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How to conduct on-the-job performance qualification tests
(Part 2 of 2; click here for Part 1: How to improve your maintenance and operations training)
by Robert M. Williamson
On-the-job performance qualification (OJPQ) is a process used to evaluate a trainees performance on a specific job. It's a performance demonstration of the actual skills and knowledge required to successfully perform specific work in the plant or facility. The OJPQ is focused on a list of duties and tasks required to perform a job. These duties and tasks are taken directly from the plants duty/task analysis.
If the trainee performs the listed tasks correctly and safely upon completion of the OJPQ activity, he or she becomes "qualified." Periodic requalification using the OJPQ process is required in certain plants for job-critical duties and tasks.
There are several elements in the OJPQ process, including:
specific job-performance requirements (duties and tasks)
selecting qualified evaluators
on-the-job performance qualification forms
preparing for an OJPQ
performing an OJPQ
evaluating performance demonstrations
The following sections explain how the OJPQ process works.
Specific job performance requirements
On-the-job performance qualification calls for the evaluation criteria to be based on actual job performance requirements in the specific plant or facility. These are typically listed in the form of job duties and tasks. A job duty is a group of similar job tasks. A task is part of the duty. It has a beginning and end that can be further broken down into a step-by-step procedure.
Here is a typical maintenance duty and two different tasks of
that duty:
Duty
Aligning pump and motor shafts.
Tasks
Align pump and motor shafts using reverse dial indicator method.
Align pump and motor shafts using laser optics.
Here is a typical operating duty and several different tasks of
the duty:
Duty
Operating lift trucks.
Tasks
Perform pre-startup inspection.
Drive lift truck.
Move loads.
Stack loads.
Change battery.
Selecting OJPQ evaluators
Select on-the-job performance qualification evaluators from within your plant. Look for top-skilled people who previously qualified in the performance being evaluated. Much like an on-the-job training coach or trainer, an OJPQ evaluator should have good communications skills and be willing to share what they know about their work methods. Often, the training coach also serves as the qualified evaluator. The role of the OJPQ evaluator is to observe a skills demonstration or on-the-job performance and determine if the trainee/maintenance technician can perform the identified tasks as required in the plant.
In some plants, the employee can select from a list of qualified evaluators. In certain cases, there may be two evaluators: one employee- selected and the other management-selected.
One evaluator should be familiar with the employee and the evaluated skills. Many of todays safety laws require that employees be properly trained to perform their work. Generally, another hourly person can't certify another person as qualified. A salaried person responsible for overseeing the employee's work must perform the ultimate certification. Verify the legal requirements in your state or country.
OJPQ forms
The OJPQ form is attached as a cover page to a duty/task sheet and used by the OJPQ evaluator when observing job performance qualification activities. The form has four sections:
1) The first section provides blanks for documenting the duty and its reference number, the trainees name, Social Security number, and work area or department. It's important that all information is correct and printed legibly.
2) The second section provides instructions to the trainee.
3) The third section provides instructions to the evaluator(s).
4) The fourth section is the qualification section, which is signed upon successful completion of the qualification tasks. This section is then given to the training department to enter into the trainees records.
Preparing for the on-the-job
performance qualification process
Before attempting a performance demonstration on actual plant equipment, use laboratory or off-line simulations, when possible, to provide skills- building exercises for trainees.
Conduct the performance demonstration after the trainee has had sufficient time to develop the required knowledge and skill and while the trainee is performing the job with guidance on plant equipment in the actual work environment.
Follow these general steps to prepare for the demonstration(s):
Step 1: Select the specific duty and tasks requiring performance demonstration. Make copies of the duty/task lists for the evaluators and for the person demonstrating the performance. Attach the OJPQ form to each duty/task sheet.
Step 2: Call for the evaluator(s) previously selected from a list of qualified evaluators for the specific duty to assist in the preparation activities.
Step 3: Prepare for performance demonstration.
a) The qualified evaluator(s) will set up the demonstration equipment. They will use the duty/task record as a guide. Do the performance demonstration on actual equipment if it is available and doesn't impede production. Alternatively, construct a simulation device to demonstrate skills without interfering with production.
b) Schedule the performance demonstration and notify all participants of the date, time and location.
c) The trainee should generally provide the tools and materials necessary to perform the demonstration.
