JOB ANALYSIS FOR JOB ANALYSIS FOR RECRUITMENTRECRUITMENT

Robin Mattocks

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DetailsDetails: : Use The 5 W’s for Missing InfoUse The 5 W’s for Missing Info

Using 5W’s to explain job analysis:1.1. WWho?ho? You and Subject Matter Expert (SME/JKE) or HA Hiring Authority Collaboration2.2. WWhat is it? hat is it? Per HR Portal: It is studying jobs to gather, analyze, synthesize and report info re job requirements. What it is not: Position Reallocation or Class Study3.3. WWhere?here? Confidential Room4.4. WWhen?hen? Planning stage: before opening recruitment 5.5. WWhyhy is it important?

Use these 5W’s to help you understand, confirm and fill in any missing information provided by HA.

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Benefits of Job Analysis

Attract/Attain Best Candidates – Accurately communicate current duties and competencies to

candidates Duties most used (Form A), Required Competencies (ksa) (Form

B), Best Assessments/Tests (Form C) to use for Competencies Document/Justify Competencies Requested (Ties duties to

competencies – required) Uniform Guidelines Determine most effective means of identifying qualifications Defense for Compliance Agencies, Audits & Arbitration

RESULT: GOOD DEFENDABLE RECRUITMENT

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Do Your Research (Sources)

Before even sending out the “JA for Recruitment (Form A)” to HAReview, Analyze and Consider: Class Specification (auto populate to form?)Prior Job Announcement (Consider: How Old, Quality, Past Result, Defensible)May consult other Counties, Agencies…

– How have other jurisdictions recruited and assessed for this?Uniform Guidelines Key Factor = Link Duties to Competencies (Form A)HR Portal –WRIPAC, SHRM, CPS, all more complex (more methods of JA)Prepare for HA Meeting – analyze what you have, identify what you need and what you want to recommend.Consider the Source - Who is your Hiring Authority (HA), Job or Subject Matter Expert (JKE or SME). How well & long doing job?

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Degree of Analysis: More versus Less?

Consider: How long since the last job analysis was completed?How old is the job specification?Have changes occurred since the last analysis?Consider the source? Who is your Hiring Authority, how long and how well have they done the job?Is documentation needed?IT IS YOUR DECISION

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Responsibilities:

From Hiring Authority, verify duties & competencies or get update: Information to Identify and Develop:

– For Job Announcement– Competencies (Knowledge, Skills and Abilities) & Weights of each– Rating Criteria – Examples of Desirable Qualifications. DQ = Superior Response

Your responsibility: Collaborate With/Guide HA to clarify info, ID competencies & Superior Response vs Qualified You determine Best Assessment Method for each Competency with HA buy-in

– Assessment should have Face Value and be Logical– Assessment should not simply use “past practice” (AAP/QAP)– Assessment should identify and separate the best from mediocre– Can it be administered and rated in a reasonable amount of time and effort– Your job to “sell” your recommendations to Hiring Authority

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New Forms (A) Duties- (B) Competencies- (C) AssessmentsOld PDQ renamed/simplified

The initial form to SME is condensed and renamed from PDQ/PDF to Job Analysis for Recruitment

Changes Some questions deleted or moved to meeting with HA/SME Better reception & buy-in from SME Collaboration can lead SME to provide more meaningful data.

Forms = 3 Responsible for Content and Completion listed below Form A Position/Person Information & Duties (HA) before meeting Form B Identifying (& Weight) Criticality Competencies (you & HA

collaborate) Form C Assessment for Competencies (you and HA collaborate)

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Form A- Form A- Identifying Major DutiesSection 2 TO BE COMPLETED BY HIRING AUTHORITY OR SUBJECT MATTER EXPERTS

Your Name __________________________________________ Class Title ___________________________________________ Place of Work:________________________________________ Division/Unit ___________________________Phone_________ Your Supervisor’s Name ________________________________ Supervisors Title ______________________________________

Instructions: For each duty below, estimate the % of the overall job, whether or not it is trainable or needed upon entry to the job and list one or more required competencies

Form A: Identifying Major Duties

Percent Trainability Duties Competency or KSA

AcctAst % Yes or No Accurately calculate (x,/,+, -), % and convert % to decimals Knowledge of simple math1. 2.

3. 4. 5. 6. 7. 8. 9. 10.

Form A, Page 2 TO BE COMPLETED BY HIRING AUTHORITY OR SUBJECT MATTER EXPERT

In addition to those listed on the attached class specification, what qualifications would the ideal candidate possess in order to perform the duties you described on his or her first day of work? (An ideal candidate is incumbent that can be successful with no or minimal job training). Please list.

(For example Accounting Assistant I MQ = 1 year office support or 6 month with statistical or financial records.

AA II = 1 year or 18 months respectively. Ideal for I level might equal the MQ for II (1 year or 18 months.)

  Are there any special qualifications for this assignment, (beyond MQs on class spec attached) required upon

entry to the job? (For example, new State or Federal requirements: certificate, degree, registration…) ____ If so, identify below. 

Has this job been difficult to find qualified candidates for? If yes, explain below. Yes ____ No ____

  Where would you most likely find qualified candidates? List prior and potential advertising resources. 

Is there anything re: this job which makes it different from others in this class? Yes ___ No ___ please explain.

