Navigating the Factor Evaluation System (FES)

In the complex world of federal human resources, determining the correct grade for a position is critical. It dictates pay, responsibilities, and organizational structure. While there are a few methods to achieve this, the most prevalent framework used today is the Factor Evaluation System.

For HR specialists, administrative staff, and federal managers, understanding this system isn't just administrative trivia—it's a necessary skill for accurate position management. This guide breaks down the FES, explaining how its components work together to provide an objective, quantitative approach to classifying federal jobs.

What is the Factor Evaluation System?

The Factor Evaluation System (FES) is the primary method used to classify General Schedule (GS) positions within the federal government. Unlike older narrative methods that relied heavily on broad descriptions and subjective "best fit" comparisons, the FES is a quantitative method.

This means the evaluation of jobs is based on narrower, less subjective criteria. It assigns numerical values to specific aspects of a job, allowing for a more mathematical and consistent determination of grade levels. By breaking a job down into distinct parts, or "factors," agencies can ensure that a GS-9 role in one department aligns in complexity and responsibility with a GS-9 role in another.

Components of the FES

To navigate the system effectively, you must understand its building blocks. The FES relies on a structured approach that combines three main elements:

1. Nine Standard Factors: These are the universal yardsticks used to measure every job.
2. Factor Levels: Each factor is divided into several levels of difficulty or responsibility.
3. Point System: Specific point values are assigned to each level.

When you add the points from all nine factors together, the total falls into a range that converts directly to a GS grade level. This transparency helps reduce ambiguity in the classification process.

FES Position Descriptions and Factors

An FES position description is distinct because it is written specifically to address the nine standard factors. When drafting or evaluating a position description (PD), you will encounter these nine critical areas:

1. Knowledge Required by the Position: The nature and extent of information or facts the employee must understand to do acceptable work.
2. Supervisory Controls: How the work is assigned and the degree to which the employee works independently.
3. Guidelines: The nature of guidelines available (like manuals or policies) and the judgment needed to apply them.
4. Complexity: The nature of the assignment, the difficulty in identifying what needs to be done, and the difficulty and originality involved in performing the work.
5. Scope and Effect: The purpose of the work and its impact on people, programs, or the agency.
6. Personal Contacts: The people the employee communicates with (excluding supervisors).
7. Purpose of Contacts: Why these contacts occur (e.g., to exchange information, to influence, to interrogate).
8. Physical Demands: The physical requirements and environmental conditions.
9. Work Environment: The risks and discomforts imposed by the physical surroundings.

By focusing on these specific FES factors, the description provides a clear map for the classifier to evaluate the job's worth.

The Primary Standard vs. Occupational Standards

A common point of confusion is the difference between the "Primary Standard" and specific "Occupational Standards."

The Primary Standard is the "master key" of the system. It describes the nine factors and their levels in generic terms. It serves as the foundational framework that ensures consistency across all job series. Whether you are classifying a scientist or a budget analyst, the Primary Standard ensures that a "Level 1-5" in Knowledge Required carries the same weight in terms of overall difficulty.

However, generic descriptions aren't always enough. That is where Occupational Standards come in. These are specific to a job series (like the GS-0201 Human Resources Management Series). They interpret the Primary Standard's generic concepts into language and examples specific to that occupation.

Think of the relationship this way: The Primary Standard is the skeleton, providing the structure. The Occupational Standards are the muscles and skin, giving the structure its specific form and function for a particular job.

Procedures for Classifying FES Positions

Classifying a position using the FES involves a logical, step-by-step procedure. It is not about guessing; it is about evidence and comparison.

1. Review the Position Description: Thoroughly understand the duties and responsibilities outlined in the PD.
2. Select the Correct Standard: Identify the appropriate classification standard for the job series.
3. Evaluate Factor by Factor: Compare the job duties against the criteria for each of the nine factors in the standard.
4. Assign Levels and Points: Determine which level the job meets for each factor and record the corresponding points.
5. Sum the Points: Add the points from all nine factors to get a total score.
6. Convert to Grade: Use the grade conversion table found in the standard to translate the total points into a GS grade level.

For example, if the total points equal 1800, you check the conversion chart to see that this falls within the range for a GS-9.

Job Family Standards and Classification Guides

In recent years, the Office of Personnel Management (OPM) has moved toward Job Family Standards. These broad standards cover multiple related occupational series within a single family (e.g., the Administrative Work Group). They streamline the classification process by reducing the number of individual standards agencies must maintain.

Additionally, classifiers use Classification Guides (like the Classifier’s Handbook) to assist in the process. While these guides offer valuable insights and procedural advice, they are tools to aid good judgment, not substitutes for the standards themselves.

Conclusion

The Factor Evaluation System provides the federal government with a robust, defensible way to manage its workforce. By using a defined point system and standardized factors, it ensures that federal employees are compensated fairly based on the actual complexity of their work. For anyone involved in federal HR, mastering the FES is the first step toward ensuring organizational efficiency and compliance.