1
Job Analysis Template
This template includes the instructions and worksheets provided in steps 1 through 8 of
Appendix G in the Delegated Examining Operations Handbook
(DEOH, KWWSZZZRSPJRY3ROLF\2YHUVLJKW+LULQJ$XWKRULWLHV&RPSHWLWLYH+LULQJ'(2B+DQGERRNSGI).
You can use this document to conduct a job analysis as described in the DEOH. The
instructions for each step precede the worksheet. Sample tables are included to further
assist you.
For assistance in writing tasks and competencies, or for guidelines in determining cut-off
scores, please refer to Appendix G of the DEOH.
2
Steps 1 – 3: List and Rate Tasks
Step
Action
1
Collect information about the job. A good place to start is by reviewing
existing materials that describe the work that is performed on the job. Such
materials include:
• Position descriptions,
• Classification standards,
• Subject matter expert (SME) input,
• Performance standards, and
• Occupational studies.
The tasks and competencies, Appendix F, developed through OPM's
Governmentwide occupational studies are also a good source of information
(http://www.opm.gov/deu/Handbook_2007/DEO_Handbook.pdf). Since
these studies are based on a comprehensive review of job information and are
very broad in scope, you may not need to develop many additional tasks and
competencies beyond those included in these studies.
2
Use the Job Analysis Worksheet for Tasks to list the tasks that are required to
perform successfully on the job based on the information and/or SME input
(along with the source of that information) collected in Step 1.
NOTE: This worksheet includes tasks from the position description template.
3
On the Job Analysis Worksheet for Tasks:
a) Have the SMEs individually rate the tasks on the importance and
frequency scales provided on the worksheet. (Note the scales shown on
the worksheets are examples of scales that have been used in past job
analyses. Alternative scales are provided in the DEOH);
b) Eliminate tasks that were rated as “Not Performed” on either the
importance or frequency scale by at least half of the SMEs. Of the tasks
that remain, compute an average rating (excluding any “0=Not
Performed” ratings from the average) across SMEs for each task on each
scale; and
c) Then identify which tasks are critical for the job. This involves
determining cutoffs for both the importance and frequency scales. A
recommended cutoff is 3.0 or above for both scales. (This will vary by
the scale used, depending on the anchors associated with each scale
rating.) That is, tasks that, on average, were rated 3.0 or above on both
importance and frequency are considered critical for the job.
3
Job Analysis Worksheet for Tasks
Importance Scale
Frequency
How important is this task to the job?
How often is the task performed?
0 = Not Performed
0 = Not Performed
1 = Not Important
1 = Every few months to yearly
2 = Somewhat Important
2 = Every few weeks to monthly
3 = Important
3 = Every few days to weekly
4 = Very Important
4 = Every few hours to daily
5 = Extremely Important
5 = Hourly to many times each hour
Task
Source
Importance
Frequency
Serve as a consultant and advisor to managers, employees,
and lower level HR representatives on all phases of the
recruitment and placement process.
Position
Description
Template
Provide guidance on the interpretation of Federal laws and
regulations, and agency-specific policies and procedures.
Position
Description
Template
Identify problems, evaluate alternatives, and make
recommendations to improve recruitment efforts for hard-to-
fill positions and to attract highly-qualified individuals.
Position
Description
Template
Develop multiple recruitment strategies utilizing various
hiring flexibilities.
Position
Description
Template
Develop short- and long-range staffing plans to meet current
and forecasted mission requirements, turnover and retirement
projections, and changes in mission-critical competencies.
Position
Description
Template
Conduct, or advise hiring officials on the development of, job
analyses for a wide variety of complex positions using
research, interview, observation, and analytical techniques.
Position
Description
Template
Develop rating and ranking factors, and if necessary selective
factors, and advise on the development of crediting plans or
other assessment criteria for use in the evaluation of qualified
applicants.
Position
Description
Template
Prepare vacancy or job opportunity announcements, receive
applications, determine applicants’ eligibility and
qualifications, and rate applicants or conduct subject matter
expert rating panels.
Position
Description
Template
Rank candidates based on competitive examining or merit
promotion procedures and refer highly-qualified candidates
for selection.
Position
Description
Template
4
Task
Source
Importance
Frequency
Review job analyses, promotion and placement products, and
promotion and referral certificates to ensure all statutory and
regulatory compliance requirements have been met.
Position
Description
Template
[Insert additional position-specific tasks, if any.]
Signature:_______________________________________________________________
Title:___________________________________________________________________
Date:___________________________________________________________________
5
Steps 4 – 5: List and Rate Competencies
Step
Action
4
Use the Job Analysis Worksheet for Competencies to list competencies that
are required to perform successfully in the job based on the job information
collected and/or SME input, along with the source of that information (see
Chapter 2, Section C, for how competencies should be stated,
http://www.opm.gov/deu/Handbook_2007/DEO_Handbook.pdf).
NOTE: This worksheet includes competencies from the position description
template.
5
On the Job Analysis Worksheet for Competencies:
a) Have the SMEs individually rate the competencies on the importance,
need at entry, and distinguishing value scales. (Again, these scales are
examples of scales used in past job analyses. Alternative scales are
provided at the end of this appendix);
b) Then average the SME ratings to produce an overall rating for each
competency for each scale; and
c) Once you have determined the SME average ratings, identify which
competencies are critical for the job, based on importance and need at
entry. This involves determining cutoffs for each of these scales.
