JOB ANALYSIS. CPS HR Consulting 241 Lathrop Way Sacramento, CA t: f:

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1 WHITE PAPER WHITE PAPER. JOB ANALYSIS CPS HR Cnsulting 241 Lathrp Way Sacrament, CA t: f:

2 Jb Analysis INTRODUCTION Nearly all f ur emplyment decisins are, in ne way r anther, based n ur knwledge f the wrk perfrmed in the rganizatin and the qualities emplyees must have in rder t be successful in their jbs. Jb analysis is the systematic prcess f gathering the infrmatin necessary t make infrmed decisins and develp defensible prcesses, such as thse fr selectin and prmtin. While ther terms, such as jb descriptins and class specificatins, are ften used interchangeably with jb analysis, it is imprtant t nte that jb analysis is the prcess f gathering all imprtant infrmatin abut a jb, and that jb descriptins and specificatins are utcmes f that prcess and cntain the specific infrmatin frm the jb analysis fr their intended purpse(s). Fr example, a jb descriptin wuld typically list the mst imprtant tasks and knwledge, skills, abilities and ther characteristics (KSAOs) assciated with a jb, while a thrugh jb analysis identifies everything that a jb may entail, such as the less imprtant tasks and KSAOs, as well as infrmatin abut the scial cntext, wrking cnditins and physical envirnment f the jb. Withut the infrmatin gleaned frm a thrugh review f each jb r jb family, an emplyer is vulnerable nt nly t legal challenges, but als the ptential f hiring candidates wh d nt have the necessary qualificatins t perfrm the jb adequately. A well-executed jb analysis can prvide the necessary infrmatin fr many human resurces related prgrams and prcesses, such as the fllwing: Classificatin and Cmpensatin Recruitment Selectin and Prmtinal Testing and Assessment Perfrmance Management Wrkfrce and Successin Planning Licensure and Certificatin Testing Jb analysis is the systematic prcess f gathering the infrmatin necessary t make infrmed decisins and develp defensible prcesses, such as thse fr selectin and prmtin. Because a jb analysis can supprt multiple human resurces functins, if ne is cnducted prperly, an rganizatin can save time and mney cnducting ne thrugh jb analysis, as ppsed t cnducting multiple smaller studies t derive similar utcmes. Oftentimes, t, multiple studies may cntradict each ther if different peple r vendrs are invlved. In terms f emplyee selectin, specifically, it is imprtant t remember that emplying measures f candidates KSAOs is much mre than merely a means t an end. Fr mst public sectr agencies, hiring and prmtinal decisins are merit-based, in which demnstrating a measure s cntent validity is abslutely necessary fr ensuring the assessment s legal defensibility.

3 Jb Analysis Cntent validity refers t: the extent t which cntent n a selectin prcedure is a representative sample f wrk related persnal characteristics, wrk perfrmance, r ther wrk activities r utcmes. (SIOP, 2003) In rder fr a selectin tl t be deemed cntent valid, and thus apprpriate fr filling emplyment vacancies, a series f prerequisites must be met. The first, and arguably mst imprtant, is the executin f a thrugh jb analysis. As rganizatins are being reshaped by things such as advancements in technlgy, flatter rganizatinal structures and mre team-based wrk, s t are the ways in which wrk is carried ut. As a result, it is becming increasingly mre cmmn fr the basic rles and respnsibilities f a jb t change drastically ver a relatively shrt perid f time. This phenmenn, cupled with a shifting legal atmsphere (e.g., mre well-infrmed and litigius candidates, increased scrutiny f validatin effrts), further highlights a primary challenge fr human resurces prfessinals keeping internal emplyment practices up-t-date and legally defensible. It is critical that fundamental shifts in the essential functins f a rle are accmpanied by an updated jb analysis. If candidates were t initiate a legal challenge f a selectin prcess, the emplyer is burdened with demnstrating that its prcess is, indeed, based n jb-related criteria and is fair t all candidates. The standards by which these utcmes are evaluated are specifically detailed in legal and prfessinal surces. The mst cmmnly used surces are the Unifrm Guidelines n Emplyee Selectin Prcedures (1978); the Standards fr Educatinal and Psychlgical Testing (American Educatinal Research Assciatin, American Psychlgical Assciatin, and Natinal Cuncil n Measurement in Educatin, 1999); and the Principles fr the Validatin and Use f Persnnel Selectin Prcedures (Sciety fr Industrial and Organizatinal Psychlgists, 2003). Frtunately, there are many acceptable methds fr cnducting jb analyses, as well as a wealth f resurces available t assist in the prcess. WHAT CAN JOB ANALYSIS DO FOR YOU? As the tasks, duties and respnsibilities that ultimately define a given jb becme ubiquitusly mre malleable, the mre likely they are t change rapidly. Implementing a prcess t update yur rganizatin s jb analyses regularly and thrughly is an excellent starting pint fr addressing, and even preventing, issues assciated with several f the fllwing cmmn cnsideratins: Aging wrkfrce Diversifying wrkfrce Technlgical advances Supervisr-Subrdinate relatins Wrk-life balance Having the mst up-t-date infrmatin regarding a jb will equip yur rganizatin with the necessary tls fr recruiting, selecting and develping the best candidates fr the jb, while als prviding them with the mst realistic expectatins within that rle. Mrever, by keeping jb analyses current, yur rganizatin will be better equipped t predict and respnd t sudden changes that a particular jb may experience due t any f the afrementined cnsideratins.

