1

Classification Process at Classification Process at MSUMSU

ObjectivesObjectives• How are classifications determined?How are classifications determined?• What is factor analysis?What is factor analysis?• What type of activities merit the What type of activities merit the

reclassification of a position?reclassification of a position?• Personnel Policy PG-44 and UAR Personnel Policy PG-44 and UAR

324.01324.01

2

How classifications are How classifications are determineddetermined

Classifications and reclassifications Classifications and reclassifications are based upon the characteristics of are based upon the characteristics of the POSITION -- not the employee.the POSITION -- not the employee.

Both exempt and non-exempt Both exempt and non-exempt positions are based upon a positions are based upon a comparative analysis of four factors; comparative analysis of four factors; however the four factors are different however the four factors are different for exempt and non-exempt positions.for exempt and non-exempt positions.

3

Non-exempt factor Non-exempt factor definitionsdefinitions

Knowledge and skillsKnowledge and skills Job responsibilityJob responsibility Working relationshipsWorking relationships Working conditionsWorking conditions

4

Knowledge and SkillsKnowledge and Skills

Measures minimum amount of knowledge Measures minimum amount of knowledge and skills required for satisfactory and skills required for satisfactory performance of dutiesperformance of duties

Measures cumulative amount of formal and Measures cumulative amount of formal and informal education and training requiredinformal education and training required

Measures breadth and depth of knowledge Measures breadth and depth of knowledge Skills to be considered are those needed to Skills to be considered are those needed to

apply required knowledge, or developed apply required knowledge, or developed abilities, to the duties of the position.abilities, to the duties of the position.

5

Job ResponsibilityJob Responsibility

Measures the level of Measures the level of accountability and impactaccountability and impact• complexity and variety of matters on complexity and variety of matters on

which decisions are requiredwhich decisions are required• decision-making latitude or autonomydecision-making latitude or autonomy• how do decisions impact the unithow do decisions impact the unit• amount of guidance requiredamount of guidance required• supervisory dutiessupervisory duties

6

Job Responsibilities - Part Job Responsibilities - Part 22

In evaluating the position’s In evaluating the position’s responsibility, consideration is given to responsibility, consideration is given to its direct and indirect influence on its direct and indirect influence on results.results.• Indirect influence means development of Indirect influence means development of

programs or initiation of action ideas that programs or initiation of action ideas that will be carried out by others.will be carried out by others.

• Direct influence is defined as actions taken Direct influence is defined as actions taken directly by incumbent to affect unit results.directly by incumbent to affect unit results.

7

Working RelationshipsWorking Relationships

Measures character, scope, and Measures character, scope, and importance of relationships necessary importance of relationships necessary for satisfactory performance.for satisfactory performance.• Complex, controversial, or influentialComplex, controversial, or influential

Scope of relationshipsScope of relationships• Internal and/or externalInternal and/or external• Impact on unit/MSUImpact on unit/MSU

Importance of relationships to MSUImportance of relationships to MSU

8

Working ConditionsWorking Conditions

Evaluates conditions and hazards Evaluates conditions and hazards associated with the position and associated with the position and the mental and physical demands.the mental and physical demands.• Extent to which conditions make Extent to which conditions make

performing tasks disagreeable.performing tasks disagreeable.• Probability and severity of work-Probability and severity of work-

related injuries.related injuries.

9

Exempt factor definitionsExempt factor definitions

Impact and AccountabilityImpact and Accountability Level and Difficulty of Level and Difficulty of

ResponsibilitiesResponsibilities Working RelationshipsWorking Relationships Knowledge, Skills and ExperienceKnowledge, Skills and Experience

10

Impact and AccountabilityImpact and Accountability

Evaluates the degree to which Evaluates the degree to which position can directly influence policy position can directly influence policy development and operationsdevelopment and operations• Decision-making latitude or authority to Decision-making latitude or authority to

act independently; exercise of judgementact independently; exercise of judgement• How decision-making authority AND How decision-making authority AND

results of decisions influence success or results of decisions influence success or failure of unitfailure of unit

• Amount of supervision requiredAmount of supervision required

11

Impact and Accountability Impact and Accountability - Part 2- Part 2

Evaluates the degree to which Evaluates the degree to which position can indirectly influence position can indirectly influence policy development and policy development and operations.operations.• Development of programs or initiation Development of programs or initiation

of action ideas that impact the unit.of action ideas that impact the unit.

12

Level and Difficulty of Level and Difficulty of ResponsibilitiesResponsibilities

Scope of job in terms of variety of Scope of job in terms of variety of matters on which decisions are required.matters on which decisions are required.

Complexity of work as determined by Complexity of work as determined by requirement for planning, developing, requirement for planning, developing, and implementing policies and programs.and implementing policies and programs.

