---------------------------------------------------- -------------------------------------
  **STANDARD OPERATING PROCEDURE**                     **SOP 330-1 (BPR)**

  **NOAA Workforce Management**                        Subject: **Job Analysis**

  **Approved by:**                                     Date: August 30, 2007
  ![](media/image1.png){width="1.3541666666666667in"   
  height="0.6770833333333334in"}                       

  **Replaces:** Previous SOPs or equivalent            
  operational guidance currently in effect             
  ---------------------------------------------------- -------------------------------------

**A. SUMMARY:**

The purpose of this Standard Operating Procedure (SOP) is to establish
procedures to clearly communicate the roles and responsibilities of NOAA
Hiring Organizations and the Workforce Management Office (WFMO) in the
process of creating a Job Analysis for hiring actions. A job analysis is
a tool used to identify the major job requirements which are linked to
the knowledge, skills and abilities (KSAs) required for the job to be
filled. It helps ensure the most qualified candidate is selected for the
position. This SOP will be used for all hiring vacant positions and job
analysis documentation will be placed in the appropriate Staffing file.

**B. OBJECTIVES:**

This SOP provides operational procedures for the development and
maintenance of job analysis for all positions announced competitively
under Delegated Examining (DE) procedures and/or the agency Merit
Assignment Plan (MAP).

**C. REFERENCES:**

1.  29 CFR 1607, Uniform Guidelines

2.  OPM Delegated Examining Handbook

3.  OPM Qualification Standards

4.  OPM Classification Standards

5.  Position Descriptions (PDs)

6.  PD Evaluation Statements (if applicable)

7.  Performance Plans

8.  DOC memo dated 9-20-2005, Subject: Job Analysis

9.  DOC Job Analysis HR Bulletin

**D. RESPONSIBILITIES:**

1.  **Human Resources Advisor** (HRA) with delegated authority to
    perform staffing and placement services are responsible for
    developing and completing a job analysis for each vacancy advertised
    competitively by the WFMO Client Services Office. Although hiring
    officials and/or subject matter experts participate in the
    development of job analysis, responsibility for the accuracy of the
    job analysis documentation lies with the HR Advisor.

2.  **Subject-Matter Expert(s) (SME)** have full knowledge of the duties
    of the position and the knowledge, skills, and abilities necessary
    to perform the work. They are responsible for providing relevant
    information and assisting in the development of the job analysis.
    When SMEs are utilized, they are responsible for signing the job
    analysis, along with the Hiring Official, to indicate
    approval/agreement.

3.  The **Hiring Official and/or the first line supervisor** of the
    position to be filled is responsible for assisting in the
    identification of an appropriate SME, providing all information as
    described in the recruitment checklist, and assisting in the
    development of the job analysis with or in the absence of a SME. The
    Hiring Official reviews and signs the job analysis to indicate
    approval/agreement.

**E. PROCEDURES**

  ------------------------ ----------------------- ------------------------------- --------------------------------------
  **[Task]{.underline}**   **[Responsible          **[Contributor]{.underline}**   **[Action]{.underline}**
                           Person]{.underline}**                                   

  1                        HRA                     N/A                             In preparation for meeting with Hiring
                                                                                   Official and/or designated SME, gather
                                                                                   and review available information
                                                                                   regarding the job. This may include,
                                                                                   but is not limited to, the position
                                                                                   description, evaluation statement,
                                                                                   classification standard, qualification
                                                                                   standard, and performance plan,
                                                                                   Uniform Guidelines developed by EEOC,
                                                                                   DOL, DOJ and organizational templates
                                                                                   and/or previously used questions from
                                                                                   prior announcements of the
                                                                                   same/similar positions.

  2                        HRA                     Hiring Official and/or SME      Review job analysis and regulatory
                                                                                   requirements. Summarize the major
                                                                                   functions of the position, identify
                                                                                   the KSAs necessary to perform these
                                                                                   functions, and list the major duties
                                                                                   and KSAs on the job analysis KSA
                                                                                   development form (Exhibit 1).

