process can be divided into two phases.
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After the completion of the prior stage of Organization Structuring, the company is flattened to three managerial stages as shown in the Hierarchal Chart in Appendix B. Fourteen managerial position can cover entire spectrum of responsibilities to meet
responsibilities.
The Responsibility Spectrum of the company is divided into three areas with 12% cross – functional responsibilities.
Job Profiling didn’t eliminate cross – functionalities. Whereas, the outcomes of Job profiling in the form of Job Description were agreed by the Job Holder, Immediate Supervisor and Next supervisor as well. The supervisors analyzed every cross function themselves, to prevent from responsibility Overlaps.
2.1. Strategy
Job Profiling Research was conducted down the hierarchy, from the top level management to the line management, which directly helped in identifying the Gaps and Overlaps in the responsibilities. Cross – Functionalities are not overlaps, they are merely coordinating tasks between differentiated Responsibility Areas. It was conducted into two stages. In the first stage Personality type of every managerial staff was determined, which was compared with the requirement of the position he holds. Minor differences in personality types will be eliminated after the trainings
Operations & Projects 33% Cross-Function 5% Finance 22% Cross-Function 7% Sales & Marketing 33%
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recommended by Training Need Analysis (TNA) Team. In the second stage Job details were gathered. The entire process of Job Profiling Research for existing jobs was divided into three steps. This three steps process gave an outcome in the form of revised Job descriptions for existing positions. This also helped the supervisors to figure out the gaps in the responsibility distribution in their team. Whereas, HR team with the respective supervisors evaluated those Gaps and stated Job Descriptions for new positions. These Job Descriptions were approved by the respective supervisors and authorities.
2.2. Population and Sample
Job Profiling Research is focusing on correcting distribution of responsibilities in the
was the research sample, including those employees who were involved in conducting this research.
2.3. Research Instruments
The two types of instruments to conduct this research were structured Personality Type Profiling Tests and Job Analysis Questionnaire, which were designed in collaboration
Job Profiling Research during OD/HRD process 4 | P a g e with Capital HR Consultants Limited. Whereas the Outcomes of the research were incorporated in the Job Description forms.
2.3.1. Personality Type Profiling Test (PTP)
The Personality Type Profiling (PTP) test was designed on Myers Briggs Type Indicators (MBTI) keeping MBTI questionnaire design and assessment methods in consideration, which is a complete Psychometric assessment system of measuring the rational and irrational attributes of making preferences in building perception and making decision. The questionnaire helped to evaluate and compare the dominances in following indicators of characteristics, in the subject’s personality, into dichotomy pattern.
with attitude”
with attitude”
A sample of PTP Test is attached in Appendix A.
2.3.2. Job Analysis Questionnaire (JAQ)
The purpose of this questionnaire was to gather information about the present distribution of responsibilities. Job Analysis Questionnaire (JAQ) was designed to be filled with relevant information about the present job at the certain unit of the company. Every employee filled it for themselves with their actual work details. They were instructed not to fill it with what they think they should do. They were asked to consult and get their questionnaire reviewed by their immediate supervisors, as well. The structure of the questionnaire consists of two sections. First section is the task based responsibility information, as comprehended by the employee to be covered in an average work shift. The areas covered in this questionnaire are as follows.
Second section is pure Job Requirements as understood by the employee. This section focuses mainly constitutes following areas.
A sample of JAQ is attached in Appendix A.
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2.3.3. Job Description Form (JD)
Job Description is a standardized organization document, which contain information about a job position. The design of the Job Description is very comprehensive. It is headed by position details and footed by Job Description Agreement, with ten different areas covering Job Details.
10. Job Qualification
The outcomes of Personality Type Profiling tests were a little deviated from the required type by lagging 18.08 points. The overall organization’s personality required to lie in the ESTJ Supervisor category, whereas the actual personality type of the
preferences is perceptive, whereas the expansion need is judgmental. Six individuals were identified and recommended for personality training, whereas Manager HR/Admin demonstrated a much diverse and stronger personality. The results have been forwarded to TNA team, with recommendations, for further analysis and
Job Analysis Questionnaires (JAQ) identified single gap and multiple overlap in the
supervisors and JDs were restated. After discussions, these JDs were mutually agreed by the Job Holder, Immediate Supervisor and next Supervisor. A new position for a Market Research Analyst is required to be generated.
