Job Analysis

1. Jim Quinn Staffing Technical Lead Job Analysis

2. Outline • What is job analysis? • What is the purpose of job analysis? • Is job analysis required? • How is it conducted? • Thoughts about duty statements • Results of poor job analysis • Documentation • Test • Workshops

3. What is Job Analysis? Definition: • A process to identify and determine in detail particular job duties and requirements and the relative importance of those duties for a given job • Analysis is conducted on the job, not the person • Systematic method of gathering and documenting information • Focuses on work behaviors, tasks, and outcomes • Identifies personal qualifications necessary to perform the job and the conditions under which work is performed • Documents the job as it exists at the time of analysis, not as it was in the past or as it exists in another organization

4. Purpose of the Job Analysis • Purpose • To establish and document the “job relatedness” of various employment procedures, to include selection, training, performance, and compensation • In Resumix, job analysis shows a link between the skills used in the resume search plan and the major job requirements • Must be a rational relevance between the criteria used and successful performance on the job

5. Is Job Analysis Required? YES! • 5 USC 2301 Merit System Principles: Requires that selections be made from qualified candidates and that employees be selected and educated on the basis of merit • 5 CFR 300, section 103: Each employment practice shall be based on a job analysis • Uniform Guidelines on Employee Selection Procedures (29 CFR 1607), 1978: States that a thorough job analysis is needed for supporting a selection decision

6. How is Job Analysis conducted? Collect Job Information to identify the tasks and competencies related to the job • Position descriptions (review with the supervisor) • Classification standards • Evaluation statements • Existing performance standards • Previous job analysis

7. How is Job Analysis conducted? (cont.) Meet with a job incumbent, supervisor, or SME • Compile a list of the major job duties • Document which duties are more important • Document what percentage of the time is spent performing the duties identified

8. How is Job Analysis conducted? (cont.) Other job analysis methods • Observation • Interview • Diary • Desk audit

9. How is Job Analysis conducted? (cont.) • HRS and SME review the duties to ensure they are all job related • Importance for job performance • Need at entry in the job • Distinguishing value • Duties identified as critical for successful job performance are used in developing Resumix rating criteria

10. Primary vs. Basic Skills • Primary skill: Skill is critical for performance of the work immediately upon entry • Basic skill: Skill that could be learned in a reasonable amount of time • A primary skill could be used as a potential selective factor – must be documented in writing

11. Determination of Ratability • Skill must be discernible through descriptions of experience, training and education, awards, outside activities or hobbies, etc • If not ratable, skill assessed through other processes (job interviews, background checks, writing samples, etc)

12. Determination of Distinguishability • Ask SME/Selecting Official • Would the ideal candidate possess the skill? • Would the skill differentiate superior and minimally qualified candidates? • Did past superior performers possess the skill?

13. Multi-grade Recruitments • Skills may be similar • Analysis must always be done for the highest grade level advertised • If announcement covers positions below highest grade announced, recommended that job analysis be performed on the lowest grade announced • If any grade level requires a different skill then the highest/lowest grade announced, job analysis must be completed

14. Interdisciplinary Recruitment • Job analysis should contain identical skills, regardless of series • Although qualification requirements will differ, applicants should be rated against the same criteria

15. Release of Information • Rating information is not releasable through the Privacy Act or FOIA regulations

16. JOB ANALYSIS/SEARCH PLAN PD#: LA06D40 Human Resources Specialist, GS-201-12/13 SKILLS IDENTIFIED BY RESUMIX: HR Program Design Staff Education HR Program Implementation Staffing Planning Recruitment Strategy Recruiting Staffing Staffing Changes Organiz Change Rightsizing Change Mgmt Organiz Assessment Organiz Design Business Process Goal Setting Mgmt Consulting Strategic Planning Resource Allocation Forecasting Staffing Needs NASA Process Changes Marketing Exp Analytical Ability Organizational Skills Structural Analysis Program Coordination Customer Needs Management Practices Program Implementation Material Classification Autonomous Tech Multi Discip Research Position Class

