Presented By:

Renel C. Sample

FEDERAL WAGE SYSTEM EXAMINING

Workshop Objectives

• Understand the use of job elements for Federal Wage Grade System jobs (trades and labor occupations)

• Identify and use appropriate job element examining tools and references

• Identify appropriate job elements for specific positions• Identify unique characteristics of wage grade

announcements and assessments

Workshop Objectives (Cont.)

• Conduct job analyses for Wage Grade positions• Create questionnaires related to job elements• Build assessment questionnaires in USA Staffing• Assess Wage Grade applications and resumes

Today’s Agenda

• Course Introduction

• Understanding Job Elements for Wage Grade

• Using Job Elements to Assess Applicants

• Wage Grade Assessments in USA Staffing

UNDERSTANDING JOB ELEMENTS FOR WAGE GRADE

Differences Between WG and GS

WG• Job Element

• Demonstrated ability

• Screen-out element

GS• KSA Approach

• Experience and/or education

• Minimum qualifications

Job Element Examining Process

• The use of the Job Qualifications System for trades and labor occupations has been a mandatory requirement since July 1970.

• The Job Qualification System for Trade and Labor Occupations, Handbook X-118C identifies the basic skills, knowledge and abilities needed to be able to successfully perform the work for various trade jobs in the federal government. http://www.opm.gov/qualifications/x-118c/

• In wage examining, there is no length of experience and/or training required to be eligible. Applicants must demonstrate the ability to do the work.

What is a Job Element?

• Job elements are knowledge, skills, abilities or personal characteristics needed for successful job performance.

• A job element is used to match what applicants can do against what the work calls for.

• Most jobs require 6 to 7 job elements for successful job performance.

What is a Job Element? (cont.)

• Each set of job elements have an approved screen out (or mandatory) element which is used as minimum qualifications.

• Applicants who clearly fail to meet the lowest acceptable requirements in the screen-out element will be determined ineligible without further review.

THIS IS A HURDLE

APPROVED JOB ELEMENTSWG-5300 FIXED INDUSTRIAL EQUIPMENT MAINTENANCE FAMILY

An "x" means the job element is applicable. An empty cell means it does not apply.

Job element title

Job element number

Where Ability To lead or provide

first level supervision is

prime

Where Ability To provide production

support services is

prime

Where Ability To Instruct others is

prime

Where ability work

of to inspect

others is prime

Where Ability To do the

common or complex

tasks is prime

Where Ability To

do the less difficult tasks is prime

Ability To Do The Work Of The Position Without More Than Normal Supervision

(Screen-out Element)

1 X X

Ability To Inspect (Screen-out Element)

77 X

Ability To Instruct (Screen-out Element)

46 X

Ability To Provide Production Support Service

(Screen-out Element)

78 X

Ability To Lead Or Supervise (Screen-out Element)

73 X

Knowledge of Equipment Assembly, Installation, Repair, etc.

2-E X X X X X X

Technical Practices (theoretical, precise, artistic)

25-E X X X X X X

Ability To Interpret Instructions, Specification, etc. (includes blueprinting

reading)

75-A X X X X X X

Ability To Use and Maintain Tools and Equipment

81 X X X X X X

Knowledge of Materials 82-A X X X X X X

Trouble shooting 96 X X X X X X

See chapter on "Physical Requirements." In addition, some positions require the Ability To distinguish either basic or

shades of colors. Applicants must possess emotional and mental stability.

Five Categories of Approved Job Elements

Category 1: Trade Knowledge Jobs

Category 2: Worker-Trainee Jobs

Category 3: Support Jobs

Category 4: Apprentice Jobs

Category 5: High-level Supervisory Jobs

Category 1: Trade Knowledge Jobs

• These jobs are usually WG-05 and above, require knowledge of an occupation, trade or line of work.

• Skill levels include: intermediate, journeyman, advanced journeyman, instructors, inspectors, planners and estimators, and first-line supervisors.

• Elements are broken into separate occupational families (WG 2500 through WG 9000) and includes all approved individual elements for each.

Category 2: Worker-Trainee Jobs

• These jobs involve the ability to do one simple task at a time. No special skill is required.

• Rating factors include reliability, dependability and willingness to perform simple, unskilled tasks.

• All WG-1 jobs are placed in this category. Worker trainee jobs may also be found in the WG-02 to WG-04 range.

Category 3: Support Jobs

• These jobs involve the ability to perform a series of simple tasks.

• The applicant does not need skills and knowledge of a particular line of work prior to being selected.