  3                        HRA                     N/A                             Transfer resulting KSA listing to the
                                                                                   KSA Evaluation Form (Exhibit 2).

  4                        Hiring Official and/or  HR Advisor                      Validate each knowledge, skill, or
                           SME                                                     ability by determining if the KSA is
                                                                                   essential or desirable (see Section F
                                                                                   below). Complete the
                                                                                   "Essential/Desirable" column of the
                                                                                   KSA Evaluation Form (see Exhibit 2) by
                                                                                   designating each KSA as "E" for
                                                                                   essential or "D" for desired.

  5                                                                                Determine whether the desirable KSAs
                                                                                   are ratable (see Section F below).
                                                                                   Complete the "Ratable" column by
                                                                                   placing "Yes" or "No" beside each
                                                                                   desirable KSA.

  6                                                                                Determine if possession of the
                                                                                   desirable KSAs distinguish superior
                                                                                   candidates from those who are
                                                                                   minimally qualified (see Section F
                                                                                   below). Complete the "Distinguishes
                                                                                   Superior from Barely Acceptable"
                                                                                   column of the KSA Evaluation Form (see
                                                                                   Exhibit 2) by placing "Yes" or "No"
                                                                                   beside the desirable KSAs.

  7                                                                                Review for repetition or redundancy.
                                                                                   Delete duplicates and/or combines
                                                                                   similar KSAs.

  8                                                                                Establish the importance of KSAs by
                                                                                   assigning a weight to each. The sum of
                                                                                   all KSA weights should equal 100.

  9                        HRA                     Hiring Official and/or SME      Develop questions (and/or select
                                                                                   questions from the automated staffing
                                                                                   system) that assess or measure each of
                                                                                   the remaining KSAs.

  10                                                                               List the question or question numbers
                                                                                   adjacent to the appropriate KSA. If an
                                                                                   appropriate question does not exist in
                                                                                   the automated staffing system,
                                                                                   annotate "new" in the final column and
                                                                                   list the question at the end of the
                                                                                   document.

  11                       Hiring Official and SME                                 Review and sign the job analysis form
                                                                                   to indicate agreement/approval, and
                                                                                   submit to the HR Advisor. Not all JAs
                                                                                   will have to have a SME, therefore a
                                                                                   SME's signature is only required if a
                                                                                   SME is used. Hiring officials must
                                                                                   sign all JAs (whether a SME was or was
                                                                                   not used).

  12                       HRA                                                     Develop crediting plan. (See Section F
                                                                                   below.)

  13                                                                               File a copy of the completed job
                                                                                   analysis in the appropriate staffing
                                                                                   file and fax a copy to the automated
                                                                                   system for the vacancy announcement.
  ------------------------ ----------------------- ------------------------------- --------------------------------------

**F. OTHER INFORMATION**

1.  ***Determining if a KSA is essential or desirable:*** A KSA is
    essential if the knowledge, skill, or ability is critical for
    performance of the work of the position **immediately upon entry**
    into the position. If a person could obtain the knowledge, skill or
    ability in a reasonable period of time, i.e. approximately 90 days,
    after entry into the position, the KSA may be **desirable**, but is
    not essential. Essential KSAs are considered so critical that they
    must be present for a candidate to be considered minimally qualified
    for the position. If not already described in the basic OPM
    qualification requirements for the position, these KSAs may be
    considered as potential selective factors in the selection process.
    If the determination is that the KSA is a selective factor, this
    must be documented in writing.

2.  ***Determining if a desirable KSA is ratable:*** For a KSA to be
    ratable, it must be possible for potential applicants to show they
    possess the particular knowledge, skill, or ability through
    descriptions of experience, training and education, awards, outside
    activities or hobbies, and/or performance appraisal. KSAs which are
    not ratable are eliminated from consideration in the job analysis
    process, but may be assessed in other processes such as job
    interviews or background checks.

