Essential Functions Analysis Tools

ESSENTIAL FUNCTIONS ANALYSIS TOOLS

Employee Name: ______

Classification:______

Organizational Unit:______

Supervisor:______Supervisor Phone Number: ______

Prepared by Name: ______Phone Number: ______

Prepared by Signature:______

An essential function is any part of a position, such as a task, knowledge, skill or ability, the absence of which would fundamentally change the nature, scope level or purpose of the position. Description of essential functions should focus on what is to be done, not on the physical/mental activities and processes traditionally used to achieve the results or produce the end products. Use the attached Essential Functions Flow Chart to assist your determination of essential vs. marginal functions.

When completing the Worksheet, consider these important questions:

Does the job exist to do this function?
How much time per week is spent doing this function?
What are the minimum qualifications and job standards?
What critical skills, experience, training, education, and/or license are needed?
What equipment is used to do this function? How frequently is the equipment used?
What are the physical elements of this function?
What are the mental elements of this function?
Can other current employees do this function if necessary?
Would taking this function from the job significantly change the job?
Would there be significant consequences if this function were not performed?
Could this function be redesigned or performed in another way?
Do people in similar positions elsewhere do this function?
Is this function essential, as opposed to marginal?

ESSENTIAL FUNCTIONS (Please number each essential function, 1,2,3…)

Essential Function 1…..

Essential Function 2…..

Essential Function 3…..

IMPORTANT: Please complete the following items based on an evaluation of the position.

Note: In terms of an 8 hour workday, “occasionally’ equals 1% to 33%, “frequently” equals 34% to 66%, and “continuously” equals 67% to 100%. However, some duties are performed monthly or annually and are essential functions. Check the appropriate box for each of the following items which most accurately describe the extent of the specific activity performed by this employee.

PHYSICAL REQUIREMENTS - Must be related to the position and consistent with business necessity.

PHYSICAL EFFORT Occasionally Frequently Continuously

1. Sitting
2. Standing
3. Walking
4. Bending Over
5. Crawling
6. Climbing
7. Reaching Overhead
8. Crouching
9. Kneeling
10. Balancing
11. Pushing or pulling
12. Talking
13. Repetitive use of hands/arms
14. Repetitive use of legs
15. Grasping
16. Lifting
10lbs or less
11 to 25 lbs
26 to 50 lbs.
51 to 75 lbs
76 to 100 lbs
Over 100lbs
17. Carrying
10lbs or less
11 to 25 lbs
26 to 60 lbs
51 to 75 lbs
76 to 100lbs
Over 100lbs
18. Eye/hand coordination
19. Fine Manipulation

MENTAL REQUIREMENT- Must be related to the position and consistent with business necessity

MENTAL EFFORT Occasionally Frequently Continuously

1. Thinking analytically
2. Communication
Using effective verbal communication
Using effective written communication
3. Handling stress & emotions
4. Concentrating on tasks
5. Remembering names
6. Remember details
7. Making decisions
8. Adjusting to changes
9. Examining/observing details
10. Discriminating colors

PERFORMANCE REQUIREMENTS - Must be related to the position and consistent with business necessity

PERFORMANCE Occasionally Frequently Continuously

1. Attendance
On Call
Irregular Hours (Evenings, Weekends)
Maintaining Work Schedules
2. Attending work related meetings
3. Directing others
4. Handling Confidential Information
5. Keyboarding/Typing
6. Maintain stamina during workday
7. Meeting deadlines
8. Operates equipment
9. Staying organized
10. Using math/calculations

Is there any other information which would be helpful in understanding the physical, mental and performance requirements of the position?

HEALTH & SAFETY (INDUSTRIAL/ENVIRONMENTAL)

*What health and safety standards are required of an incumbent in this position category (must be related to the position and consistent with business necessity)?