Category 3: Support Jobs (Cont.)

• There are three types of support jobs:

- Jobs in which neither ability to advance nor special aptitudes are essential (e.g. Laborer)

- Jobs in which the ability to advance is not essential but special aptitudes or characteristics are required (e.g. Food Service Worker)

- Jobs in which the ability to learn and advance is essential (e.g. Trade Helper)

• Support jobs usually are placed in the WG-02 to WG-04 range.

Category 4: Apprentice Jobs

• Apprentice jobs are found in most trades and labor occupations, typically at the WG-05/07 levels.

• Elements measure the potential to learn and advance.

• There are three levels of training:

- Beginning Level: Performance of simple tasks under close supervision

- Middle Level: Performance of less difficult common tasks under close supervision

- Advanced Level: Performance of common tasks under close supervision

Category 5: High-Level Supervisory Jobs

• These jobs, at varying grade levels, require the ability to supervise groups of workers through one or more levels of subordinate supervisors (e.g. Shop Foreman, Superintendent).

• First level supervisory jobs, at varying grades, are placed in the trade knowledge job category.

APPROVED JOB ELEMENTSWG-5300 FIXED INDUSTRIAL EQUIPMENT MAINTENANCE FAMILY

An "x" means the job element is applicable. An empty cell means it does not apply.

Job element title

Job element number

Where Ability To lead or provide

first level supervision is

prime

Where Ability To provide production

support services is

prime

Where Ability To Instruct others is

prime

Where ability work

of to inspect

others is prime

Where Ability To do the

common or complex

tasks is prime

Where Ability To

do the less difficult tasks is prime

Ability To Do The Work Of The Position Without More Than Normal Supervision

(Screen-out Element)

1 X X

Ability To Inspect (Screen-out Element)

77 X

Ability To Instruct (Screen-out Element)

46 X

Ability To Provide Production Support Service

(Screen-out Element)

78 X

Ability To Lead Or Supervise (Screen-out Element)

73 X

Knowledge of Equipment Assembly, Installation, Repair, etc.

2-E X X X X X X

Technical Practices (theoretical, precise, artistic)

25-E X X X X X X

Ability To Interpret Instructions, Specification, etc. (includes blueprinting

reading)

75-A X X X X X X

Ability To Use and Maintain Tools and Equipment

81 X X X X X X

Knowledge of Materials 82-A X X X X X X

Trouble shooting 96 X X X X X X

See chapter on "Physical Requirements." In addition, some positions require the Ability To distinguish either basic or

shades of colors. Applicants must possess emotional and mental stability.

Changing Job Elements

• Can you change a job element? Yes!

- Any job element other than the screen-out

• Job elements may be added or re-titled- Dexterity & Safety Ability to use dexterity and safety when changing mountain lions’ living area- Troubleshooting Ability to troubleshoot small P-3 aircraft components

Changing Job Elements

• Related job elements may also be combined into one- Knowledge of equipment, assembly, installation, repair + Ability to interpret instructions, specifications

- Knowledge of equipment assembly, installation, repair (automotive equipment) and the ability to interpret necessary instructions and specifications.

DELETING JOB ELEMENTS

A job element may be deleted

Justification for deleting an element should be recorded and filed for

audit.

http://www.opm.gov/hr/quals/G1-2f.htm

RATING GUIDES FOR JOB ELEMENTS

Introduction

How to Identify the Rating Guides to Use

When to Use Rating Guides

How to Use Rating Guides

Relationship to Job Grading Standards

Rating Guide Index

http://www.opm.gov/hr/quals/G1-2f.htm

Rating Guides For Job Elements

REFERENCE

You can access all of the approved job elements at:

http://www.opm.gov/qualifications/x-118c/Tabindx.asp

To view what each element entails:

http://www.opm.gov/hr/quals/G1-2f.htm#Guide Title

DEVELOPING A JOB ANALYSIS USING JOB ELEMENTS

Definitions

• A job analysis is a systematic process of identifying the knowledge, skills and abilities needed by an incumbent to successfully perform the duties of the position.

• A crediting plan is a written document containing specific criteria used to make consistent and job-related determinations about the relative qualifications of applicants for a position.

• A competency is an observable, measurable pattern of skills, knowledge, abilities, behaviors and other characteristics that an individual needs to successfully perform work roles or functions.

Definitions

• Knowledge is a body of needed information applied directly to the performance of a function or task.

• Skill is a present, observable competency to perform a learned psychomotor act.

• Ability is a present competence to perform an observable behavior or a behavior that results in an observable product.