3.  ***Determining if a KSA distinguishes superior candidates from those
    minimally qualified:*** The best way to assist the SME is to ask
    him/her to think of those characteristics and qualities (KSAs) which
    an ideal candidate would possess, and which would serve as a means
    to **distinguish** between superior and minimally qualified
    candidates. An alternative is for the SME to think about persons who
    perform or have performed the job or similar jobs, and decide if
    possession of the KSA made their performance superior to others who
    did not. If not, or if employees performing at a minimally
    acceptable level possessed the KSA, then it is not appropriate to
    use the KSA in rating applicants.

4.  ***Developing crediting plans (rating schedules):*** The format and
    structure of crediting plans (or rating schedules) are driven by the
    requirements of the automated staffing system. The weights
    established for KSAs during the job analysis process should be used
    in determining the maximum point values assigned to each assessment
    question. To create an effective automated tool for distinguishing
    between candidates, use of multi-response questions is desirable. To
    assist in determining possible benchmark levels of these responses,
    consider the following.

    a.  **Superior:** The superior credit level should generally reflect
        full demonstrated ability on all aspects of the KSA measured by
        the question. A person credited at this level has the expertise
        to perform the task independently and/or has trained or
        supervised others. At this level, a person should need only a
        brief period of orientation to the minor particulars of the job
        in order to perform with full effectiveness the job functions
        which require this ability.

    b.  **Above acceptable**: The above acceptable credit level should
        define a level of ability which, with reasonable certainty,
        would enable a person to satisfactorily carry out most of the
        normal functions of the position with no more than normal
        orientation or supervision. There should be evidence of above
        acceptable ability for most aspects of the KSA in order for a
        candidate to receive credit at this level.

    c.  **Acceptable:** The acceptable credit level should define the
        minimum level of ability that is required to successfully
        perform the job functions that require this ability after a
        normal period of orientation. This level will normally reflect
        minimum qualifications for the position. A person presents
        evidence of the potential to do acceptable work on the job
        functions requiring this ability but who has not fully
        demonstrated the above acceptable level of ability would
        normally be credited at this level.

    d.  **Ability of some value:** The ability credit level should
        contain examples of experience which, though relevant, do not
        indicate that the applicant has the level of ability required to
        perform those job functions requiring this element at an
        acceptable level of competence. This could be education or
        experience which is not sufficiently relevant to the job to be
        filled, the level of responsibility of the applicant's
        experience may be too low in relation to the requirements of the
        position, work may have been done poorly as reflected in
        performance evaluations, or similar reasons.

5.  ***Job Analysis for multi-grade recruitments:*** KSAs in a
    multi-grade recruitment may be similar at each grade level because
    the grade level distinctions in level of supervision rather than
    differences in knowledge, skill, or ability. Job analysis must
    always be completed for the full performance level and/or the
    highest grade level advertised. For multi-grade recruitments that
    cover positions three or more grade levels below the
    full-performance level or highest grade advertised, job analysis
    must also be completed on the lowest or entry-level grade. Job
    analysis must be completed on any grade level that requires a
    different knowledge, skill or ability than the full performance
    level and the entry level position.

6.  ***Job Analysis for interdisciplinary recruitments:*** Job analysis
    conducted for interdisciplinary positions should contain identical
    KSAs regardless of occupational series. Although the qualification
    requirements are different, applicants must be rated against the
    same criteria.

7.  ***Release of Information:*** In accordance with DEU Handbook,
    Chapter 7, Section B, rating information is not releasable through
    Privacy Act or FOIA regulations.

**EXHIBITS:**

Exhibit 1 -- KSA Development Form 1

Exhibit 2 -- KSA Evaluation Form 2

Exhibit 3 -- Sample Job Analysis

Exhibit 1 (**KSA Form 1**)

**KSA Development Form**

**Position / Title:**

**Series / Grade:**

**Location:**

  ----------------------------------- -----------------------------------
  **COLUMN 1**                        **COLUMN 2**

  **a. What are the major functions   **b. For each function, what KSAs
  to be performed on this job?**      are required?**

  1\.                                 

  2\.                                 .

  3\.                                 

  4\.                                 

  5\.                                 