ENVIRONMENTAL FACTORS Occasionally Frequently Continuously

1. Inside
Hot/Heat
Cold
2. Outside
Hot Temperature
Cold Temperatures
Humid
3. Hazards
Biological
Chemical
Electrical
Radiation
Sharp Objects/Tool
Heavy Machinery
Other
4. Unprotected Spaces
High Places/High Heights
Constricted Spaces (Underground)
5. Dirty (Soil)
6. Dry
7. Fumes, Gases, Odors, Dust
8. Grease, Oil, Mud
9. Moving Mechanical Parts
10. Noise
11. Hot Temperature (Devices )
Burners
Flame Torches
12. Vibration
13. Wet, Slippery Floors/Surfaces
14. Working w/others
15. Working alone

Check appropriate box that reflects the responsibility that this position will have:

□ Work around equipment and machinery□ Walk on uneven ground

□ Drive cars, trucks, forklifts & other equipment

TOOLS & EQUIPMENT -Must be related to the position and consistent with business necessity.

In the box below, list the various machines, tools, equipment, and motor vehicles used in the performance of the duties.

Examples: “Computer”

“Operate forklift up to 1000 pounds capacity”

“Respirator Equipment Requirement”

POSITION IDEAL QUALIFICATIONS

In the box below, list any certificates, licenses, education, experience, knowledge, skills or abilities

SUPERVISORY RESPONSIBILITY (IF APPLICABLE)

Complete the following table for any position that this position will supervise:

Position
(Title) / # of Employees in Position / Hours Per Week Employee Works / Employment Type
(i.e. Exempt, Non Exempt)

Check appropriate box that reflects the authority or responsibility that this position will have:

□ Assign Work□ Discipline□ Hiring

□ Approval of Leave Use□ Evaluation □ Termination

Knowledge, Skills and Abilities

For Unclassified Positions

EXAMPLES OF FUNCTIONAL COMPETENCIES

The following competencies come from or were adapted from the Ohio State Division of Human Resources

Business Administration: Knowledge of appropriate business practices and procedures. Ability to allocate resources, plan procurement and oversee budgets and contracts to ensure fiscal stability of the college.

Advising: Ability to provide advice and counseling on academic and college processes.Ability to understand programs of study, college processes, campus, student services and academic organization and culture.

Coordination of Work: Ability to follow instructions through a standard work process; Ability to perform routine tasks; Ability to check work for accuracy before completion of tasks.

Counseling: Ability to provide counseling on an individual and group basis to achieve academic and/or personal goals; Ability to navigate college processes and resolve issues; Ability to use interpersonal skills and methods to encourage students and reduce or eliminate conflict.

Data Analysis: Knowledge of statistical theory and applications; Ability to monitor and collect research data to assess accuracy, validity, and integrity; Ability to analyze statistics and other data; Ability to interpret and evaluate results, and create reports and/or presentations.

Data Collection: Ability to observe, monitor, collect, and record data; Ability to assess the accuracy, validity and integrity of the data.

Equipment Operation: Knowledge of appropriate procedures for using, and ability to use specific equipment or machines to meet defined quality and quantity standards.

Facilitation: Ability to assist a group or individuals to accomplish specific goals; Ability to manage change by providing the need structure and environment for interactions to be effective.

Financial Accountability: Ability to allocate resources, plan procurement, and oversee budgets and contracts to ensure fiscal stability of the organization.

Financial Management – Budget: Ability to plan and monitor the use of expenditures to meet organizational objectives and compliance; Ability to prepare budget documents and reports.

Financial Management – Receipted Programs: Knowledge of appropriate policies and procedures for day-to-day management of the financial aspects of a specific program.

Office Technology: Ability to utilize equipment, office software (i.e., Word, Excel, Access, FrontPage) and web based applications (i.e., Banner, ADP) to meet the needs of students, co-workers and the College; Ability to utilize office equipment to prepare correspondence, reports, forms, mailings, etc.

