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July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 1
Job Analysis 
Focuses on the delineation of job duties and responsibilities, essential 
knowledge, skills and abilities (ksa’s) 
Job Evaluation (NOT a Performance Evaluation) 
Systematic determination of the relative worth and value of jobs within an 
organization. Established a hierarchy of jobs within an organization. 
Follows from a formal Job Analysis 
July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 2
Job Analysis 
Systematic study of a job to determine: 
what activities and responsibilities it includes 
its relative importance in comparison with other jobs 
the personal qualifications necessary for performance of the job & 
the conditions under which the work is performed 
NOT the person doing the job 
Starts with a Job Analysis Questionnaire and Data Gathering – end product is 
a Job Description, inclusive of clearly defined Job Specifications (both 
required and preferred) 
Recommended to review as part of Performance Evaluations; never more than 
a year between analyses. Critical to keep current. 
July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 3
Job Analysis – Critical Uses 
 Establishes similarities and differences in relation 
to the content of jobs 
 Helps establish the internal equity and relative 
worth of like jobs 
 Clearly measures Essential Functions and duties 
of each “Job” 
July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 4
“Essential Function”– the main purpose of the 
position that must be fulfilled; cannot be fulfilled on a regular 
basis by another incumbent/position 
 Has become a legal term, but undefined 
 Why is defining EF’s so critical? 
 HR Workforce Planning 
 Performance Management 
 Recruiting and Selection 
 Career and Advancement Planning 
 Training and Development 
 Compensation Administration 
 Health, Safety, and Security 
 Reasonable Accommodation (ADA) 
 Determining exempt vs. non-exempt (FLSA) 
July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 5
Data Collection 
 KSAs – Knowledge, Skills, and Abilities 
 MINIMAL levels required 
 COMPLETE listing 
 Supervision given and received 
 Work activities and behaviors 
 Interactions with others (internal and external) 
 Performance Standards 
 Financial budgeting and impact 
 Working conditions 
 Machines and equipment used 
July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 6
Job Analysis/Data Gathering Methods 
 Open Ended Questionnaire 
 Filled out by incumbent and their manager 
 Good choice as input is solicited directly from those who do the work 
 Highly Structured Questionnaire 
 Allows only specific responses 
 Fairly objective approach, which enables analysis to be performed using a 
computer 
 Interview 
 Face-to-face from incumbent 
 Uses predetermined questions, new ones added based on incumbent responses 
 Observation 
 Record observations and later translating them 
 Realistic view of daily tasks and activities 
 Work Diary or Log 
 Maintained by employee 
 Includes estimates of frequency and timing of tasks 
July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 7
Job Analysis provides the data for Job Descriptions complete with 
defined Essential Functions & BFOQs (Bona Fide Occupational 
Qualification) 
Specifications/Sections 
 Identification 
 Title 
 Job Code (if used) 
 Reporting Relationships 
 Department 
 Location 
 Date 
 Incumbent 
 Location 
 Exempt/nonexempt status 
July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 8
Specifications/Sections (con’t) 
 Job Summary – descriptive Summary, a concise statement of the 
general duties and responsibilities that make the job unique 
 Duties and Responsibilities - essential duties and responsibilities of 
the position. Clear, declarative, behavioral descriptions, in priority 
order. Always include “and other duties as assigned” 
 Job Specifications – essential skills and experience, as well as the 
preferred qualifications. Should provide all knowledge necessary to 
determine any accommodations which might/might not be possible 
under the ADA 
 KSAs 
 Education and experience 
 Physical demands and work environment 
 Disclaimer and Approvals/Signatures 
July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 9
Darlene R. Mack, MA,CMP, SPHR 
CEO & Managing Partner 
HR Partners International, Inc. 
darlene@HRPIInc.com 
www.HRPIInc.com 
513.456.1030 
July 2014 - 
Webinar with HR Profile 
HR Partners International, Inc. 
www.HRPIInc.com 
all rights reserved 10

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#HR #ESSENTIALFUNCTIONS How to Define the Essential Functions of any Position hr profile 2014

  • 1. July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 1
  • 2. Job Analysis Focuses on the delineation of job duties and responsibilities, essential knowledge, skills and abilities (ksa’s) Job Evaluation (NOT a Performance Evaluation) Systematic determination of the relative worth and value of jobs within an organization. Established a hierarchy of jobs within an organization. Follows from a formal Job Analysis July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 2
  • 3. Job Analysis Systematic study of a job to determine: what activities and responsibilities it includes its relative importance in comparison with other jobs the personal qualifications necessary for performance of the job & the conditions under which the work is performed NOT the person doing the job Starts with a Job Analysis Questionnaire and Data Gathering – end product is a Job Description, inclusive of clearly defined Job Specifications (both required and preferred) Recommended to review as part of Performance Evaluations; never more than a year between analyses. Critical to keep current. July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 3
  • 4. Job Analysis – Critical Uses  Establishes similarities and differences in relation to the content of jobs  Helps establish the internal equity and relative worth of like jobs  Clearly measures Essential Functions and duties of each “Job” July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 4
  • 5. “Essential Function”– the main purpose of the position that must be fulfilled; cannot be fulfilled on a regular basis by another incumbent/position  Has become a legal term, but undefined  Why is defining EF’s so critical?  HR Workforce Planning  Performance Management  Recruiting and Selection  Career and Advancement Planning  Training and Development  Compensation Administration  Health, Safety, and Security  Reasonable Accommodation (ADA)  Determining exempt vs. non-exempt (FLSA) July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 5
  • 6. Data Collection  KSAs – Knowledge, Skills, and Abilities  MINIMAL levels required  COMPLETE listing  Supervision given and received  Work activities and behaviors  Interactions with others (internal and external)  Performance Standards  Financial budgeting and impact  Working conditions  Machines and equipment used July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 6
  • 7. Job Analysis/Data Gathering Methods  Open Ended Questionnaire  Filled out by incumbent and their manager  Good choice as input is solicited directly from those who do the work  Highly Structured Questionnaire  Allows only specific responses  Fairly objective approach, which enables analysis to be performed using a computer  Interview  Face-to-face from incumbent  Uses predetermined questions, new ones added based on incumbent responses  Observation  Record observations and later translating them  Realistic view of daily tasks and activities  Work Diary or Log  Maintained by employee  Includes estimates of frequency and timing of tasks July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 7
  • 8. Job Analysis provides the data for Job Descriptions complete with defined Essential Functions & BFOQs (Bona Fide Occupational Qualification) Specifications/Sections  Identification  Title  Job Code (if used)  Reporting Relationships  Department  Location  Date  Incumbent  Location  Exempt/nonexempt status July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 8
  • 9. Specifications/Sections (con’t)  Job Summary – descriptive Summary, a concise statement of the general duties and responsibilities that make the job unique  Duties and Responsibilities - essential duties and responsibilities of the position. Clear, declarative, behavioral descriptions, in priority order. Always include “and other duties as assigned”  Job Specifications – essential skills and experience, as well as the preferred qualifications. Should provide all knowledge necessary to determine any accommodations which might/might not be possible under the ADA  KSAs  Education and experience  Physical demands and work environment  Disclaimer and Approvals/Signatures July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 9
  • 10. Darlene R. Mack, MA,CMP, SPHR CEO & Managing Partner HR Partners International, Inc. darlene@HRPIInc.com www.HRPIInc.com 513.456.1030 July 2014 - Webinar with HR Profile HR Partners International, Inc. www.HRPIInc.com all rights reserved 10