  6\.                                 
  ----------------------------------- -----------------------------------

Exhibit 2 (**KSA Form 2**)

**KSA Evaluation Form**

**Position Title:**

**Series / Grade:**

**Location:**

+----------------------+------------+-----+----------+------+-------+
| **KSAs**             | **E:       | **R | **Disti  | **We | *     |
|                      | Essential  | ata | nguishes | ight | *Auto |
|                      | (Selective | ble | Superior | (Sh  | mated |
|                      | Factor)**  | (   | from     | ould | S     |
|                      |            | Y/N | M        | t    | ystem |
|                      | **D:       | )** | inimally | otal | Que   |
|                      | Desirable  |     | Q        | 10   | stion |
|                      | (Quality   |     | ualified | 0)** | Num   |
|                      | Ranking    |     | (Y/N)**  |      | ber** |
|                      | Factor)**  |     |          |      |       |
+----------------------+------------+-----+----------+------+-------+
|                      |            |     |          |      |       |
+----------------------+------------+-----+----------+------+-------+
|                      |            |     |          |      |       |
+----------------------+------------+-----+----------+------+-------+
|                      |            |     |          |      |       |
+----------------------+------------+-----+----------+------+-------+
|                      |            |     |          |      |       |
+----------------------+------------+-----+----------+------+-------+
|                      |            |     |          |      |       |
+----------------------+------------+-----+----------+------+-------+
|                      |            |     |          |      |       |
+----------------------+------------+-----+----------+------+-------+
|                      |            |     |          |      |       |
+----------------------+------------+-----+----------+------+-------+

**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**HR Advisor Hiring Official**

**Signature/Date Signature/Date**

**\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**SME Signature/Date**

Exhibit 3 (**Sample Job Analysis**)

**KSA Development Form**

**Position / Title: Fishery Biologist**

**Series / Grade: ZP-0482-03**

**Location: NWRO**

+-----------------------------------+-----------------------------------+
| **COLUMN 1**                      | **COLUMN 2**                      |
+-----------------------------------+-----------------------------------+
| **a. What are the major functions | **b. For each function, what      |
| to be performed on this job?**    | KSA's are required?**             |
+-----------------------------------+-----------------------------------+
| 1\. Coordinates division          | Knowledge of project management   |
| environmental policy              | methods and techniques            |
+-----------------------------------+-----------------------------------+
| 2\. Provides technical oversight  | -   Knowledge of NEPA             |
| and quality assurance for NEPA.   |                                   |
|                                   | -   [Ability to develop,          |
|                                   |     implement, and/or monitor     |
|                                   |     fishery conservation and      |
|                                   |     management programs under the |
|                                   |     National Environmental Policy |
|                                   |     Act, Magnuson-Stevens Fishery |
|                                   |     Conservation and Management   |
|                                   |     Act and other applicable laws |
|                                   |     ( ESA, MMPA,                  |
|                                   |     etc.).                        |
|                                   | ](https://hr1.quickhire.com/doc/v |
|                                   | acancybuilder/step4.qh?action=loa |
|                                   | dVacancyQuestion&qid=4395#detail) |
|                                   |                                   |
|                                   | .                                 |
+-----------------------------------+-----------------------------------+
| 3\. Prepares NEPA documents       | Ability to interpret and          |
|                                   | communicate technical information |
|                                   | orally and in writing             |
+-----------------------------------+-----------------------------------+
|                                   |                                   |
+-----------------------------------+-----------------------------------+
|                                   |                                   |
+-----------------------------------+-----------------------------------+
|                                   |                                   |
+-----------------------------------+-----------------------------------+

Exhibit 3 (**Sample Job Analysis**)

