Assessing KSAs

1. 1 Assessing KSAs/Competencies Module 2: How to Assess Functional Competencies

2. 2 Introductions Name Division/Section Logistics: Parking Breaks Refreshments

3. 3 This Session Module 1: Creating & Communicating the Plan Module 2: How to Assess Functional KSAs/Competencies Module 3: Salary Determination

4. 4 Objectives Prepare you to create the KSA/Competency Assessment Plan and explain it to your employee Prepare you to conduct a functional KSA/competency assessment for your employees. Prepare you to recommend pay for all your employees

5. 5 Competency Assessment

6. 6 Functional KSAs/Competencies Tied to demonstrated knowledge, skills, abilities Observed and measured Distinct Contributing, Journey, & Advanced levels Used to determine pay Examples Are tied to demonstrated knowledge, skills, and abilities Can be observed and measured Have distinct Contributing, Journey, and Advanced levels Used to determine pay Examples: Administrative Support Associate: Verbal Communication Written Communication Office Technology Work Coordination Problem Solving Program Knowledge Information/Records Administration Budgeting Public Safety Officer Technical Knowledge Communication Organizational Awareness & Commitment Problem Solving Analytical & Conceptual Thinking Are tied to demonstrated knowledge, skills, and abilities Can be observed and measured Have distinct Contributing, Journey, and Advanced levels Used to determine pay Examples: Administrative Support Associate: Verbal Communication Written Communication Office Technology Work Coordination Problem Solving Program Knowledge Information/Records Administration Budgeting Public Safety Officer Technical Knowledge Communication Organizational Awareness & Commitment Problem Solving Analytical & Conceptual Thinking

7. 7 KSA/Competency Assessment Prepare and gather documentation including KSA/competency profile explaining the competency at each level Review 1 KSA/competency at a time Assign C, J or A for each KSA/competency TOOLS= Prior PM work plans Blank assessment form Position descriptions Banded class profiles (leveling documents) TOOLS= Prior PM work plans Blank assessment form Position descriptions Banded class profiles (leveling documents)

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10. 10 Reviewing the Data Review observation notes and measurement data for each KSA/competency Were expectations not met, met, or exceeded?  What are the reasons for success or lack of success?  Document results using sentences or paragraphs; note any extenuating circumstances  Most supervisors too lazy to justify ratingsMost supervisors too lazy to justify ratings

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12. 12 Rating KSA/Competency Level Assessed in relation to the established Key Functional KSAs/Competencies and Expectations. Have functional KSAs/competencies been demonstrated by the employee? How or how not? At what level? Use C, J, A level descriptions. At what level was each individual KSA/competency demonstrated?

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14. 14 What to Consider How much variety in the work? Is the work complex? How much independence? Is decision making required? What is the consequence of an error? Analytical skills required? Types of tools/equipment used Level of leadership Self directed or great amount of supervision required, frequency of advice needed, limits on the scope of work Range of work, number of different unrelated skills & techniques to perform work Range of thinking, analysis or judgment: new approaches, deviation from standard protocols, Resourcefulness,Ingenuity Delegated authority, extent of review of recommendations, frequency, difficulty, scope of decisions, types of commitments Intricacy of steps, originality or adapting required, degree of repetitiveness, variation of problems encountered Different certifications/qualifications, educational credentials, training completed, knowledge, skills & abilities Coordinate or direct the work of others, accountability for the work of others, giving advice or assistance, assigning objectivesSelf directed or great amount of supervision required, frequency of advice needed, limits on the scope of work Range of work, number of different unrelated skills & techniques to perform work Range of thinking, analysis or judgment: new approaches, deviation from standard protocols, Resourcefulness,Ingenuity Delegated authority, extent of review of recommendations, frequency, difficulty, scope of decisions, types of commitments Intricacy of steps, originality or adapting required, degree of repetitiveness, variation of problems encountered Different certifications/qualifications, educational credentials, training completed, knowledge, skills & abilities Coordinate or direct the work of others, accountability for the work of others, giving advice or assistance, assigning objectives

15. 15 What Not to Consider ….. Volume of same work Performance (U, BG, G, VG, O) Years of service Personal characteristics Availability of funding

16. 16 Rater Bias Horns effect Halo effect Stereotyping Recency effect Leniency effect Strictness effect

17. 17 Expected Distribution Manage to Journey level Very few Advanced Applies to organizations with full range of work for a banded class Applies to organizations with full range of work for a banded class

18. 18 Determining Overall KSA/Competency Level Overall level = majority of individual Key Functional KSAs/Competencies Exception - if one or more Key Functional KSAs/Competencies is more critical to the organization, may carry more “weight” in final assessment. Explain and justify in “Comments” section Generally, if most Competencies are Contributing, overall level should be Contributing. Generally, if most Competencies are Contributing, overall level should be Contributing.

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20. 20 Activity Determine overall functional KSA/competency level for Dot Matrix

21. 21 KSA/Competency Level Change KSAs/competencies may increase, but -- no funding for pay increase -- current salary already exceeds appropriate level -- internal pay alignment may limit increased pay If KSA/competency level changes…follow A/U process

22. 22 Summary Documentation Distinguishers Rater Bias 2 Skill Development Activities Changes in KSAs/Competencies Questions?