Position-Specific Minimum Qualifications (PSMQs) are the qualifications that, once shown through a valid job analysis procedure, are needed to perform an essential function of a position. Rule 123:1-7-04 of the Administrative Code, that took effect on April 5, 1999, requires that all positions with position-specific minimum qualifications (PSMQs) be approved by the Department of Administrative Services, and in addition, those for exempt positions, be filed with the State Personnel Board of Review, prior to implementation. The Department of Administrative Services will file the required documents with the State Personnel Board of Review.
PSMQs fall into one of the following two categories:
Specific License Requirements
Agencies with positions for which a PSMQ is mandated by Federal or State laws, rules, regulations, federal funding requirements, or accreditation standards will only be required to submit the Position Description(s) accompanied by the formal documentation that contains the specific requirement.
Process and Required Documentation
The following procedures have been created to most expeditiously review agencies' requests:
All requests for PSMQs including the proposed Position Description and job analysis documentation, are to be submitted to the DAS, Human Resources Division, Office of Talent Management, Classification and Compensation Group, 30 East Broad Street, 27th Floor, Columbus, Ohio 43215. Representatives from this unit will use your documentation not only to approve/disapprove the requested PSMQ, but to also quantify the required education, training and/or experience for any PSMQ that is approved.
The Department of Administrative Services, Human Resources Division is not limiting agencies to a specific job analysis method. However, the sample materials described here and available for download from this page are based on the WRIPAC job analysis method used by the Department of Administrative Services. The following documents are available:
Job Analysis Questionnaire
A Sample Job Analysis Questionnaire that agencies may use if desired.
SME Instruction Form
Instructions agencies should use to assist SMEs complete the tast, KSA and Necessity for Performance Ratings
The job analysis documentation submitted to DAS should include information (questionnaires, ratings forms, etc.) from at least three Subject Matter Experts (SMEs). A SME should be very familiar with the position and be able to offer special insight to the duties involved.
WRIPAC Process Spreadsheet
A Microsoft Excel version of the WRIPAC job analysis methodology.
WRIPAC Spreadsheet Instructions
Instructions for how to enter data in the Microsoft Excel version of WRIPAC.
The following documentation should be submitted to request PSMQs:
1. A proposed Position Description.
The proposed Position Description should be completed and include the position control numbers (PCNs) of all positions if more than one is covered.
2. The completed Job Analysis Questionnaires.
Questionnaires (available for download above) should be used as the initial data gathering tool. A job analyst may complete the questionnaires, if gathering data from the SMEs through an interview process, or SMEs may complete the questionnaires. All completed questionnaires should include the SMEs' names, signatures, and date(s) of completion.
3. A list of duties.
The questionnaire should elicit the major duties (normally 3-5) of the position and the percentage of time spent performing those duties. The percentage of time for all of the listed duties must equal 100%. The list of duties should be used to develop and group task statements and be submitted as part of the documentation.
4. A list of task statements and task statement rating forms.
The job analyst, in collaboration with the SMEs, should identify task statements from the duties performed. Task statements should be able to answer the following questions:
NOTE: TASK STATEMENT FORMULA = VERB+OBJECT+SUPPORTING DETAILS
Tasks should be grouped under only one of the major duties for which they are necessary to complete. Note: If a task is grouped with the "rank one" duty (or most important duty) then the task does not need to be grouped to another duty of lower rank or value. When labeling the task statements, the task number should begin with the number of the duty with which the task is associated, followed by a dash and then the number of each task.
Before rating the task statements, the SMEs should be given the opportunity to edit the statements to ensure correct verbiage or make any other revisions. The SMEs should sign and date the rating forms when completed. A comprehensive report showing the SMEs' mean rating on task statements should also be provided.
5. A list of KSA statements and KSA statement rating forms.
The job analyst, in collaboration with the SMEs, should identify KSA statements from the tasks performed. The job analyst may also infer additional KSA statements after the job analysis questionnaires are completed. KSA statements should be precise to eliminate the possibility of duplication or redundant elements. A "knowledge" is considered a body of information and a "skill" or "ability" should be defined in terms of observable aspects. The KSA statement should begin with K, S, or A according to whether the KSA is a Knowledge, Skill or Ability and then the number within each KSA heading.
Before rating the KSA statements, the SMEs should be given the opportunity to edit the statements to ensure correct verbiage or make any other revisions. The SMEs should sign and date the rating forms when completed. A comprehensive report showing the SMEs' mean rating on KSA statements should also be provided.
6. The task-KSA linkage form.
The task-KSA linkage rating form allows the SMEs to rate how necessary each KSA is in order to perform each task. The SMEs should sign and date the rating form when completed. This linkage, known as Necessity for Performance (NP) in WRIPAC, will ultimately be used to establish an average value for each task-KSA combination.
7. Weighted linkage report.
The weighted linkage report combines the previously explained ratings (in items 4, 5, and 6) and ultimately measures the importance of each task and the importance of each KSA in performing that task.
8. Additional Documentation
Should an agency elect to use a job analysis method other than WRIPAC, the agency must also submit the following:
Selection Plan and Instrument
Representatives from the Department of Administrative Services, Human Resources Division, Office of Test Services are available to offer assistance and review the selection plan and instrument that will be used to assess applicants on the PSMQ. A selection plan should outline the type of instrument to be used and the justification for the questions and their respective rating criteria. Note: The selection instrument should objectively measure whether the applicant meets the PSMQ(s).
WRIPAC - Microsoft Excel Version
Representatives from the Department of Administrative Services have converted the DOS-based WRIPAC job analysis rating process to a Microsoft Excel workbook. The workbook is available for download above. This conversion allows for a more user-friendly job analysis process. Instructions on using the Microsoft Excel version are also available for download above. Please note that the Excel version was developed on the basis of obtaining ratings from three SMEs.
PSMQ Submission Checklist
30 E. Broad St., 27th Floor
Columbus, Ohio 43215
Classification & Compensation
Performance Management & Development
Workforce & Succession Planning
Class Plan Book
Pay Range Booklets
MQ Conversion Table
Position Specific Minimum Qualifications (PSMQ)
Qualification Guidance Table
List of Worker Characteristics
Agency Labor Market Request Form
Ohio Law Reference
Forms and Publications