**KSA Evaluation Form**

**Position Title: Fishery Biologist**

**Series / Grade: ZP-0482-03**

**Location: NWRO**

+-------------------+-----------+------+-----------+--------+--------+
| **KSAs**          | **E:      | *    | **Dist    | **     | **Aut  |
|                   | Essential | *Rat | inguishes | Weight | omated |
|                   | (         | able | Superior  | (      | System |
|                   | Selective | (Y/  | from      | Should | Qu     |
|                   | Factor)** | N)** | Minimally | total  | estion |
|                   |           |      | Qualified | 100)** | Nu     |
|                   | **D:      |      | (Y/N)**   |        | mber** |
|                   | Desirable |      |           |        |        |
|                   | (Quality  |      |           |        |        |
|                   | Ranking   |      |           |        |        |
|                   | Factor)** |      |           |        |        |
+-------------------+-----------+------+-----------+--------+--------+
| Knowledge of      | D         | Y    | Y         | 25     | 173    |
| NEPA.             |           |      |           |        |        |
+-------------------+-----------+------+-----------+--------+--------+
| Ability to        | D         | Y    | Y         | 20     | New    |
| interpret and     |           |      |           |        |        |
| communicate       |           |      |           |        |        |
| technical         |           |      |           |        |        |
| information       |           |      |           |        |        |
| orally and in     |           |      |           |        |        |
| writing           |           |      |           |        |        |
+-------------------+-----------+------+-----------+--------+--------+
| Knowledge of      | D         | Y    | Y         | 20     | New    |
| project           |           |      |           |        |        |
| management        |           |      |           |        |        |
| methods and       |           |      |           |        |        |
| techniques        |           |      |           |        |        |
+-------------------+-----------+------+-----------+--------+--------+
| [Ability to       | D         | Y    | Y         | 35     | New    |
| develop,          |           |      |           |        |        |
| implement, and/or |           |      |           |        |        |
| monitor fishery   |           |      |           |        |        |
| conservation and  |           |      |           |        |        |
| management        |           |      |           |        |        |
| programs under    |           |      |           |        |        |
| the National      |           |      |           |        |        |
| Environmental     |           |      |           |        |        |
| Policy Act,       |           |      |           |        |        |
| Magnuson-Stevens  |           |      |           |        |        |
| Fishery           |           |      |           |        |        |
| Conservation and  |           |      |           |        |        |
| Management Act    |           |      |           |        |        |
| and other         |           |      |           |        |        |
| applicable laws ( |           |      |           |        |        |
| ESA, MMPA,        |           |      |           |        |        |
| etc               |           |      |           |        |        |
| .).](https://hr1. |           |      |           |        |        |
| quickhire.com/doc |           |      |           |        |        |
| /vacancybuilder/s |           |      |           |        |        |
| tep4.qh?action=lo |           |      |           |        |        |
| adVacancyQuestion |           |      |           |        |        |
| &qid=4395#detail) |           |      |           |        |        |
+-------------------+-----------+------+-----------+--------+--------+
|                   |           |      |           |        |        |
+-------------------+-----------+------+-----------+--------+--------+
|                   |           |      |           |        |        |
+-------------------+-----------+------+-----------+--------+--------+
|                   |           |      |           |        |        |
+-------------------+-----------+------+-----------+--------+--------+

**Fishery Biologist**

**ZP-0482-03**

KSA: Knowledge of NEPA.

Automated System Question #173: What type of experience do you have
implementing the National Environmental Policy Act (NEPA)? Have you
received training in preparing and/or reviewing analytical documents
required by the National Environmental Policy Act, the Magnuson-Fishery
Conservation and Management Act, or other Federal Legislation that
require analyses of alternative management proposals?

KSA: Ability to interpret and communicate technical information orally
and in writing.

Do you have experience communicating with federal, state and local
agencies, commercial and recreational fisherman groups and general
public on living marine resource management issues?

Do you have experience writing and presenting technical or policy
papers?

Exhibit 3 (**Sample Job Analysis**)

KSA: Knowledge of project management methods and techniques.

What is your experience with project management?

Do you have project management experience developing work, plans,
balancing workloads, meeting deadlines, producing products, briefing
colleagues/supervisors to put project results into action?

KSA: [Ability to develop, implement, and/or monitor fishery conservation
and management programs under the National Environmental Policy Act,
Magnuson-Stevens Fishery Conservation and Management Act and other
applicable laws ( ESA, MMPA,
etc.).](https://hr1.quickhire.com/doc/vacancybuilder/step4.qh?action=loadVacancyQuestion&qid=4395#detail)

Do you have knowledge and experience of Endangered Species Act (ESA)?

Do you have experience with the Federal Regulatory Process?