Performing OJPQ demonstrations
One person should coordinate the OJPQ demonstration, give instructions and coordinate the recordkeeping.
Make sure the maintenance technician/trainee is properly prepared to perform the demonstration (OJPQ form, duty/task list, materials, tools, safety precautions, specifications,
manuals, etc.).
Put the person being evaluated at ease. A demonstration conducted while tense or stressed may result in accidental damage or personal injury. Be reassuring about the persons skills and knowledge. Remind them of their experience with this duty/task or similar tasks in the past.
Indicate how long the task should take. Allow adequate time to perform the task. Stop the evaluation if time is excessive.
The trainee doesn't need to perform all tasks listed on the duty/task sheet in the same (single) demonstration session.
Step 1: Perform the OJPQ demonstration.
a) The evaluator(s) and/or the training administrator explains the demonstration procedure to the employee and answers all questions.
b) Using the duty/task list as a guide, the employee demonstrates the skill while being observed by the qualified evaluator(s).
c) Evaluator(s) rate the demonstration and take notes for discussion with other evaluators after the demonstration is complete.
Step 2: Evaluate the trainees performance.
a) If the person qualifies, place a "Q" (qualified to perform the duty on the job) next to the duty and place the documentation from the demonstration in the employees training and qualification file.
b) If the person doesn't qualify, place "NT" (needs training) next to the duty and recommend that the person develop the necessary skills through training.
c) Inform the individual of the results as soon as possible after the demonstration.
d) There are only two possible outcomes from the performance demonstration: Q and NT.
Step 3: After completion of the demonstration, inform the person that the evaluator(s) will review the results and make recommendations. At this time, the evaluators compare notes to arrive at a common recommendation. Advise the trainee of the results and next steps.
Evaluating performance demonstrations
Here are a few general hints and tips for OJPQ observation and evaluation:
-- Treat others as you like to be treated. Remember, what goes around comes around.
-- Be fair; dont show favoritism. Be objective. Evaluate the task, not the person.
Determine if the task was performed to completion safely and according to plant/equipment specifications. Consider the following general results:
1) Quality of product or results: Serviceable? Per specifications (diagrams, drawings, manuals, standard operating procedures)? Needs rework?
2) Safety of preparing and performing: Lock and tag; tool use ( the right tools, used correctly); equipment use; methods.
3) Time to perform (as it would normally be performed in the plant): Less than indicated time; slightly more than indicated time; much more than indicated time; never completed ( had
to be stopped).
4) Communications with others required to successfully complete the tasks: Helpers/assistants; operators.
Explaining methods/procedures to evaluator(s)
If you use a trial and error method, the person probably doesn't know how to perform the task correctly. When in doubt, have the person explain what their actions and why.
Evaluate the task correctness, not the persons performance or methods used. There may be more than one way to perform the task. Allow for individual differences. Make notes during the observation (key points, right, wrong, trial/error, questionable).
Dont interrupt or coach the person during the OJPQ process.
Provide some assistance, if asked. Holding, moving or similar help is acceptable as long as it doesn't show the person a right or wrong way to complete a duty or task. (The best bet is to do exactly what they ask you to do.)
Be safe! Expect safe work practices. Stop the demonstration if a safety violation occurs. Explain what the hazard was and that the task must be demonstrated at a future date.
Do not tell the person the results of your evaluation until you reviewed your notes and finalized the OJPQ form.
Stop the evaluation if the person obviously doesn't know what he or she is doing. State the obvious (what you observed) rather than what you think. Suggest further training or practice with an experienced on-the-job coach.
Summary
Performance qualification should be carried out upon completion of a formal training process to ensure that the employee has the proper skills and knowledge to successfully perform the job duties and tasks.
Qualification should focus on skill mastery. In other words, a person is qualified to perform the duty when they can successfully demonstrate all the tasks for the specific duty.
This means a score of 100 percent.
In todays workplace, we want employees to do their jobs correctly, the first time, every time. This contributes to reliable equipment and lower operating costs.
Bob Williamson is the president of Strategic Work Systems, a consulting firm with offices in Greenville, S.C., and Mill Spring, N.C. For more information, call , e-mail or visit www.swspitcrew.com.
MRO Today. Copyright, 2000.
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