What is a Physical Demands Analysis (PDA)

A PDA is a process in which a qualified professional analyzes and quantifies the physical demands or requirements of a job. These are also known as the essential functions of a job – or what has to be done to perform the job safely and effectively. Physical demands include but are not limited to; what is lifted, pushed, pulled, carried, gripped, etc., how often these demands are performed, what movements and postures are present (i.e. reaching, kneeling, squatting, etc.), what tools and equipment are used, the size and weight of equipment and tools, and in what environment these are being used. Environmental factors such as temperature and noise may also be reviewed. PDA’s should ideally be reviewed on a regular basis or whenever a job changes and new equipment or tools are implemented. Because these analyses provide detailed information about the job and the tasks performed, it can be used in various situations such as when generating a job description, when hiring employees, designing job specific employment tests, determining causes of injury, and assisting in early return to work for employees. 

What is Ergonomics and Ergonomics Risk Assessment (ERA)?

Ergonomics is the science that seeks to minimize or eliminate exposure to injury risk factors by designing tools, equipment, workstations and processes to meet the capabilities of humans. (Injury risk factors include but are not limited to force, awkward posture, frequency and duration). An ERA is a process used to identify ergonomics related risk factors (or ergonomic hazards), evaluate and quantify the risks factors, and apply the appropriate control strategies to mitigate risk. (Ultimately, find the problems, determine severity, and implement necessary solutions). Primary goals in any ergonomics process are to reduce the risk for injury, while improving human interaction with the work environment, tools and equipment. This can lead to improved human performance and overall well-being.

Ergonomics & Physical Demands

Ergonomics and physical demands often go hand in hand. During a PDA, ergonomics injury risk factors should be identified and evaluated along with the physical demand requirements. Think of physical demands as simply, what is required of employees in order to perform the job (what has to be lifted, pushed, pulled, etc.).

Ergonomics on the other hand dives deeper and looks at how employees perform the job, interact with the tools, equipment, workstations (and the process overall) in order to complete the job tasks and what impact the physical demands have on the body. Identifying risk factors that contribute to injury, inefficiency, etc., are common goals. Once the root causes of injury risk have been identified, the goal is to implement ways to reduce the physical demand requirements (within the realm of possibility) and make the job safer, easier, and more efficient for any employee who might perform that job. 

Every job has its physical demand requirements, but with increasing physical demands of the job (i.e., having an employee be required to lift a heavy weight), it becomes more difficult for employees. This also means that fewer employees are able to safely perform the job. Having an employee work beyond their capabilities can lead to injury. By reducing the physical demands (with the implementation of ergonomics and appropriate controls), more people are capable of performing the job. 

As an example, less than ~10% of the population can lift a 60 lb. box from shoulder to overhead. Does that mean that we should only hire employees that can perform the lift (essentially only 6’2”, 200+ lb. individuals)? Does that mean that we should effectively eliminate most people (~99% of women and ~90% of men) from performing the task? Although this 60 lb. box needs to be moved and is considered a required physical demand (or essential function), instead, why don’t we change the box, the weight of the box, number of boxes, height of the shelves, or add a lift device, cart, or dolly? This is an example of ergonomics. Much as is the case with loud noise, the goal is to find where the noise is excessive and implement ways to minimize the exposure to loud noise in the first place. An ERA is much the same. It simply looks at the risk or likelihood for ergonomic injury (the loud noise), which takes place in other parts of the body (the neck, shoulders, elbows, hands, wrists, legs, etc., rather than the ears).

Why perform a PDA and ergonomics risk assessment?

Aside from the primary goal of trying to understand what is required of the job and trying to implement methods of making it safer and better for a larger number of employees, the physical demands can be used in a number of ways as already mentioned. One of these ways is to design a job specific test. This test helps ensure employees are capable of performing the essential functions of the job, whether for a future employee, or for an employee returning back to work following an injury. These tests are for everyone’s benefit. This helps the employee understand what the job requires before beginning work, helps the department, supervisor, and manager know that an employee is capable of doing the job, and, if an employee is injured, that employee knows they are able to come back to work safely and have a lower risk for re-injury. CSU after all is committed to a safe and healthy workforce.

Ergonomics will help identify the hazards in a job task so that they can be mitigated to the extent feasible, with one of the primary goals being to design the job, task, tools, workstations and process overall, to meet the capabilities of employees while also considering their limitations. This goal illustrate how ergonomics aligns seamlessly with both CSU Principles of Community and the values of Diversity, Equity, and Inclusion.