4 Jb Analysis LEGAL CONSIDERATIONS SURROUNDING JOB ANALYSIS The imprtance f thrughly analyzing the cre cmpnents f a jb experienced a meteric rise after the enactment f the Civil Rights Act f 1964, which set the stage fr landmark Supreme Curt cases such as Griggs v. Duke Pwer (1971), which cined the term, analysis f the jb, and Albemarle Paper Cmpany v. Mdy (1975). While the crux f these cases was the disparate treatment f emplyees in a prtected grup in hiring and prmtinal prcesses in vilatin f Title VII f the Civil Rights Act, the verarching theme f the Curt s pinin in bth cases was that a selectin prcedure s jb-relatedness is tantamunt t its effectiveness in accurately identifying candidates wh are best suited t perfrm the jb being filled, and that the fundatin fr gathering such evidence is a prperly cnducted jb analysis. Recent trends, hwever, have further illustrated the rle that jb analysis plays in defending selectin prcedures. While defensibility used t rest n the mere existence f a jb analysis, it is becming mre cmmn fr the curts, enfrcement agencies and civil service cmmissins t rule against agencies whse jb analyses are utdated, were updated withut cmpletely adhering t the steps utlined in the prfessinal guidelines r are imprperly r inadequately dcumented (see Smith et al. v. City f Bstn, 2015; U.S. v. City f New Yrk, 2009). In the U.S. v. City f New Yrk case, specifically, the City initially brught in a jb analysis prfessinal, but later pted t cnduct jb analyses n its wn, ultimately diverging frm best practices, which likely cntributed t the demnstrated adverse impact and lack f valid evidence in its firefighter exams, and subsequently, a lss in the case. T Utilize A Cntent Validity-Based Apprach, Sectin 14 (C) 2 Of The Unifrm Guidelines States: There shuld be a jb analysis which includes an analysis f the imprtant wrk behavir(s) required fr successful perfrmance and their relative imprtance and, if the behavir results in wrk prduct(s), an analysis f the wrk prduct(s). Any jb analysis shuld fcus n the wrk behavir(s) and the tasks assciated with them. If wrk behavir(s) are nt bservable, the jb analysis shuld identify and analyze thse aspects f the behavir(s) that can be bserved and the bserved wrk prducts. The wrk behavir(s) selected fr measurement shuld be critical wrk behavir(s) and/r imprtant wrk behavir(s) cnstituting mst f the jb. WHAT ARE THE COMPONENTS OF A PROPER AND EFFECTIVE JOB ANALYSIS? At its mst basic level, a jb analysis shuld cmprise the fllwing cmpnents: Literature Review In rder t ensure a cmprehensive jb analysis, develping an initial understanding f the jb s cre cmpnents is critical. Jb-related literature includes, but is nt limited t, previus jb analyses, class specificatins, jb descriptins, standard perating prcedures, plicy manuals, training manuals and rganizatinal charts. Cllect Jb Infrmatin The jb analysts need t cmpile as much jb-relevant infrmatin as pssible. The mst valuable resurces in the jb analysis prcess are the peple wh are mst familiar with the jb being studied (i.e., a sample f incumbents and their supervisrs). These subject matter experts (SMEs) shuld be utilized in the prcess t ensure that nly the mst relevant infrmatin is being included. There are recmmended criteria fr SMEs wh participate in the prcess, as it is imprtant that the SMEs represent the ttal ppulatin f emplyees perfrming the jb under study. Infrmatin is typically cllected frm the SMEs thrugh interviews, jb bservatins and fcus grups.