Before finalizing the research the outcomes were discussed with the Chief Executive
display need for trainings. Company’s overall personality profiling has been very good and to grow further, now it needs a little more improvement. Job Descriptions restatement have been completed and delivered to the employees. They comprehended the expectations of the company from them. Due to the flattening of the Hierarchy and proper distribution of responsibilities, overlaps were removed, cross – functions were preserved (See Appendix B – Hierarchal Chart) and a new position was identified.
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Restructuring the company has incorporate major changes in the authority line and responsibilities, which are focused towards exponential growth of the company. To ensure seamless development, the company needs to accelerate following procedures.
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6.1. Personality Type Profile
Name: _________________________________ Department: _________________ Designation: ____________________________ Employee ID: _________________ PART I – INSTRUCTIONS Read each question carefully. Indicate your answer by putting an "X" in the box in the correct column. Be sure and match the "letter" answer with the appropriate "letter" column (clearly marked boxes against each question).
A B C D E F G H 1. When you go somewhere for the day, would you rather: G. Plan what you will do and when H. Just go 2. If you were a teacher, would you rather teach: C. Fact Courses D. Courses involving theory 3. Are you usually: A. A "good mixer" or sociable person B. Rather quiet and reserved person 4. When you make decisions, do you more often let: F. Your heart rule your head E. Your head rule your heart 5. In doing something that many other people do, does it appeal to you more to: D. do it in a new way invented by you. C. do it in the accepted way by the others. 6. Among your friends, are you: A. Full of news about everybody B. One of the last to hear what is going on 7. Does the idea of making a list of what you should get done over a weekend: G. appeals to you H. leave you cold 8. When you have a special job to do, do you like to: G. Organize it carefully before you start
Job Profiling Research during OD/HRD process 8 | P a g e H. Find out what is necessary as you go along 9. Do you tend to have: A. Broad friendships with many different people B. Deep friendships with a very few people 10 Do you admire more the people who are: C. conventional enough never to make themselves noticeable D. Too original an individual to care whether they are noticeable or not 11 Do you prefer to: G. Arrange picnics, meets, gatherings, etc., well in advance H. Be free to do whatever looks like fun when the time comes 12 Do you usually get along better with: C. Realistic people D. Imaginative people 13 When you are with a group of people, would you usually rather: A. Join in the discussion of the group B. Talk with one person at a time 14 It is the higher compliment for you to be called: F. A person of real feeling E. A person who is always reasonable 15 In reading for pleasure, do you: D. C. Like writers to say exactly what they mean Enjoy odd, or original ways of saying things 16 Do you: A. Talk easily to almost anyone for as long as you have to B. Find a lot to say only to certain people or under certain conditions 17 Does following a schedule: G. Appeal to you H. Restrict you 18 When it is settled well in advance that you will do a certain thing at a certain time, do you find it:
Job Profiling Research during OD/HRD process 9 | P a g e G. Nice to be able to plan accordingly H. A little unpleasant to be tied down 19 Are you more successful: G. At following a carefully worked out plan H. At dealing with the unexpected and seeing quickly what should be done 20 Would you rather be considered: C. A practical person D. An inventive or imaginative person 21 In a large group, do you more often: A. Introduce others B. Get introduced 22 Do you usually: F. Value sentiment more than logic E. Value logic more than sentiment 23 Would you rather have as a friend: D. Someone who is always coming up with new ideas C. Someone who is more reliant on facts 24 Can the new people you meet tell what you are interested in: A. Right away B. Only after they really get to know you 25 In your daily work, do you: G. Usually plan your work so you won't need to work under pressure H. Rather enjoy an emergency that makes you work against time 26 Do you usually: A. Show your feelings freely B. Keep your feelings to yourself
PART II – INSTRUCTIONS Mark one of the two options for each question as to which word in each pair appeals to you more? Think what the words mean, not how they sound.