Organization and Scheduling: Ability to identify appropriate dates, times, rooms, refreshments etc. for meetings, classes and/or college events. Ability to coordinate invitations, attendance lists, materials and supplies. Ability to determine the logistics for meetings, classes and/or events are in place for smooth execution of meetings, classes and events.

Record Keeping: Ability to review documents and files for necessary data, enter appropriate data into systems or files, check records for accuracy and completion and retrieve data to produce reports or to answer questions.

Grants Management: Knowledge of appropriate policies and procedures for financial monitoring and compliance of one or more grants to include documentation, reporting, renewal, extension and closeout.

Grant Writing: Ability to research funding opportunities; Ability to develop and write proposals; Ability to advocate/represent the organization/agency/university; Ability to negotiate details of the grant.

Human Resource Management: Knowledge of the appropriate policies and procedures for recruiting, selecting, developing, counseling, disciplining, and evaluation performance of employees to retain a diverse workforce; Ability to administer and ensure compliance with human resource policies and procedures; Ability to observe and assess work; Ability to provide feedback; Ability to provide technical supervision of staff; Ability to develop plans for employees to gain necessary knowledge, skills, and abilities; Ability to plan for and support employees in career development opportunities.

Information/Records Administration: Knowledge of appropriate data collection policy and procedures, filing systems, data management systems, and programs. Ability to compile, assimilate, organize, and store printed and electronic information. Ability to review, compile and analyze information to prepare reports.

Instruction: Ability to instruct and train employees, students, faculty and/or other clients by providing information, including appropriate procedures, practices and/or the operation of equipment.

Knowledge – Professional: Possession of a designated level of professional skill and/or knowledge in specific area(s) and to keep current with developments and trends in area(s) of expertise, usually acquired through post‐secondary education.

Knowledge – Program: Possession of knowledge of program procedures, methods and practices and their application to specific situations, usually acquired on the job or in lower-level positions in the same or similar career path.

Knowledge – Technical: Possession of a designated level of technical skill or knowledge in a specific technical area(s) and the ability to keep up with current developments and trends in areas of expertise; (May be acquired through academic, apprenticeship or on-the-job training or a combination of these).

Managing Work Processes: Ability to measure and evaluate work processes, services and products to achieve organizational goals; Ability to redesign processes as needed using best methods and technology to meet or exceed business needs. Ability to use appropriate methods to identify opportunities, implement solutions, and measure impact.

Office Technology: Ability to utilize office equipment and other relevant technology (software and systems) to meet business needs.

Project Management: Ability to provide oversight for project(s) and all related activities in that setting to include quality assurance and safety; Ability to coordinate and manage facilities, equipment, supplies and related resources as necessary for the project; Ability to monitor environmental risks, if any an quality control. Ability to establish a set of tasks and activities associated with an intended outcome and timeline. Ability to ensure actions are performed and/or implemented to achieve the results of the project.

Research: Ability to review and study relevant information from various sources to develop new information; Ability to identify primary and secondary authorities to validate the research.

Safety and Health Compliance: Ability to demonstrate an understanding of applicable policies and procedures; Ability to maintain conditions that ensure a healthy and safe working environment.

Safety and Health Management: Knowledge of effective Safety and Health Management policies and procedures; Ability to establish a culture of safety for employees and to ensure that work processes are free from safety and health hazards. Ability to ensure that employees are properly trained and programs are in place to ensure safety.

Technical Solutions Development: Ability to demonstrate a methodical and logical approach to addressing customer needs; Ability to use innovative solutions and/or designs where appropriate.

Technical Support:Ability to understand internal/external customer technologies and problem resolution techniques; Ability to communicate effectively with customers; Ability to listen to symptom descriptions; to analyze problems; to respond effectively and to provide constructive feedback to the client on problem resolution.