5 Jb Analysis Develp Task and KSAO Lists In this step, jb analysts create a preliminary list f prperly peratinalized task and KSAO statements. This list will then be reviewed and refined by carefully vetted SMEs t represent the tasks perfrmed n the jb mre accurately and the KSAOs required fr successful jb perfrmance. Fllw-up review sessins between jb analysts and SMEs are ften cnducted t ensure the accuracy and cmpleteness f the statements. Additinally, task and KSAO statements must be written accrding t established guidelines. Task statements shuld describe a single activity with a clear beginning and end, which is a cmpnent f a brader duty r functin. KSAO statements are based n the fllwing definitins: Knwledge is defined as an rganized bdy f infrmatin, usually f a factual r prcedural nature, which, if applied, makes adequate perfrmance f the jb pssible. Skill is defined as the prficient manual, verbal r mental manipulatin f data, peple r things. The difference between skill and ability is that skill embdies bservable, quantifiable and measurable perfrmance parameters. Ability is defined as the pwer t perfrm an activity at the present time. Als implied is a lack f discernible barriers, either physical r mental, t perfrming the activity. Demnstratin f an ability implies the pssessin f any crrespnding r prerequisite knwledge area(s). Other characteristics generally refer t persnal attributes that are nt learned, psychmtr r cgnitive in nature. Examples include persnality traits, mtivatins and rientatins/prpensities, such as custmer service rientatin. Plan/Assemble the Data Cllectin Tl There are many factrs t cnsider when develping a methd fr cllecting data: nline r pencil-and-paper administratin, SME time cmmitment, scaling, etc. At a minimum, the mst cmmn types f data cllected are as fllws: Task Ratings evaluatins f the critical cmpnents f acceptable perfrmance Task Frequency hw ften the task is perfrmed Task Imprtance hw necessary the task is fr successful perfrmance KSAO Ratings evaluatins f the relatinships between characteristics and acceptable perfrmance Imprtance t what degree the KSAO is necessary fr jb success When Needed whether the KSAO is necessary upn hire r prmtin, r learned n the jb after hire r prmtin Perfrmance whether a higher level f the KSAO typically results in higher perfrmance than a lwer level Additinal Jb-specific Infrmatin imprtant infrmatin abut the wrking cnditins, physical demands and tls and equipment used n the jb

6 Jb Analysis Cllect Data Data cllectin hinges n gathering infrmatin that meets the needs f the jb analysis study s intended purpse. Fr example, gathering data fr a jb analysis intended fr selectin purpses will likely lk very different frm data intended fr successin planning. Mismatches between measures and purpse are at risk fr resulting in an inaccurate r unusable jb analysis. Furthermre, an insufficient r nn-representative sample f SMEs threatens the utility f a jb analysis effrt. Analyze Data Once the data has been cllected, they shuld be cleaned f any errneus r nn-purpseful respnses. After the data has been cleaned, statistical criteria need t be set t determine the inclusin parameters against which tasks and KSAOs will be retained r excluded. Link Tasks t KSAOs The retained tasks and KSAOs needs t be linked by identifying which KSAOs are necessary fr the cmpletin f each jb task. It is imprtant fr SMEs t identify the linkages between KSAOs and jb tasks t further identify the mst critical characteristics necessary fr the given jb and t ensure that the KSAOs relate directly t the wrk being perfrmed. Dcument the Prcess This is arguably the mst critical, yet ft verlked, cmpnent f the jb analysis. Even a thrugh prcess withut prper dcumentatin wuld be an easy target fr an ppsing legal team. A well-structured technical reprt shuld include, but nt be limited t the fllwing: the user(s), lcatin(s) and date(s) f the prcess, prject backgrund infrmatin, cntent f the jb, intended uses and applicatins, cntact infrmatin and a declaratin f accuracy and cmpleteness. WHAT ARE THE BENEFITS OF A CPS HR CONSULTING JOB ANALYSIS? Keeping up-t-date jb analyses that are als fully cmpliant with ever-changing legal standards can be a daunting task fr any public agency. If any r all f the steps detailed abve sund verwhelming r beynd yur agency s resurces, frtunately, we are here t help. Our expert jb analysts are ready t guide yur prcess and ensure that it fllws all applicable legal standards and best practice. With ver a quarter-century f experience prviding jb analysis-centric human resurce slutins fr public agencies, we have a wide range f experience with public sectr jbs and the peple and prcesses that wrk best in them. Our jb analysis methdlgy is prven t wrk in the real wrld, and ur jb analysis experts are dedicated specialists. Because CPS HR Cnsulting (CPS HR) jb analysis studies are based n best practice and cmpliant with federal and state guidelines, they are highly defensible. A jb analysis frm CPS HR will help yu: Develp selectin prcedures We help yu identify the qualities that best predict jb perfrmance s yu can hire the right peple fr the jb Our wrk serves as the basis fr demnstrating that yur selectin prcedures are apprpriately jb-related. This ensures legal cmpliance and defensibility.