17. DUTIES ADVERTISED Provides expert and authoritative advice on complex classification issues and problems with agency-wide impact. Advises on the accepted principles and rules to be applied in analyzing complex individual position and organizational structure issues, applying broadly written guides to rapidly evolving professional occupations; or resolving highly contentious mixed series/mixed grade, interdisciplinary classification issues that have widespread internal and potentially external impact. (SKILLS/COMPETENCIES: Position Classification, Organizational Design, Mgmt Consulting, Analytical Ability) Coordinates and advises on the implementation and utilization of automated classification and recruiting systems, tools, and processes. (SKILL/COMPETENCIES: HR Program Implementation, Business Process, Analytical Ability) Defines and forecasts long and short-range staffing requirements and develops recruitment strategies to fill positions. (SKILLS/COMPETENCIES: Recruitment Strategy, Staffing, Analytical Ability) Advises top-level managers and supervisors on organizational changes, turnover, and changes in skills requirements, position allocations/authorizations, and other issues impacting recruitment. (SKILLS/COMPETENCIES: Management Consulting, Change Management, Staffing Changes, Organizational Changes, Resource Allocation) Coordinates and implements an internal recruitment program designed to meet the staffing needs of the organization and one that is responsive to dynamic changes in mission and business practices brought on by complicating factors such as downsizing, technological advances, and competition in the labor market. Assists in developing goals that correlate to NASA's strategic goals for change (e.g. conduct organizational needs assessments, determining organizational readiness for change, marketing organizational awareness and leading change initiatives). (SKILLS/COMPETENCIES: Recruiting, Organizational Change, Management Consulting, Staffing, Change Management) Responsible for collaborating with and leading management in employing change management process. (SKILLS/COMPETENCIES: Change Management, Management Consulting)

18. SKILLS/COMPETENCIES RECOMMENDED: • SKILLS/COMPETENCIES RECOMMENDED: • Position Classification (Primary) • Organizational Design (Primary) • Management Consulting (Primary) • HR Program Implementation • Recruitment Strategy • Staffing (Primary) • Organizational Changes • Staffing Changes • Resource Allocation • Recruiting • Primary Skills (in priority order) • Position Classification • Staffing • Management Consulting • Organizational Design

19. Duty Statements • Typically contain three parts: • Verb • Object • Purpose • Examples: • Compiles reports on a quarterly basis • Compares department expenses with budget

20. Duty Statements (cont.) • Job Analysis should answer the following questions for every position: • What tools, materials, and equipment are used to perform the tasks in the job? • What methods or processes are used to perform the tasks in the job? • What are the specific duties of the position?

21. Duty Statements (cont.) • Job Analysis should answer the following questions for every position: • What are the critical tasks and key result areas of the position? • What are the discrete outcomes of the job for which the person appointed will be held accountable and evaluated on? • What behaviors, skills, knowledge, and experience are the most important to the program in achieving the key results and outcomes?

22. Results of poor Job Analysis • Selecting official receives a list of candidates’ who posses the wrong competencies • Relevance of generic position descriptions identifies generic skills • Using position descriptions with the wrong focus (AST with focus on scientific vs. engineering competencies) • Managers and applicants lose confidence in the system and in Human Resources

23. Documentation • Job analysis is only as good as the effort put into it and the resulting documentation • HR Specialists are responsible for reconstruction of all activities that led to the final hiring decision

24. Test

25. Q1: What is Job Analysis? • A systematic process for gathering, documenting, and analyzing information about the content, context, and requirements of a job • A way to determine who should be hired for a particular job • A way to identify the competencies/KSAs needed to perform the duties of a job • Both A and C

26. Q2: A job analysis provides data that can be used to develop which of the following?? Select all that apply • Recruitment strategies • Selection tools • Performance management plans • Employee satisfaction surveys

27. Q3: Federal regulations provide that each employment practice of the Federal Government shall be based on a job analysis to identify which of the following? • Basic duties and responsibilities • Competencies/KSAs required to perform the duties and responsibilities • Factors important for evaluating candidates • All of the above

28. Q4: Job analysis is the foundation for human resources management • True • False

29. Q5:Job analysis focuses on the tasks performed on the job and not on the competencies/KSAs required to perform the tasks. • True • False

30. Q6: You must conduct a job analysis every time you seek to fill a job? • True • False

31. Q7: In which case would it be most important to conduct a new job analysis? • If the position you seek to fill is similar to other positions in your agency • If position requirements are likely to change frequently • If the requirements of the position are relatively static • All of the above

32. Workshop #1

33. Job Analysis Example 1: Gs-801-14 Resumix Skills: • Consultancy • Crew • Document prep • Documentation • Electro-magnetic • Engineering Exp • Flight Operations • Flight systems • Ground Support • Group Instruction • Leadership • Mission Analysis • Op Management • Operational support • Performance Monitoring • Procedure Develop • Products & Services Evaluation • Product Development • Project Timeline • Resource Coordination • Site Assessment • Space Station • Systems Engineering • Systems Training

34. Workshop #2

35. Job Analysis Example 2: Gs-801-14