Difficulty of work content in the Difficulty of work content in the application of technical concepts and application of technical concepts and need to consider long-term consequences need to consider long-term consequences and effects. and effects.

13

Level and Difficulty of Level and Difficulty of Responsibilities - Page 2Responsibilities - Page 2

The independence with which work The independence with which work is conducted.is conducted.

Innovative requirements of Innovative requirements of generating and evaluating generating and evaluating concepts in areas where there is concepts in areas where there is little accepted practice or little accepted practice or precedent.precedent.

14

Measures character, scope, and Measures character, scope, and importance of relationships necessary importance of relationships necessary for satisfactory performance.for satisfactory performance.• Complex, controversial, or influentialComplex, controversial, or influential

Scope of relationshipsScope of relationships• Internal and/or externalInternal and/or external

Importance of establishing and Importance of establishing and maintaining contacts. maintaining contacts.

Working RelationshipsWorking Relationships

15

Knowledge, Skills and Knowledge, Skills and ExperienceExperience

Measures the level of knowledge and Measures the level of knowledge and skills required for the position. skills required for the position. • Reflects the cumulative amount of Reflects the cumulative amount of

formal and informal education, training formal and informal education, training and experience required.and experience required.

Range of information or Range of information or understanding of a subject or variety understanding of a subject or variety of subjectsof subjects• depth and breadth of understandingdepth and breadth of understanding

16

Knowledge, etc.- Page 2Knowledge, etc.- Page 2

Types of skills considered are:Types of skills considered are:• ability to define problems precisely and ability to define problems precisely and

to identify and combine relevant factsto identify and combine relevant facts• ability to produce new concepts, ability to produce new concepts,

methods, or programsmethods, or programs• ability to define the steps necessary to ability to define the steps necessary to

reach objectivesreach objectives• leadership and human relations skills.leadership and human relations skills.

17

Steps to determining Steps to determining proper classification of proper classification of positionspositions

Assumption: Existing positions are Assumption: Existing positions are properly classified.properly classified.

Step 1 - Supervisor submits request for Step 1 - Supervisor submits request for classification/reclassification and classification/reclassification and recommends classification grade.recommends classification grade.

Step 2 - OHR compares position to Step 2 - OHR compares position to other classified positions in the same, other classified positions in the same, immediately higher and immediately immediately higher and immediately lower positions.lower positions.

18

Steps - Page 2Steps - Page 2

Each factor is assigned a value Each factor is assigned a value compared to existing “like” positions. compared to existing “like” positions. Value is entered on Job Evaluation Value is entered on Job Evaluation Form. See Attachment III.Form. See Attachment III.

Each factor is then assigned a Each factor is then assigned a numerical value from a standard numerical value from a standard chart of values. See Attachment IV.chart of values. See Attachment IV.

19

Steps - Page 3Steps - Page 3

The numerical values for all factors The numerical values for all factors are summed and the resultant are summed and the resultant total equates to the proper total equates to the proper classification.classification.• Because of the range of scores for Because of the range of scores for

each grade, one or two factors may each grade, one or two factors may increase and the grade remain the increase and the grade remain the same.same.

20

Steps Supervisors must Steps Supervisors must taketake

Complete Position Evaluation Complete Position Evaluation Review Form. See Attachment V.Review Form. See Attachment V.

Revise and submit new job Revise and submit new job description to OHR.description to OHR.

Complete questionnaire. See Complete questionnaire. See Attachment VI.Attachment VI.

21

Steps Supervisors must Steps Supervisors must take, Page 2take, Page 2

Provide additional justification Provide additional justification materials, as necessary.materials, as necessary.

Supervisor interview with OHR (or Supervisor interview with OHR (or Review Committee, if deemed Review Committee, if deemed necessary.)necessary.)

22

Review of PG and UARReview of PG and UAR

PG-44PG-44 UAR 324.01UAR 324.01

23

When should positions be When should positions be reviewed?reviewed?

Additional duties added to a unit Additional duties added to a unit sufficient to require a change in the sufficient to require a change in the unit plan.unit plan.

Employee or employee’s supervisor Employee or employee’s supervisor acquires additional functions sufficient acquires additional functions sufficient to alter annual accountabilities.to alter annual accountabilities.

Reorganization resulting in smaller Reorganization resulting in smaller staff size within the unit (downsizing).staff size within the unit (downsizing).

24

When should positions be When should positions be reviewed?reviewed?

When a position acquires new When a position acquires new duties that:duties that:• requires a different set of skills to requires a different set of skills to

accomplish.accomplish.• Collectively takes more than 15% of Collectively takes more than 15% of

the work day to accomplish.the work day to accomplish.• Significantly increases the decision-Significantly increases the decision-

making component of the position.making component of the position.