What takes place during an Ergonomics & Physical Demands Analysis?

Qualified ergonomics team members will meet with employees, supervisors and/or managers (as needed) to discuss the job and tasks performed, workstations, tools and equipment used, etc. Once necessary information has been collected, a review of job tasks performed, tools and equipment used, etc. will take place. Ideally, the review of tasks should take place in ‘real-time’. This gives the ergonomics specialist a much more accurate sample of the work performed, postures used, forces exerted, etc.

Information collected during the process includes but is not limited to; written/electronic survey information (i.e. pain & discomfort present, injury history, job task difficulty ratings, etc.), forceful exertion requirements (force to push/pull, weight lifted and/or carried, grip/grasp force, etc.) as well as reach distances, work surface heights, and postures as well as the duration and frequency these are present.

During the evaluation, a video camera will be used to collect video and pictures. Video and pictures of job tasks are reviewed and analyzed later to determine common risk factor exposure (awkward posture, force, frequency, duration, etc.). (Artificial Intelligence (AI) and motion capture are commonly used where necessary to assist with risk factor identification. Without videos and pictures, analysis of job tasks and exposure to risk factors would be very difficult. (If you are a sports fan, think of the video/picture analysis process as reviewing/studying game film. Ergonomics specialists watch how things are done to better understand where the issues are and analyze the process to find solutions for improvement).

Collecting this information is a crucial part of the PDA and ERA process. In order for the PDA to be accurate, the job must be understood. Treat ergonomics team members like new hires…in a sense. Educate the ergonomics specialist about the job and how it is done.

What is needed from employees, supervisors and managers?

• Answer questions about the job when asked. Be honest. Don’t hold back.
• Tell the ergonomics specialist about the job and its requirements. We need to understand the job as best we can. Tell the ergonomics specialist the following:
  • What are the problem job tasks? Which are most concerning and are physically difficult/challenging? (indicate on surveys – if applicable – as well)
  • What tools and equipment are used? How often these are used and if there is any difficulty during the process?
  • Discuss job tasks that have created pain, discomfort and/or injury and perception on why this might have happened.
  • Share all thoughts, details and ideas.
• Complete surveys – if applicable – entirely & honestly. Surveys will help us understand where the issues are & generate useful statistics for later use.
• During observation and videotaping, perform job tasks as usual. Don’t change the normal routine.
  • Tell the ergonomics specialist why you might perform a task a certain way, what limitations might be, etc.
• Ask the ergonomics specialist questions about the process. Understand what is being done yourself. 
• Brainstorm ideas for change. Help the ergonomics specialist identify ways to make the job and job tasks easier and reduce the physical demands wherever possible. After all, employees perform the job everyday, likely have a lot of great ideas and are truly the experts in the job.
• Supervisors
  • Provide access to employees and areas of work, equipment used, etc. 
  • Provide data on reports of pain, discomfort and injury.
  • Notify all employees that members of the RMI Team will be onsite.
  • Notify employees that they may directly observed, video recorded, asked questions about the job or related tasks, asked to help obtain certain measurements, etc.

What will take place following an ERA & PDA?

The data from the ERA will be reviewed and assessed by the CSU Risk Management ergonomics team. Solutions will be identified and recommendations developed. Meetings to further brainstorm and discuss potential solutions should take place to determine what was revealed in the ERA and what solutions are technically and financially feasible. After implementation, a follow up ERA should take place to see what effect the solutions had on the risk for injury and how these solutions reduced the physical demands. This is a continuous process and should take place as often as feasible.

After solutions are implemented and changes to the job are made to the extent feasible, a PDA report will be generated and submitted to the supervisor and any employees that were involved in the process for review. Assuming the report is accurate and reflects the requirements of the job, the report will be filed in the CSU Risk Management office. The report can be used and reviewed by the department, CSU HR, OEO, and Workers’ Compensation office, outside physicians and other health professionals, as well as the CSU insurance company (where necessary). As mentioned, this report, which should be an accurate reflection of the job and its requirements, can also be used to develop a job specific test that can be used for new hires or injured employees returning to work.

If there are questions on the PDA or ERA process please let us know!

Contact CSU’s Ergonomics Manager