Knowledge Transfer Through Job Analysis at SC DOR

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Knowledge Transfer Through Job Analysisat SC
DOR
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Why we needed to do job analysis?

• Large number of TERI folks leaving
• Large number of new employees to train
• Succession planning
• Development plans were reactivated
• Development plans needed revision
• New development plans
• Small training HR staff

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What is Job Analysis?

• Systematic identification of
• Specific skills
• Knowledge
• Conditions
• Requirements
• Tools necessary to perform a job.

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Hows it done?

• Gather a team of experts in specific job
• Precisely describe duties tasks that experts
  perform
• Identify knowledge, skills, tools and worker
  behaviors needed to perform the job
• Identify conditions, tools and future
  trends/concerns

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Who should participate?

• Use expert workers to describe and define job
  duties
• No supervisors
• No observers

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Key Terms

• Duties A cluster of related tasks
• Usually 6-12 per job
• Tasks Specific meaningful units of work
• Usually 6-20 per job
• Steps Specific elements or activities required
  to perform a task
• Always two or more per task

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Session Agenda

• Review agenda purpose
• Explain terms process
• Brainstorm everything they do in job
• Determine major duties
• Brainstorm tasks involved in each duty
• Sequence duties and tasks
• Determine knowledge, skills, abilities,
  behaviors, tools, and future tends/concerns
• Evaluate results
• Review refine

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Time Involved

• Planning
• Job Analysis Session
• Evaluation
• Review Refine
• Upkeep

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How have we used it?

• Succession Planning
• I used the Job Analysis (of a retiree after 38
  years) to create and monitor the training plan
  for the new supervisor.  I actually set the
  training topics using the job duties and tasks
  from the job analysis.  It was an excellent way
  of insuring that I did not miss any of the
  topics.  It helped me to determine who the
  instructors should be for certain topics that
  way I could plan when, where, and how to
  coordinate the various sessions.
• Portia Richardson, Manager, Processing
  Document Management

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How have we used it?

• Revise Career Development Plans
• The Job Analysis process was extremely valuable
  to several areas of the Audit Division.  In our
  Office Audit area, the analysis detailed all
  areas of the job that our Office Auditors
  perform.  This included not only the steps that
  an Office Auditor would do in a basic desk audit,
  but also the most in-depth desk audit that
  requires experience, research skills and Federal
  and State tax knowledge.  The process assisted us
  in defining different levels for our Career
  Development Plan, and provided valuable
  information that allowed us to increase our
  starting pay for these valuable jobs.
• Ricky Taylor, Audit Administrator

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How have we used it?

• Develop New Career Development Plans
• Job Analysis was a critical starting place for
  the Contact Centers new development plan. These
  employees have a hard time describing what they
  do because they answer questions about every type
  tax and from all types of people. It also helped
  us increase the starting pay for the positions
  which was a boost to employee morale in the
  section.
• Carol Pierce, Manager, Collection Services

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How have we used it?

• Training Manuals (Process Improvement)
• The process made the employees think about what
  they do, and it made them review how they do it. 
  This step-by-step analysis let the section make
  immediate improvements to the process by removing
  unnecessary steps, or identifying missing ones. 
  An unexpected benefit of the entire job analysis
  process was the development of an employee
  training manual.
• David Mays, Manager, Office Audit

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How have we used it?

• Training Plans
• There are many benefits in doing Job Analysis.
  The one benefit that stands out most to me is how
  the job task analysis feeds the employee
  development plans which assists us in the
  identification of training needs as employees'
  progress in their careers.
• Sherry Blizzard, Manager, Employee
  Taxpayer Education

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How have we used it?

• Cross Training
• Since HRPD is a small section, it is crucial
  that we are able to have more than one person
  able to do a job. The job analysis is helping us
  build the knowledge level of our employees.
  Although we arent capable of developing a
  traditional career development plan, we are
  developing the capability for employees to learn
  more, earn more, and meet the needs of the
  section and agency employees.
• Nancy Wilson, Administrator, HRPD

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Other uses

• Improve writing PDs
• Improve postings
• Helps new supervisors have clearer picture of
  jobs
• Helps agency have better picture of what
  knowledge, skills abilities are needed for
  specific jobs
• Useful in process improvement

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And finally,

• Without a doubt, job analysis is the single
  most effective tool DOR has used in our workforce
  planning efforts.  It is definitely worth the
  investment of time for those involved.
• Nancy Wilson, Administrator
• Human Resource Planning Development