7 Jb Analysis Create a perfrmance evaluatin system We help yu establish accurate standards fr the jb s yu will knw which cmpetencies and at what level yu shuld measure individuals against. Determine training/develpment needs By establishing the right standards up frnt, we help yu develp persnalized training and develpment prgrams t minimize gaps between perfrmance and expectatins. Define jb accmmdatins, such as ADA cmpliance By identifying the essential functins f a jb, ur analysis highlights any accmmdatins yu may need t make. Identify wrkplace hazards We ften reveal facts f which human resurces prfessinals might nt be aware. With the right infrmatin (e.g., expsure t hazardus materials, heights r lud nises), yu can better define the wrk envirnment, cmply with safety regulatins and keep yur emplyees safe. Identify physical requirements By dcumenting the actual jb functins, we help yu establish the physical demands (e.g., walking, standing, lifting, etc.) f the jb. Study cmpensatin Using ur analysis, yu will understand a jb and the required skills s yu can find cmparable jbs in the market t set prper pay ranges. Establish and classify jbs We prvide the infrmatin yu need t identify similarities and differences s yu can grup different jbs by classificatins r families. Frmulate jb descriptins and specificatins With an n-the-grund assessment f everyday wrk functins, we give yu the infrmatin yu need t write an accurate descriptin f the wrk and wrker requirements. Develp wrkfrce and successin plans Jb analysis f multiple psitins in yur rganizatin helps yu create develpment plans and career ladders, preparing emplyees fr new rles and future jbs. THE EIGHT STEPS OF A PROPER JOB ANALYSIS 1. Literature Review 2. Cllect Jb Infrmatin 3. Develp Task and KSAO Lists 4. Plan/Assemble Data Cllectin Tl 5. Cllect Data 6. Analyze Data 7. Link Tasks t KSAOs 8. Dcument the Prcess

8 Jb Analysis ABOUT CPS HR CONSULTING CPS HR Cnsulting is a self-supprting public agency prviding a full range f integrated HR slutins t gvernment and nnprfit clients acrss the cuntry. Our strategic apprach t increasing the effectiveness f human resurces results in imprved rganizatinal perfrmance fr ur clients. We have a deep expertise and unmatched perspective in guiding ur clients in the areas f rganizatinal strategy, recruitment and selectin, classificatin and cmpensatin and training and develpment. T discuss the imprtance f studying jbs thrughly r t learn abut all f the ways ur jb analysis expertise can benefit yur rganizatin, reach ut t us at: CPS HR Cnsulting 241 Lathrp Way Sacrament, CA REFERENCES American Educatinal Research Assciatin (AERA), American Psychlgical Assciatin (APA), & Natinal Cuncil n Measurement in Educatin (NCME). (1999). Standards fr educatinal and psychlgical testing. Washingtn, D.C.: Authr. Sciety fr Industrial and Organizatinal Psychlgy, (2003). Principles fr the Validatin and Use f Persnnel Selectin Prcedures, 2003, SIOP: Bwling Green, OH U.S. Equal Emplyment Opprtunity Cmmissin, U.S. Civil Service Cmmissin, U.S. Department f Labr, & U.S. Department f Justice. (1978). Unifrm Guidelines n Emplyee Selectin Prcedures, Federal Register, 43 C.F.R CASES CITED Albemarle Paper Cmpany v. Mdy. (1975) 422 U.S Griggs v. Duke Pwer Cmpany. (1971) 401 U.S Smith et al. v. City f Bstn. (2015) 12 CV WGY. U.S. v. City f New Yrk. (2009) U.S. Dist. LEXIS