Recommended cutoffs for the scales shown on the worksheet are 3.0 or
above for importance and 2.0 or below on need at entry. Competencies
with average ratings that meet these cutoffs are considered critical for
the job. Then, the ratings on the distinguishing value scale may be used
to guide your decision on which of the critical competencies to include
in the assessment process. A recommended cutoff on the distinguishing
value scale shown on the worksheet is 3.0 or above. (Again, this will
vary by the scale used, depending on the anchors associated with each
scale rating.)
6
Job Analysis Worksheet for Competencies
Importance Scale
Need At Entry Scale
Distinguishing Value
Scale
How important is this
competency for effective
job performance?
When is this competency
needed for effective job
performance?
How valuable is this
competency for
distinguishing superior
from barely acceptable
employees?
1 = Not Important
1 = Needed the first day
1 = Not Valuable
2 = Somewhat Important
2 = Must be acquired within
the first 3 months
2 = Somewhat Valuable
3 = Important
3 = Must be acquired within
the first 4-6 months
3 = Valuable
4 = Very Important
4 = Must be acquired after the
first 6 months
4 = Very Valuable
5 = Extremely Important
5 = Extremely Valuable
Competency
Source
Importance
Need at
Entry
Distinguishing
Value
Recruitment/Placement - Knowledge
of HR concepts, principles, and practices
related to identifying, attracting, and
selecting individuals and placing them
into positions to address changing
organizational needs.
Position
Description
Template
Planning and Evaluating - Organizes
work, sets priorities, and determines
resource requirements; determines short-
or long-term goals and strategies to
achieve them; coordinates with other
organizations or parts of the organization
to accomplish goals; monitors progress
and evaluates outcomes.
Position
Description
Template
Customer Service - Works with clients
and customers (that is, any individuals
who use or receive the services or
products that your work unit produces,
including the general public, individuals
Position
Description
Template
7
Competency
Source
Importance
Need at
Entry
Distinguishing
Value
Influencing/Negotiating - Persuades
others; builds consensus through give
and take; gains cooperation from others
to obtain information and accomplish
goals.
Position
Description
Template
Problem Solving - Identifies problems;
determines accuracy and relevance of
information; uses sound judgment to
generate and evaluate alternatives, and to
make recommendations.
Position
Description
Template
Position
Description
Template
[Insert additional position-specific
competencies, if any.]
Signature:_______________________________________________________________
Title:___________________________________________________________________
Date:___________________________________________________________________
8
Steps 6 – 8: Task and Competency Linkages
Step
Action
6
Use the Job Analysis Worksheet for Task and Competency Linkages to
make the linkage ratings by:
a) In the Task Number column, write the numbers of the tasks that were
identified as critical in Step 1;
b) Write the competency numbers of the critical competencies, identified
in Step 5, across the top row;
c) Next, have each SME work independently to rate the extent to which
each competency is important for effective task performance. Again,
SME ratings should be averaged to come up with an overall rating for
each task-competency linkage. It is recommended that a cutoff of 3.0 be
used for this scale to determine which competencies are linked to each
task. (Note: If any tasks/competencies are not linked, you should
reconsider whether all critical tasks and competencies have been
considered); and
d) You and SMEs should then eliminate any tasks not linked to one or
more competencies and only competencies that are not linked to at least
one task.
NOTE: This worksheet includes tasks and competencies from the position
description template.
7
Of the competencies remaining at the end of Step 6, eliminate competencies
that cannot be reasonably assessed via a rating schedule. The resulting
competencies will later on be considered for assessment.
8
Determine which competencies will be used as selective and quality ranking
factors (if any).
Note: Selective factors must be documented. To document any selective
factors, use a SF-39A, Request and Justification for Selective and Quality
Ranking Factors (see Records Retention and Disposition Appendix C,
http://www.opm.gov/deu/Handbook_2007/DEO_Handbook.pdf)
9
Job Analysis Worksheet for Task and Competency Linkages
Linkage Scale
How important is this competency for effective task performance?
1 = Not Important
2 = Somewhat Important
3 = Important
4 = Very Important
5 = Extremely Important
Competencies
Tasks
Recruitment/
Placement
Planning
and
Evaluating
Customer
Service
Influencing/
Negotiating
Problem
Solving
Attention
to Detail
Serve as a consultant and advisor
to managers, employees, and lower
level HR representatives on all
phases of the recruitment and
placement process.
Provide guidance on the
interpretation of Federal laws and
regulations, and agency-specific
policies and procedures.
Identify problems, evaluate
alternatives, and make
recommendations to improve
recruitment efforts for hard-to-fill
positions and to attract highly-
qualified individuals.
Develop multiple recruitment
strategies utilizing various hiring
flexibilities.
Develop short- and long-range
staffing plans to meet current and
forecasted mission requirements,
turnover and retirement
projections, and changes in
mission-critical competencies.
Conduct, or advise hiring officials
on the development of, job
analyses for a wide variety of
complex positions using research,
interview, observation, and
analytical techniques.
10
Competencies
Tasks
Recruitment/
Placement
Planning
and
Evaluating
Customer
Service
Influencing/
Negotiating
Problem
Solving
Attention
to Detail
Develop rating and ranking factors,
and if necessary selective factors,
and advise on the development of
crediting plans or other assessment
criteria for use in the evaluation of
qualified applicants.
Prepare vacancy or job opportunity
announcements, receive
applications, determine applicants’
eligibility and qualifications, and
rate applicants or conduct subject
matter expert rating panels.
Rank candidates based on
competitive examining or merit
promotion procedures and refer
highly-qualified candidates for
selection.
Review job analyses, promotion
and placement products, and
promotion and referral certificates
to ensure all statutory and
regulatory compliance
requirements have been met.
Signature:_______________________________________________________________
Title:___________________________________________________________________
Date:___________________________________________________________________