A B C D E F G H 27 G. Scheduled
Job Profiling Research during OD/HRD process 10 | P a g e H. Unplanned 28 C. Facts D. Ideas 29 B. Quiet A. Hearty 30 E. Convincing F. Touching 31 D. Imaginative C. Matter-of-fact 32 E. Benefits F. Blessings 33 F. Peacemaker E. Judge 34 G. Systematic H. Spontaneous 35 C. Statement D. Concept 36 B. Reserved A. Talkative 37 E. Analyze F. Sympathize 38 D. Create E. Make 39 E. Determined F. Devoted 40 F. Gentle E. Firm
Job Profiling Research during OD/HRD process 11 | P a g e 41 G. Systematic H. Casual 42 C. Certainty D. Theory
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6.2. Job Analysis Questionnaire
Instructions: The reason of this questionnaire is to gain relevant information about your current job at certain organizational unit in the company. Please do it as precisely, as you can reflect your genuine work and not how you imagine it should be
sending it to HRD.
Job Holder Name: __________________ Designation: ___________ Location: ___________ Reporting to: ______________________ Designation: ___________ Location: ___________ Basic Function or Purpose: ____________________________________________________
List down 7 most significant tasks you perform (please be exact) Please Check √ Please leave the Below space blank. % of Time Frequency Importance 1 Daily Weekly Monthly Annually Occasionally Low Medium High Daily Weekly Monthly Annually Occasionally Low Medium High 2 Daily Weekly Monthly Annually Occasionally Low Medium High Daily Weekly Monthly Annually Occasionally Low Medium High 3 Daily Weekly Monthly Annually Occasionally Low Medium High
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Daily Weekly Monthly Annually Occasionally Low Medium High 4 Daily Weekly Monthly Annually Occasionally Low Medium High Daily Weekly Monthly Annually Occasionally Low Medium High 5 Daily Weekly Monthly Annually Occasionally Low Medium High Daily Weekly Monthly Annually Occasionally Low Medium High 6 Daily Weekly Monthly Annually Occasionally Low Medium High Daily Weekly Monthly Annually Occasionally Low Medium High 7 Daily Weekly Monthly Annually Occasionally Low Medium High
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Daily Weekly Monthly Annually Occasionally Low Medium High Note: If you have more than 7 tasks list them below or use the space at the back. KNOW HOW REQUIREMENTS: (Describe Briefly) 1.Technical: 2.Managerial: 3.Human Relation Skills: PROBLEM-SOLVING (Describe Briefly) 4.Thinking Challenge (complexity of Problem): 5.Thinking Environment ( Creativity Required ) ACCOUNTIBILITY 6.Freedom to Act ( Authority Limits ) 7.Magnitude ( Size/Area of Business clearly affected) 8.Impact ( Direct, Indirect, Contributory to Business) What other tasks do you think you should be doing but you are not doing at present? JOB REQUIREMENTS: 9.Education: 10.Certiciation(s): 11.Specialized Areas of Study / Majors: 12.Special Training(s): What tasks do you do at present but you think should be done by other people? What suggestions do you have to improve the overall organizational set up in Media Communications Company? Job Holder (Date & Signature): Reviewed by (Date & Signature):
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6.3. Job Description MEDIA COMMUNICATIONS COMPANY JOB DESCRIPTION FORM
(Summarize in one statement why this job exists and the role it plays for the overall Business of the Company.)
(List the data which shows the scope and scale of activities with which this job is concerned.)
Management Non-Management
Subordinate Staff - Direct :
Total Department Budget Revex : Capex : Any Other Relevant Statistics
Job Title: Work Location: Reports to:
(Job Title Only)
Name : (Job Holder) Department :
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(Describe the major end results,(not the duties or activities) and their impact on Company Operations / business the job is expected to achieve.) 1.
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(Immediate Superior job) (Job under Description) (Peers of job Holder)
(Direct Subordinates of Job Holder) (Their functions)
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(Explain the role of job Holder's Department in the Company, the job's role within the Department and what main areas the job covers.)
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(Describe the type of decisions made alone, those on which the superior or others must be consulted, those referred to a higher level, and job procedures to be followed.)
a) Own Decisions:
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(Describe who generates the work in job Holder's Department, to what extent is it the incumbent himself, his superior or other people?)
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(Describe the function and nature of the main internal and external contacts, other than with the Job Holder's immediate Superior and Subordinates, which are necessary to perform the job.)
The main internal contacts are with: The main external contacts are with:
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(Describe the most difficult and complex parts as well as the main challenges of the Job and other significant features not covered elsewhere.)
