Please provide answers to the 3 questions in the following problem: I submitted

Question

Please provide answers to the 3 questions in the following problem: I submitted this once already using the chegg textbook solutions however the instructor responded back to me with this comment:(You may not realize this, but the responses you submitted are from the instructor's manual. If you would like to resubmit with your own ideas and recommendation I can apply points to your score)

The Inandout Inc. Company provides warehousing and fulfillment services (order receiving and filling) to small publishers of books with small print runs (number of copies of a book printed). After the books are printed and bound at a printing facility, they are shipped to INandOut for handling. The books are initially received by handlers who unload them from the trucks, place them on pallets, and move them via forklifts and conveyors to their assigned storage space in the warehouse. The handlers also retrieve books and take them to the shipping area when orders are received. The shippers package the books, place them in cartons, and load them onto delivery trucks (to take to air or ground transportation providers). Book orders are taken by customer services representatives via printed, phone, or electronic (email, fax) forms. New accounts are generated by marketing representatives, who also service existing accounts. Order clerks handle all the internal paperwork. All these employees report to either the supervisor of operations or the supervisor of customer service, who in turn reports to the general manager.

                The owner and president of INandOUT , Inc. Alta Fossom, is independently wealthy and delegates all day to day management matters to the general manager, Marvin Olson. Alta, requires however, that Marvin clear and new ideas or initiatives with her before taking action. The company is growing and changing rapidly, along with adding many new, and often larger, accounts. Publishers are demanding more services and faster order fulfillment. Information technology is constantly being upgraded, and new machinery (forklifts, computer assisted conveyor system) is being utilized. The workforce is growing in size to meet the business growth. There are now 37 employees, and Marvin expects to hire another 15-20 new employees within the next year.

                Job descriptions for the company were originally written by a consultant about eight years ago. They have never been revised and are hopelessly outdated. The job of marketing representative does not even have a job description, because the job was created only five years ago. As general manager, Marvin is responsible for all HR management matters, but he has little time to devote to them. To get a better grip on HR responsibilities, Marvin has hired you as a part time hr intern. He has a gut feeling that the job descriptions need to be updated or, in some cases, created and has assigned the project to you. Since Marvin has to clear new projects with Alta, he wants you to prepare a brief proposal that he can take to her for approval and that suggests the following:

1. Reasons why it is important to update or write new job descriptions

2. An outline of a process for doing this that will yield a set of thorough, current job descriptions

3. A process to be used in the future for periodically reviewing and updating job descriptions

Marvin wants to meet with you and discuss each of these points. He wants the proposal to contain specific suggestions and ideas. What exactly would you suggest to Martin

Here is a copy of what i submitted to as homework:

1. Over the past 20 years the external environments that most companies operate in have changed dramatically. Factors causing these changes are increased foreign completion, changing market structures and greater work force diversity. These changes have forced the way that organizations have to operate their businesses as well.   These organizational changes include significant redesigning of many jobs in the US or the countries they are based out of. Since the way that jobs are performed this causes the critical needs for organizations to invest time and resources to update their job descriptions. If a company does not do this, there could be negative effects on key HR functional activities which require good job descriptions as an input for their processes. Items that will need to change will be the recruitment, selection, compensation, performance appraisal and the training and development required to keep the organization modern. Organizations cannot afford to reduce the HR staff because of the functions they provide with the outdated job descriptions.

2.

JOB SUMMARY

Generate a requirement or description of what the job does or is responsible for. This involves collecting information about tasks, task dimensions, importance, and the nature and importance of KSAOs.

TASK AND PERFORMANCE DIMENSIONS

The sentence analysis technique could be used to develop a task statement. Individual task statements could be grouped together into clusters to for a task dimension matrix

Assess the relative importance of the various task

Use task to identify relevant KSAOs

Assess job context

Generate job requirements matrix

METHODS USED

Gather prior information on jobs from company records

Use task questionnaires such as the PAQ

Observe people working in their work areas

Perform interviews with job incumbents, supervisors, and job analysis experts

JOB SOURCES

Supervisors

Job analysis specialist

Job incumbents

Process information

                a. Identifty the purpose and scope of the job analysis process

                b. Verify job descriptions with job incumbents and supervisors

3.

Maintaining job description systems so they stay current, they have to be designed and implemented and go through a formal process which will specify a regular and systematic evaluation of the job description system to determine whether the job descriptions are still appropriate or valid. Keeping a commitment to the idea of having an accurate job description system is critical for all people involved in and affected by the process.

Here is a copy of what textbook solution answer was:

Thank you very much for the help

1. Reasons why it is important to update and write new job descriptions. The external environment in which most companies operate has changed dramatically in the pas 10-20 years. This has been due to factors such as increased foreign competition, changing market structures and greater work force diversity. Consequently, the ways in which organizations "do business" has had to change as well. These organizational changes have included a significant redesigning of many jobs in the U.S. It is because the basic nature of jobs has changed so dramatically that there is a critical need for organizations to invest the time and resources needed to update their job descriptions. If this is not done, it could have negative effects on key HR functional activities which require good job descriptions as an input for their processes. This would include activities such as recruitment, selection, compensation, performance appraisal and training and development. Clearly, organizations cannot afford to reduce the effectiveness of the overall HR function due to the use of outdated job descriptions.

Explanation / Answer

1. Importance of udating or writing new job descriptions

Like all businesses, Inandout Inc. operates in a very dynamic business environment. Rapid strides in technology and the flattening of the world have modified the way most of the way an oganization achieves its objectives. In such a scenario, job descriptions that are old are totally irrelevant in current hiring and promotion decisions. New positions are also created to adapt to the changing environment, and these need job descriptions too. Inandout Inc. is also expanding and new members are joining the workforce periodically. If the job descriptions are not current, then the organizations will end u with a workforce that is not equipped to handle its responsibilities, leading to loads of negative implications. An expanding workforce usually means a higher degree of specialization, which also means that the roles are changing.

2. Outline of a process for doing this

For achieving accurate and cuiewing rrent job descriptions, a methodical and innovative approach needs to be applied. This begins by interviwing the General Manager, the supervisor of operations and the supervisor of customer service. Then a few senior and few successful emloyees of the relevant position are also interviewed. This ensures that the inputs include a the correct mix of the current tasks and the management vision of the short term evolution of the role. The interviews may be open ended or aided by any of the multiple tools available to assist in the process. Based on this, the first draft of the job description is prepared. The job description should clearly bring out the skill sets needed for specific tasks and the behavioral traits needed for the environment. Once this is done, it is again reviewed by the suervisors and selected employees. They are encourage to identify outliers, that is tasks and skills that are not covered by the first draft. After incorporating the feedback, the job descriptions are reviewed and signed off by the supervisors and the general manager.

3. Process to be used for periodically reviewing and updating the job descriptions

A formal process needs to be put in place for periodically reviewing and updating the job descriptions. As Inandout Inc. is expanding, it is possible that there is headcount for an HR role to whom this responsibility can be assigned. If not, then it becomes the responsibility of the general manager. Either ways, it must be part of somebody's job description and discussed during their annual appraisal cycle. Proper weightage must be associated with the task to ensure that it does not slip through the cracks.

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