Job Analysis

Job-related Criteria Identified through job analysis

prior to recruitment process Used to evaluate and determine

BQ Tied to specialized qualification

requirements Prescribed by either OPM or DoD Identify eligibility criteria for

promotion or placement

Job Analysis Requires:

Development of valid, job-related measurement devices

Identification of KSAs necessary for satisfactory performance on job

Accomplished through thorough and systematic selection-oriented job analysis

Rational Relationship Exists between

Job content and KSA identified

Performance on job and selection criteria

Demonstrates Validity of candidate

evaluation method

Purpose Of Job Analysis

Job analysis identifies Basic duties and responsibilities of

position being filled Knowledge, skills, abilities and/or

competencies required to perform duties and responsibilities

Factors that are important in evaluating candidates

Coverage Job analysis may

cover A single position Group of positions

or an occupation Groups of

occupations having common characteristics

Measurement ToolsVariety of possible tools from which to

select1. Skills - training and experience ratings

Measure level at which a candidate has acquired/demonstrated skills

2. Structured interviews3. Supervisor ratings

Used to measure quality of performance4. Performance test5. Written tests6. Assessment centers

Applicant Supplemental Questionnaire

Used to gather job-related background data

Completed by candidate Provides examples that show

when, where and how skills were attained

Checklist format works well

Structured Interviews

Appropriate measurement tool if “soft” skill, e.g., oral communication is critical

Selecting and training interviewers Use interview team Competence/Interest

Essential Technical knowledge of job Team needs to be trained

Supervisory Supplemental Questionnaire

Supplement Questionnaire for Supervisors Gathers information from

supervisor regarding level of tasks

Benchmark levels are developed for supervisor to score

Supervisory Rating Questionnaire

designed to obtain supervisor’s opinion on quality of applicant

Rating scale and descriptors

Based on observed behavior not potential

Written Tests Only OPM approved written

tests required/approved can be used

When tests are used, raw score are required for all

Test scores can not be a pass/fail

Treated as only one source

Assessment Centers Require candidates to perform

in “live” situations Group discussions In-basket exercises Simulation interviews Oral presentations Written communication Exercises

Expensive to run

Performance Tests

Applicants use equipment used on job

Examples are typing tests or road skills driving test

Costly to administer Require one-employee to

one-examiner Excellent predictors of

potential

Factors To Consider Determine most appropriate

measurement tool within available resources

Resources such as time and cost is always a factor

Rating using the written word “paper documents” can only measure extent to which candidates demonstrate possession of skill

Minimum Job Analysis Many ways to analyze a job No single method is adequate for all cases Must meet three basic regulatory

requirements:1. Analyze duties of position2. Identify skills necessary to perform

duties3. Document analysis and job relatedness

Job Analysis Interview

Conduct job analysis interview with SME Confirm what is required Determine which skills are required Outcome should include

List of major duties Job Objectives List of skills essential to job Record of decisions made

Preparing For Job Analysis

Job descriptions Manager/Gatekeeper Job objectives Classification standards Evaluation statements Organizational charts Mission statements Occupational literature Interview with a SME Job elements by series contained in Job

Qualification System for Trades and Labor Occupations (previously X-118C)

Reliability

Examination produces same or nearly same result

Measurement results independently obtained by two or more raters

Indication of consistency or reliability between raters is based upon how closely the ratings match

Ratings may be objective/numerical scores or subjective/judgment measures

Several methods of obtaining an index of reliability

Validity Measures How well a selection device work How well selection device

predicts job success Possession of a KSA necessary

for successful performance in job Indication of relationship

between qualification ratings and job performance

Documentation is critical

Measure of Validity Measures how well selection

devise Measures skills Predicts success

Determined by: Quality of candidates referred Success of placement Feedback from supervisor/SME

Tie Skill with Level of Duty

Trainee position - use lower level experience

First line supervisor – ask for team / project leader experience

Skills Requiring Qualitative Judgment

Can not make reliable decisions about level of possession of certain skills without performance indicators

Example - “Meets deadlines” Could conclude applicant has experience which

required deadline but not how the deadlines were met

Best measured through supervisory feedback such as appraisals or reference check

Other characteristics which cannot be directly tied to a duty should not be included such as dependability

Refining Skills Skills should be reflected

in duties/ specialized section of vacancy announcement

Should not be agency specific, unless appropriate

Must be measurable in a resume

Analyze job, use good judgment!