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(Describe the minimum qualification requirement for the job at the acceptance performance level.)
Knowledge (Education) : Experience : Skills / Competencies :
Job Description Agreed by:
Name Designation Signature Date
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Line Management (Level M1) Middle Order Management (Level M2) Top Management (Level M3)
Chairperson/CEO COO Manager Media Prodution (Advertising) Manager Media Production (Print, Graphics & Animation) Manager Prucurement/Media Purchase Manager HR/Admin CFO Manager Costing & Finance Manager Audit CMO Manager Marketing Manager Sales CR Manager Market Research Analyst (VACANT)
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8.1. Personality Type Profiling Test Results
S. No. Positions Extravert (%) Introvert (%) Intuition (%) Sensate (%) Thinking (%) Feeling (%) Judgmental (%) Perceptive (%) Personality Type Actual Required Actual Required Actual Required Actual Required Actual Required Actual Required Actual Required Actual Required Actual Required 1 Chairman/CEO 83.00 94.00 17.00 6.00 43.00 23.00 57.00 77.00 84.00 75.00 16.00 25.00 35.00 49.00 65.00 51.00 ESTP Promoter ESTP Promoter 2 COO 77.00 85.00 23.00 15.00 23.00 95.00 77.00 5.00 66.00 65.00 34.00 35.00 17.00 88.00 83.00 12.00 ESTP Promoter ENTJ Field marshal 3 CFO 75.00 85.00 25.00 15.00 17.00 25.00 83.00 75.00 66.00 65.00 34.00 35.00 33.00 49.00 67.00 51.00 ESTP Promoter ESTP Promoter 4 CMO 67.00 95.00 33.00 5.00 66.00 85.00 34.00 15.00 67.00 75.00 33.00 25.00 15.00 75.00 85.00 25.00 ENTP Inventor ENTJ Field marshal 5 Manager Media Production (Advertising) 45.00 33.00 55.00 67.00 15.00 15.00 85.00 85.00 33.00 55.00 67.00 45.00 25.00 25.00 75.00 75.00 ISFP Composer ISTP Craftsman 6 Manager Media Production (Print, Graphics & Animation) 45.00 33.00 55.00 67.00 15.00 15.00 85.00 85.00 67.00 45.00 33.00 55.00 25.00 25.00 75.00 75.00 ISTP Craftsman ISTP Craftsman 7 Manager Procurement/ Media Purchase 56.00 65.00 44.00 35.00 33.00 25.00 67.00 75.00 25.00 25.00 75.00 75.00 85.00 80.00 15.00 20.00 ESFJ Provider ESFJ Provider 8 Manager HR/Admin 55.00 45.00 45.00 55.00 75.00 66.00 25.00 34.00 25.00 34.00 75.00 66.00 75.00 70.00 25.00 30.00 ENFJ Teacher INFJ Counselor 9 Manager Costing & Finance 75.00 55.00 25.00 45.00 27.00 27.00 73.00 73.00 37.00 34.00 63.00 66.00 47.00 33.00 53.00 67.00 ESFP Performer ESFP Performer 10 Manager Audit 17.00 22.00 83.00 78.00 33.00 33.00 67.00 67.00 55.00 75.00 45.00 25.00 21.00 55.00 79.00 45.00 ISTP Craftsman ISTJ Inspector 11 Manager Marketing 17.00 23.00 83.00 77.00 95.00 75.00 5.00 25.00 33.00 55.00 67.00 45.00 33.00 55.00 67.00 45.00 INFP Healer INTJ Mastermind 12 Manager Sales 56.00 66.00 44.00 34.00 66.00 75.00 34.00 25.00 33.00 25.00 67.00 75.00 33.00 25.00 67.00 75.00 ENFP Champion ENFP Champion 13 CR Manager 33.00 22.00 67.00 78.00 88.00 88.00 12.00 12.00 33.00 25.00 67.00 75.00 25.00 75.00 75.00 25.00 INFP Healer INFJ Counselor Overall Organization 53.92 55.62 46.08 44.38 45.85 49.77 54.15 50.23 48.00 50.23 52.00 49.77 36.08 54.15 63.92 45.85 ESFP Performer ESTJ Supervisor
Red = Weeker Black = Strong Green = Stronger
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8.2. Overall Organization Personality Analysis
As the market positioning and company’s overall image improved during a couple of years, which led the company to expend, the overall organization personality was required to lie in ESTJ Supervisor category. Whereas the evaluated personality is ESFP Performer catagory. Overall laggign is 18.08 points (+1.70, -3.92, +2.23 & 18.07). The comparetive analysis of the organizational preferences are as under. Remarks Major difference is in the Demonstrating Function (Lifestyle). Judgmental function was required to be dominant, but overall organization demonstrated perceptive function. The between the two preferences is 18.07%. For this reason, Individual Analysis has been forwarded to TNA team, with six individuals recommended to for training.