Job Analysis

• What is a job analysis?

- A job analysis is a systematic process of identifying the knowledge, skills and abilities needed by an incumbent to successfully perform the duties of the position.

Job Analysis

• Why create a Job Analysis?

- To meet legal requirements • Reference 5 CFR 300.103 and the Uniform

Guidelines on Employee Selection Procedures of 1978

- Having an accurate job-related evaluation criteria increases the likelihood that selection will be made from the best qualified candidates.

• Who is involved in the process?

- HR personnel

- Subject Matter Experts (SMEs)

Roles and Responsibilities

Subject Matter Expert (SME)• Ideally an employee in the same occupation at the

same or higher grade level of the position AND is not the supervisor or selecting official for the position being filled.

• Have technical knowledge of the trade/labor that the HR Specialist may not have.

• May be “borrowed” from another agency.• May be involved in specific functions of the examining

process (e.g. developing Job Announcement, Crediting Plan, rating).

• Participation should be documented for audit (i.e. name, title/series/grade, and organization).

Roles and Responsibilities

HR Personnel• Advise on and enforce all legal requirements of the

process.- Some of the important laws and legislation that encompass our daily work include: Civil Rights Act of 1964, E.O. 11478-1969, CSRA 1978, EEO Act of 1972, Uniform Guidelines on Employee Selection Procedures (UGESP), 5CFR 300.103

• Ensure validity and reliability of the tools created.- Validity is the demonstration of the relationship between a test instrument or other selection procedure and actual performance on the job. - Reliability is a measure of the consistency or dependability of a selection device.

Creating a Job Analysis

Step 1: Research

- Position Description

- Classification Standards

- Job Grading Standards

- Performance Standards

- Old Job Analysis Studies and Rating Schedules

- Organizational Charts

Creating a Job Analysis

Step 2: Identify appropriate job elements

- Job qualifications are a composite of the knowledge, skills and abilities needed to successfully perform the critical and important duties of the position.

- Reference OPM’s Approved Job Elements for wage grade at http://www.opm.gov/qualifications/x-118c/Tabindx.asp

Creating a Job Analysis

Step 3: Identify the major duties of the position

- Major portions or duties of the position.

- Important functions of the position.

- Activities performed to achieve the objectives of the position.

Step 4: Determine the link between each major duty identified and applicable job element

Creating a Job Analysis

Step 5: Develop rating criteria benchmarks

- Using the job elements which you have identified, create benchmarks of acceptable performance for each. • A performance level or benchmark is a written, descriptive

statement used to identify how an applicant could have acquired a competency/KSA at a particular level.

- Identify type and level of achievements.

- Benchmarks should be concrete examples and should NOT be written in terms of years of experience or limited/extensive experience.

Example Benchmarks

Most Difficult

• Able to perform with unusual independence as an advanced journeyman who has become an expert in a particular area.

• Able to perform the more difficult tasks in a line of work on one's own initiative and with unusual independence.

Common

• Able to perform the common tasks associated with journeyman duties in a line of work on one's own initiative, subject to occasional inspection.

Less Difficult

• Able to do the common tasks associated with journeyman duties in a line of work, under close supervision and subject to inspection at the end of each task.

• Able to decide on one's own which simple tasks in the line of work should be done and to carry out those tasks.

DEVELOPING AN ASSESSMENT TOOL FOR USA STAFFING

What is the Assessment Tool Used For?

• The assessment tool is the most critical part of your announcement. The tool developed will be used to qualify and rate applicants. Think of it as your crediting plan.

• The assessment tool consists of your screen out factor (minimum qualifications), job elements and task statements associated with each.

• Although the questionnaire is self-assessed, it is critical to develop an accurate tool that will reliably and consistently determine the best qualified applicants for the position.

FACTS

• The assessment tool created for each position will determine the qualifications and rating for each applicant.

• In wage examining, the screen-out factor (s) is/are used as both minimum qualifications and in the rating.

• A minimum average value of 2 points on all job elements is required in order to be eligible.

THIS IS A HURDLE

FACTS

• The scores for each element are averaged, then the sum of all elements are transmuted into a score between 70-100.

• THIS DOES NOT INCLUDE VETERANS PREFERENCE POINTS.

DECIDING HOW TO OBTAIN INFORMATION ABOUT APPLICANTS

Processes designed to elicit this information should:

• Have questions directly related to the elements for the job;

• Be limited to relevant data needed to form valid judgments about the applicant's ability to do the job

• Be worded in a manner that will be easily understood and answered by applicants.

