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 I. Letter of Transmittal ……………………………………. ii. II. Executive Summary …………………….……………… iii. 1. Introduction …………………………….…………………… 1. 2. Methodology ……………………………….………………… 2. 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. 3. Discussion …………………….…………………………… 5. 4. Conclusion …………………….…………………………… 5. 5. Recommendations …………………….……………………. 6. 6. Appendix A (Sample Questionnaires & Form) ……..………… 7. 6.1. Personality Type Profiling ………………………………………….. 7. 6.2. Job Analysis Questionnaire ………………………………….. 12. 6.3. Job Description …………………………………………………. 15. 7. Appendix B (Hierarchal Chart) ……..……………………… 24. 8. Appendix C (Descriptive Statistics) ……………………… 25. 8.1. Personality Type Profiling Test Results ………………………….. 25. 8.2. Overall Organizational Personality Analysis ………………….. 26. 8.3. Distribution of Responsibilities Graphical analysis ………….. 27. 9. References …………………….…………………………… 28. i | P a g e

I. Letter of Transmittal December 3 rd , 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 ii | P a g e

II. Executive Summary 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 Description. JDs were then agreed by the Job Holders, Immediate Supervisors and Next Supervisors. Whereas, after assigning responsibilities to the existing employees, few gaps were identified, for which new positions will be announced. iii | P a g e

Job Profiling Research during OD/HRD process 1. Introduction 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 of increase in productivity, which ultimately results in increased economic value. Job 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 responsibilities. Gaps are filled with new positions whereas; overlaps are removed by correcting responsibility distribution. The research was conducted on individual positions separately. It mainly focused on evaluating three major areas of a Job. • Knowledge • Practical Skill • Compitencies • Personality Type (Intallectual, Interactive, Desicion Making & Personal Management Skill) Input • Objectives, Goals and Functions • Performance Potential and Problem Solving • Key Result Areas (KRA) Process • Objective Complience • Key Performance Indicators (KPI) Output Job Profiling Research process can be divided into two phases. 1. Existing Job Analysis and Restatements 2. Generating New Positions 1 | P a g e

Job Profiling Research during OD/HRD process 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 organizational objectives. Job profiling may align and correct the distribution of responsibilities. 2. Methodology The Responsibility Spectrum of the company is divided into three areas with 12% cross – functional responsibilities. 1. Operations & Projects 2. Finance 3. Sales & Marketing Operations & Projects 33% Cross-Function 5% Finance 22% Cross-Function 7% Sales & Marketing 33% 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 2 | P a g e

Job Profiling Research during OD/HRD process 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 organization internally, therefore, the Population for this research was the entire organization, whereas, every employee of the management category in the company 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 3 | P a g e