53.92 55.62 46.08 44.38 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Actual Required Extravert Introvert 45.85 49.77 54.15 50.23 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Actual Required Intuition Sensate 48 50.23 52 49.77 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Actual Required Thinking Feeling 36.08 54.15 63.92 45.85 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Actual Required Judgemental Perceptive
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8.3. Distribution of Responsibilities Graphical analysis
Current Distribution of Responsibilities
Figure 1 – Current Distribution of Responsibilities
Previous Distribution of Responsibilities
Figure 2 - Previous Distribution of Responsibilities
Operations & Projects 33% Cross-Function 5% Finance 22% Cross-Function 7% Sales & Marketing 33%
GAP 6%
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Website(s)
Book(s)
BEARDWELL, LEN HOLDEN and TIM CLAYDON
edition by Naomi L. Quenk
10/4/2012 1
Job Profiling during OD/HRD process
Media Communications Company Limited
Organization Development/Human Resource Development
Job Profiling Organization Restructuring Team Building
Concept of Job
Objectives
Strategy Plan
Organization
Mission Purpose
Job
Economic Value
Organizational Structure
Hierarchal Chart Strategy Plan
Purpose of a Job
the overall business of the Company?
abolished?
Purpose of Job Profiling Research
Filling GAPs Eliminating Overlaps Identifying Cross Functions
Major Areas of a Job
Input
Process
Output
10/4/2012 2
Phases of Job Profiling Research E i ti N Existing Positions New Positions Hierarchal Chart
Manager Media Production (Advertising) Manager Media Production (Print, Grap hics & Animation) Manager Procure‐ ment/Media Purchase
Manager HR/Admin
Manager Costing & Finance Manager Audit
Manager Marketing Manager Sales CR Manager Market Research Analyst (VACANT)
Previous Distribution of Responsibilities.
Operations & Projects 33% Finance 21% Sales & Marketing 30%
GAP 6%
Methodology
Down The Hierarchy Down The Hierarchy Personality Assessment Comparing With Job Requirement
Job Profiling Research For Existing Jobs
Outcomes
Existing Job Positions
New Job Positions
Descriptions
Responsibility Distribution
and Stating New Job Positions
10/4/2012 3
Population and Sample
Population:
Level
Sample:
Research Instruments
Job Structured Personality Type Tests
Job Analysis Questioners
Job Description forms (Outcomes)
Personality Type Profiling Tests
Psychometric Assessment Test Rational & Irrational Attributes Of Making Preferences Evaluate and Develop Preferences through characteristics as:
conjunction with attitude”
conjunction with attitude”
Data Through PTP Analysis Of Data
53.92 55.62 46.08 44.38 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Actual Required Extravert Introvert 45.85 49.77 54.15 50.23 Actual Required Intuition Sensate 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 48 50.23 52 49.77 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Actual Required Thinking Feeling 36.08 54.15 63.92 45.85 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Actual Required Judgemental Perceptive
Job Analysis Questioners
Focuses On Present Job Actual Work Details Actual Work Details Consists of two parts:
10/4/2012 4
Responsibility Spectrum
Operations & Projects 33% Cross‐Function 5% Finance 22% Cross‐Function 7% Sales & Marketing 33%
Job Description Form
Standardized Document Information about Job Position It consists of following parts:
Job Purpose
Outcomes Of Research
PTP Tests:
Towards Demonstrating
JAQs:
g Preferences is Perceptual
Judgmental
Recommended For Training Gap Occurred
Conclusion Recommendations
Company Needs To Accelerate Following Procedures:
E di T i i N d A l i