Jim QuinnStaffing Technical Lead

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 2

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

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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

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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

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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

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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

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Other job analysis methods

Observation

Interview

Diary

Desk audit

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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

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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

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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)

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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?

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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

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Job analysis should contain identical skills, regardless of series

Although qualification requirements will differ, applicants should be rated against the same criteria

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Rating information is not releasable through the Privacy Act or FOIA regulations

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PD#: LA06D40Human Resources Specialist, GS-201-12/13

SKILLS IDENTIFIED BY RESUMIX:

HR Program Design Staff Education HR Program Implementation

Staffing Planning Recruitment Strategy RecruitingStaffing Staffing Changes Organiz ChangeRightsizing Change Mgmt Organiz AssessmentOrganiz Design Business Process Goal SettingMgmt Consulting Strategic Planning Resource

AllocationForecasting Staffing Needs NASAProcess Changes Marketing Exp Analytical AbilityOrganizational Skills Structural Analysis Program CoordinationCustomer Needs Management Practices Program ImplementationMaterial Classification Autonomous Tech Multi Discip

ResearchPosition Class

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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)

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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

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Typically contain three parts:

Verb

Object

Purpose

Examples:

Compiles reports on a quarterly basis

Compares department expenses with budget

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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?

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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?

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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

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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 23

A. A systematic process for gathering, documenting, and analyzing information about the content, context, and requirements of a job

B. A way to determine who should be hired for a particular job

C. A way to identify the competencies/KSAs needed to perform the duties of a job

D. Both A and C25

Select all that apply

A. Recruitment strategies

B. Selection tools

C. Performance management plans

D. Employee satisfaction surveys

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A. Basic duties and responsibilities

B. Competencies/KSAs required to perform the duties and responsibilities

C. Factors important for evaluating candidates

D. All of the above

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A. True

B. False

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A. True

B. False

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A. True

B. False

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A. If the position you seek to fill is similar to other positions in your agency

B. If position requirements are likely to change frequently

C. If the requirements of the position are relatively static

D. All of the above

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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

Resumix Skills:

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