Measuring Soft Skills Certain skills “soft” skills –

e.g. oral communications, team leader Best measured in

simulated face-to face situation or structured interview

Does not measure well with “paper” examination

Exercise

Perform job analysis for YB-203-2 position

Documentation Documentation allows reviewers to

clearly follow: Thought process used Decisions made during job analysis

Reasons for documentation include:1. Show job analysis was done thoroughly

and systematically2. Show proper conclusions were drawn

about job requirements

Documentation3. Record job analysis so that it

will not have to be repeated4. Allow job analysis to be used as

evidence in event of complaint, grievance or court action

5. Demonstrate that most appropriate measurement tools were selected or developed

Document

Keep track of: Skills Definitions Any changes Names of

supervisor or SME

JOB ANALYSIS FOR RESUMIX

Objectives

Students will be able to perform a job analysis using Resumix based on knowledge of:

Resumix “process”

Skills extraction

Validating skills

Recognizing bad skills

Use of “notes” section

Resumix Guidelines

Resumix is a comprehensive, multi-step process used to determine and document:

Duties

Job related skills

Skills used to distinguish quality of competitors

And more . . .

Determining Skills

Confer with Management

Initial skills are extracted from:

Key information from job description Lead sentence(s) from major duty paragraphs

Factor 1 section of FES Information provided by supervisor

Skills need to be reviewed to determine nexus

GS / FWS

For GS / NSPS use:

• Official job description / job objectives

• Classification standard

• Qualification standard for the series

For WG use:

• Official job description

• Job elements by series contained in the Job Qualification System for Trades and Labor Occupations (previously X-118C)

Resumix Guidelines

Needed skills not in grammar base

Minimum/maximum number of skills used

Number of skills sent to SME

Skills Guidelines

Must be based on major duties in job description

Commensurate with position Correct Category - Engineer in 9

different categories May not be so restrictive that only

Army applicants will possess skill

Resumix Skills

Must be measurable in a resume

Analyze the job, use good judgement! Number based on applicant pool (5-20)

More applicants more skills for clear break

Required Skills

REQUIRED Mandatory – must possess to

successfully perform duties in position description

Based on duties in position description Used to determine minimum or basic

eligibility Rarely used

Desired Skills DESIRED

Optional – not required for successful job performance, nice to have

Based on duties in position description Will Determine “Best / High Quality”

applicants

What Happens When?

Generic or inaccurate PD is used

Using skills not referenced in the PD

Modifying skills after the MPA closes

Modifying job search plan after PPP clearance

Indicators of Poor Skills

Results in no matches Matched resumes do not meet

qualification requirements Screens out too many applicants Skills do not differentiate candidates Skills describe minimum

qualifications Skills not related to position

Rating Candidates - Resumix (Internal)

Resumes scanned for skills matches Will determine BQ Required skills used to determine

minimum or basic eligibility Candidates ranked based on number of

desired skills possessed Matched candidates rated for basic

qualifications

Rating Candidates - RESUMIX (External)

• Initial screening for minimum skills or education

• Initial score based on percentage of skills matched

• Additional points based on total number of matched skills and those more heavily weighted

Rating Candidates - RESUMIX (External)

• Weighted desired skills are used - required skills are not used

• Skills are weighted from 1 to 6• Weighted level 1 is considered a basic skill• Weighted levels 2 – 6 are considered

“fundamental” skills• Initials score (70, 80, 90) is based on percentage

of fundamental skills matched• Veterans’ preference points added to initial score

Staffing Role - Candidate Evaluation

Works with selecting official/SME to

Ensure candidate evaluation criteria is appropriate

Produce desired results

Publishes vacancy announcements

Staffing Role- Candidate Evaluation

Rates candidates qualifications based upon established candidate evaluation methods and instruments

Refers “best qualified” candidates

Extracting SkillsWG POSITIONS Identify major duties which support the screen-

out element Identify the following which are essential in

deciding the importance of the various tasks and the relative weights Shop practices Materials Equipment Definition of the job element Work examples and levels of complexity

Extracting Skills

WG POSITIONS

Use the rating guide samples and job description together to finalize “screen-out” job requirements

EXAMPLE: Carpenter, WG-09

Plan and complete work involving the construction of building additions, put up frameworks, rafters, bearings, frame windows and doors; install dry walls; complete trim work. Uses woodworking equipment and precision layout and measuring devices such as levels, plumb lines.

Extracting Skills

Recognize Bad Skills

Results in no matches

Matched resumes - obvious quals issues

Screens out too many applicants

Skills do not differentiate between candidates

Skills are basically the same as minimum qualifications

Skills are not job related

Resumix Notes ! Notes section of each requisition is a

shared product. Use it.

Notes section is critical to documentation of certain items for archiving in the Electronic Case File tool!

Samples of entries might include: Cut-off was used after 7 skills as it

represented a break in skill matches.

Announcement was canceled due to .....

What Skills Do I Need ? Become Familiar with Classification and

Qualification standards - Use them! Learn how Resumix “Thinks” Make a habit of reviewing Knowledge Base Make a habit of testing and

validating skills prior to using Make a habit of thoroughly

documenting decisions and processes Understand signs of bad skills!

THINK THINK

THINKTHINK