Technology Management:Ability to use efficient and cost‐effective approaches to integrate technology into the workplace and improve program effectiveness; Ability to develop strategies using new technology to enhance decision making; Ability to understand the impact of technological change on the organization. Functional competencies relate to the technical competencies, which are most closely aligned with the value contributed by accounting professionals.

Training:Ability to lead and guide others to develop new skills or knowledge that will enhance their work; Ability to design, develop, and/or deliver training programs.

Technology Management:Ability to use efficient and cost‐effective approaches to integrate technology into the workplace and improve program effectiveness; Ability to develop strategies using new technology to enhance decision making; Ability to understand the impact of technological change on theorganization. Functional competencies relate to the technical competencies, which are most closely aligned with the value contributed by accounting professionals.

Training:Ability to lead and guide others to develop new skills or knowledge that will enhance their work; Ability to design, develop, and/or deliver training programs.

The following competencies come from or were adapted from the competencies developed by the American Institute of Certified Public Accountants,

Decision Modeling: Must be able to use strategic and critical approaches to decision‐making. Must objectively consider issues, identify alternatives, and choose and implement solutions approaches in order to deliver services and provide value.

Risk Analysis: Identification and management of audit risk (that is, the risk that the auditor will fail to detect a misstatement, caused by inadvertent error or fraud, that is, material to financial statements). Understanding of how business risk (that is, the risk that an entity – either a client or the prospective accounting professional’s employer – will fail to achieve its objectives) affects business strategy.

Measurement: Measures used should be both relevant (that is, bear on the decision to be made) and reliable (consistently measure what they purport to measure). Various measurements and disclosure criteria used by accounting professionals – such as GAAP, OCBOA (Other Comprehensive Basis of Accounting) and tax reporting – have been codified to some degree. Other performance measures (such as Economic Value Added) or stated criteria (for example, investment performance) are used for special purposes. Some measurement criteria (such as effectiveness of internal control) are measured qualitatively, rather than quantitatively.

Reporting: Communicating the scope of work and findings or recommendations; communicating clearly and objectively the work done and the resulting findings. Use appropriate standards for reporting certain findings or recommendations.

Research: Possesses a foundation in standards and other relevant rules which are constantly evolving;able to obtain information from within and outside an entity. Must have strong research skills to access relevant guidance or other information, understand it, and apply it.

Leverage Technology to Develop and Enhance Functional Competencies: Must acquire the necessary skills to use technology tools effectively and efficiently. These technology tools can be used both to develop and apply other functional competencies.

Understanding existing and emerging technologies: Possesses a deep and broad knowledge base in fundamental technical skill sets; Stays informed on emerging trends.

Designing technical architecture: Knows the principles of good, solid architectural design. The design of an effective technical architecture puts the pieces together such that the machine works without sacrificing ease of use and cost; Provides customers with a quality, easy‐to‐operate product in less time and at less cost. The same concept translates equally to the design and development of individual applications and systems.

Integrating systems: Improves productivity through better movement of data through automated applications. Able to connect systems with others and provides high quality interoperability.

Understanding business practices, approaches, organization, politics, and culture: Understands the dynamics that drive how a particular business operates. Able to navigate multiple cultures i.e. campus, academic, college wide etc. Is sensitive to politics and is aware of the idiosyncrasies of the organizational/college environment.

Functional Competencies for Administrative Support

Coordination of Work: Ability to follow instructions and standard work processes to perform routine tasks; Ability to check work for accuracy before completion of tasks; Ability to determine when tasks are complete.

Data and Document Collection: Ability to monitor, collect, record and organize data/documentation for academic, student and personnel/payroll records and reports; Ability to assess the accuracy, validity and integrity of the data. Ability to follow up until records, documents and data are complete.

Office Administration: Knowledge of appropriate office practices and procedures. Ability to organize file, records and supplies, reconcile budgets and purchasing cards, prioritize work appropriately, order supplies and materials, and prepare correspondence to ensure the smooth operation of the office and timely completion of projects, processes and requests for service.

5/31/13