Creating a Screen-Out Question

• Your screen-out element(s) will function as both the minimum qualifications AND as a part of the rating.

• Your screen-out element question must have multiple qualifying answers indicating varying levels of experience.

• One non-qualifying response is required.

Example Screen-Out Element

1. Read all of the statements below, then select the response that best describes your highest level of experience and/or training. (If you select A or B, your resume should be able to support your claim; otherwise, you will receive a lowered or ineligible rating.)

A. I am able to perform the most difficult and complex High Voltage Electrician tasks including planning, laying out, and installing substation equipment and controls; adjusting and repairing remotely controlled switchgear; or troubleshooting outages of high voltage feeder lines, cutting out the circuit from the "hot" system and performing repairs as an expert with a high degree of independence.

B. I am able to perform the full range of High Voltage Electrician tasks including splicing a power cable, replacing a pothead, or pulling a conductor into a conduit or onto pole cross-arms on my own initiative under general supervision subject to occasional inspection.

C. I am able to perform common High Voltage Electrician tasks including installing insulators, bending and fitting conduit, or replacing fuses, using a hot stick. I work under close supervision of a work leader or journey-level High Voltage Electrician who observes tasks in progress and upon completion to make sure they are properly performed.

D. I am able to perform simple electrician tasks, but I know little or nothing about High Voltage Electrician work. I do not have on-the-job training or experience in the area.

What are Task Statements?

• Task statements are behaviorally based items to measure each job element.

• Each job element is defined in terms of the types of tasks an individual might perform in the job being filled or by work behaviors that generally represent and define the element.

• Task statements serve as effective indicators of successful performance of the job element.

How to Choose Task Statements

• Ideally, when developing questionnaire items, you want to keep in mind the following:

• How important is this task in relation to the position?

• How frequently is this task performed?• What are the consequences if this task is not

performed correctly?

• Task statements included in a questionnaire should be able to make a clear distinction between the level of experience amongst applicants.

How are Task Statements Scored?

The following is the default scale in USA Staffing for wage grade examining:

SCORE

0 A - I know little or nothing about this.

1 B – I have had study or training in this.

2 C – I have used my knowledge or ability, but I have been closely supervised.

3 D – I have used my knowledge or ability on my own, under normal supervision.

4 E – I am consulted by other journeypersons in difficult situations, or I am called on to do unusually difficult jobs.

Creating Your Tool

Step 1: Using the suggested template, enter all of the known information compiled from your completed job analysis.

Step 2: If additional tasks need to be generated, use one of your available resources (i.e. Position Descriptions, Classification Standards, Rating Guide, SMEs)

Step 3: Import tool into USA Staffing

Saving Assessment as a Text File

Best Practices to Consider When Developing your Assessment Tool

• Provide clear and concise examples when developing your tasks statements.

• Ensure that the tasks developed are accurately placed under the applicable element.

• Example:

FACTOR: Ability to use and maintain tools and

equipment

1. Use hand and power tools associated with carpentry repairs such as table saws, miter saws.

2. Follow written instructions (i.e. blueprints, specifications, work orders, sketches, etc).

Best Practices to Consider When Developing your Assessment Tool

• Most elements can be accurately assessed with 5 to 10 well-written task statements.

• Write items in behavioral, observable, and verifiable terms.

• Develop items that clearly/meaningfully distinguishes amongst candidates.

• Adding more tasks to an element will not make it weighted heavier since the scores are averaged.

BUILDING WAGE ASSESSMENTS INTO USA STAFFING

Differences between KSA and Job-Element Based Assessments

KSA• For General Schedule

(GS)

• Developed in job analysis

• Based on education or experience

• Screen-outs are a hurdle

Job Element• For Wage Grade (WG)

• Extracted from the Job Qualification System for Trades and Labor Occupations Handbook

• Based on skill level

• Screen-outs are also part of the rating

Building and Importing Assessment Tools

• For wage grade, be sure to use the Job Element Rating Method

Building and Importing Assessment Tools

• Identify Source Information, Specific Information, and Preparation

• Select Appropriate Series/Specialty/Grade

• Build an assessment questionnaire in the Questionnaire Builder area. You may –

Build from scratch Import a text file

Utilize the library

Building and Importing Assessment Tools

Building and Importing Assessment Tools

• Enter all Screen-Outs and Job Elements

Building and Importing Assessment Tools

• Enter all Questions and Task Statements

Building and Importing Assessment Tools

Remember to use the Wage Grade Default Scale

A – I know little or nothing about this.