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Legend: Legend: Are duties trainable?Are duties trainable?Trainability

Yes or No – Can affect Weight of competencies Be sure to include competency if not trainable Calculating not required at this time. Is Recommended! If calculating, use % of time spent on Duties:

o (Use approximate %’s of overall job. % is relative)o Trainable on entry to job = YES/NO.

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Examples of Examples of Meeting Meeting QuestionsQuestions

See Handout After you receive Form A/Duties, meet and ask questions like:

– Any important duties not listed here? Explain– What do you mean by “process.” What does “prepare” mean?– Can they perform the job without possession of this competency?

Collaboratively Complete Forms B and C together. Link Duty with Competency, Note: If you get stuck – use Competency Cards Are additional competencies/ksa’s needed to perform this duty. Beyond the stated qualifications, what would ksa/comp’s would your ideal candidate

possess? Any “special qualifications?” Possibly pre-populate Form B to confirm info if spec. or data provided is recent prior to

meeting Gain consensus: Ensure HA knows he/she has been heard, then persuade/sell ideas to HA Compromise? If HA makes reasonable argument for alternative, consider this as last resort.

Remember JA is not an exact science.

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Exercise #1 – Pre-Meeting Planning Gleaning Competencies (KSA’S) from Duties

Spend a few minutes reviewing the duties. In Groups of 3 – Discuss Job Specification Duties and

suggest the probable competency (KSA) necessary to perform that duty.

Look at Form C. Which assessment exercises could measure if an applicant does possess each competency?

Choose which assessments you would recommend to your HA and why.

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FORM BFORM BIdentifying and Weighing Competencies Identifying and Weighing Competencies

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LEGEND:Criticality Rating Scale - is it essential/critical to competent performance?0= Possession of this is NOT important to overall competence 1= Possession of this is HELPFUL OR DESIRABLE for overall competence2= Possession of this is ESSENTIAL for overall competence *Recruiters who prefer to determine competency weights: Multiply each duty % from Form A, by the Criticality number. Multiply that total by .5 OR (5/10). The total for all of competencies will have a potential of 100 pts.

CLASSIFICATION:  *Note: these competencies are required to perform duties  Criticality    % Duty % Weight

Competency (KSA) Statement 0 1 2

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Assessment/ Competency Matrix Assessment/ Competency Matrix Graph C

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CLASSIFICATION: ASSESSMENT / TESTING TOOLS

Competency (KSA) MQ AAP QAP ESSAY M/C ROLE PLAY

IN-BASKET PRESENTATION PERFORMANCE OTHER

EXMath Computations X X

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Instructions: Put an X under all of the potential Assessment Tools listed that would be able to measure each competency listed. Recommend one or more of the best assessment tool(s) for each competency and then discuss your recommendation with the Hiring Authority to obtain concurrence. “Bold” the ones you use.

SUMMARY – HOW TO COMPLETE SUMMARY – HOW TO COMPLETE FORMS A, B, AND C.FORMS A, B, AND C.

Research – Determine Major or Minor Job Analysis needed

Prepopulate Form A if appropriate Send Form A to HA for completion and request return deadline Set meeting date with HA allowing sufficient time to analyze completed Form A,

determine missing or unclear information and formulate questions. Analyze Completed Form A prior to meeting

– What’s missing, unclear or incomplete?– Prepare questions– Review data; anticipate competencies/ksa’s necessary for each duty.– Generate ideas for possible assessments to measure each competency/ksa.– In meeting, be ready to listen, suggest alternatives and ways to persuade HA

to accept your recommendations re assessment methods.

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Role Play Demo - Convincing the Role Play Demo - Convincing the Hiring AuthorityHiring Authority

Why: HA wants fast and easy. Explain:

– A better candidate pool– Competition essential (Per State)– Best Practices accepted – taught in college I/O Psych– Even good recruitments and assessments can be better so try new approaches– Show them the $$$ saved (metrics)– More time now means less later (complaint responses)– Can minimize number of complaints - faster eligible list to refer– Less liability – defend against

Selection Complaints Compliance Agencies (DFEH, EEOC) Lawsuit State audits- sanctioning County – loss of funds $$$ Loss of “control.” State can take over OC Recruiting

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Convincing Hiring Authority Convincing Hiring Authority Role Play

Pay attention to:Any techniques to approach the subjectWhile viewing watch how Recruiter answers Hiring Authorities reluctance & concernsPay attention to Recruiter’s non-challenging termsTechniques to obtain HA inputMaking it HA ideaReaching Agreement

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Convincing Hiring Authority Convincing Hiring Authority Role Play Debriefing

What worked well and not so well? What language was effective in getting buy-in? What words or concepts were not as effective when

discussing the HA? How do you think each role player felt? What future action could we take to get a better result? What have we learned?

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Convincing Hiring Authority Convincing Hiring Authority Role Play Debriefing continued

What is a better way to say, no? How do you introduce a new concept? What is a way to get buy-in?

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What Else?What Else?

See County Policy located on HR Portal for further guidelines

May see that class or spec needs revision – recommend to Classification

May see that $ is too low to recruit–Notify Supervisor or Compensation/ Negotiation Managers

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SummarySummary

More initial work results in “best” and less turnover Buy-in from and education of SME/HA Recruitment more defendable Face Validity - Appears more fair to candidates – less

complaints SME/HA is happier You gain credibility

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Questions????Questions????

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