B – I have had study or training in this.

C – I have used my knowledge or ability, but I have been closely supervised.

D – I have used my knowledge or ability on my own, under normal supervision.

E – I am consulted by other journeypersons in difficult situations, or I am called on to do unusually difficult jobs.

Rating Criteria for Wage Grade Assessments

• Rating Criteria for Wage Grade Screen-Outs• All screen-outs are set for screen-out AND rating.

Rating Criteria for Wage Grade Assessments

• Set up Rating Values for Screen-Outs

Rating Criteria for Wage Grade Assessments

• Set up Rating Values for Task Statements

Rating Criteria for Wage Grade Assessments

• Test the assessment tool

Test each screen out individually

Set at least one test applicant to be eligible.

Anticipate your resultsVerify your results If you don’t get what you

expect, figure out why.

Inclusion of Additional Screen Outs

• Many Wage Grade Positions have additional conditions of employment. The questionnaire must address all screen outs.

Driver’

s Lice

nse Boat LicenseKnowledge of

Local AreaPestic

ide

Application

License

Inclusion of Additional Screen Outs

• In order for a screen out to be used it must:

• A condition of employment.• Be supported by the Position Description and

documented in the case file.• Not be a skill that can be gained in a reasonable

amount of time.

Wage Grade Assessments in USA Staffing

Key Tips for Wage Grade Assessments

• Use Job Elements Rating Criteria• Create multiple answers for the Screen-Out

Element • Use appropriate Job Elements to formulate

questionnaire• Use the Wage Grade Default Scale• Select Rating and Screen-Out for all screen-out

questions• Accurately test your questionnaire

WAGE GRADE ANNOUNCEMENT CONSIDERATIONS

Items to Include in Wage Announcements

• VACANCY Section of USA Staffing:

• Select the appropriate pay plan (e.g. – WG, WL, WS, etc.)

• List pay scale at the hourly rate for wage grade.

Items to Include in Wage Announcements

• ANNOUNCEMENT Section of USA Staffing:

• Include the job elements and specify the screen-out element(s) in either the qualifications or evaluation section of the announcement. Applicants will need to know this information in order to clearly identify their qualifications in their resumes.

• Ability to lead or supervise others• Knowledge of equipment assembly, installation, repair, etc.• Technical practices• Use of measuring instruments• Ability to interpret instructions, specifications, etc.• Ability to use and maintain tools and equipment• Knowledge of materials

Items to Include in Wage Announcements

• Be sure to specify that there is no length of experience needed.

- Example: There is no specific length of training or experience required. However, you must be able to demonstrate, through experience shown in your written application materials that you possess the sufficient knowledge, skills and abilities to successfully perform the work of this position without more than normal supervision.

Items to Include in Wage Announcements

• Add the physical requirements and working conditions of the position.

- Applicants must be physically able to perform the duties of the position. The basis on which agencies may establish specific medical standards or physical requirements is discussed in 5 CFR 339.

- A physical condition or impairment may be disqualifying for employment only if there is a direct relationship between the condition and the nature of the duties of the specific position being filled.

Items to Include in Wage Announcements

• Include any other pertinent conditions of employment

- e.g. Will be required to use and supply own tools

- e.g. Must pass a pre-employment physical prior to appointment

REVIEWING WAGE GRADE RESUMES

Wage Grade Resumes

• Application materials include:• Resume• Online Assessment Questionnaire• Other Items (Veterans Documents, SF-50s,

Transcripts, etc.)

• Applicants who do not submit required materials, such as a resume or questionnaire, are considered ineligible.

• Applicants who do not meet the minimum qualification level on the screen-out element(s) are automatically rated ineligible.

Wage Grade Resumes

• An applicant’s overall experience, as recorded on a resume, must be assessed.

• Resumes must show that the applicant has acquired the necessary skills, knowledge, and abilities to perform the work of the position.

• The quality of experience should be emphasized, not the length of experience.

Wage Grade Merit Promotion Considerations

• Applicants must have held a permanent, competitive appointment in order to apply through merit promotion.

• Temporary or term appointees are not eligible to apply through merit promotion.

• Time-in-Grade does not apply to Wage Grade.

Useful Resources

• Index of Approved Job Elements http://www.opm.gov/qualifications/x-118c/Tabindx.asp

• Rating Guides for Job Elements http://www.opm.gov/hr/quals/G1-2f.htm

• Federal Classification and Job Grading Systems http://www.opm.gov/fedclass/html/fwsdocs.asp

Questions

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