manager training
DESCRIPTION
Willamette University. March 2014. Manager Training. Reviewing Position Descriptions. Willamette Compensation/Classification Program Study. Classification structure Reporting relationships Job levels/families Job/work design Titles. Job documentation Evaluation factors - PowerPoint PPT PresentationTRANSCRIPT
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Manager Training
Reviewing Position Descriptions
Willamette University
March 2014
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Willamette Compensation/Classification Program Study
Outcomes
Integrated Compensation
ProgramCompensation
Philosophy
· Classification structure· Reporting relationships· Job levels/families· Job/work design· Titles
· Pay progression · Pay opportunity
linked to level· Variable or incentive
pay · Pay administration
· Salary levels, bands, and ranges
· Control mechanisms· Link to the market· Structure movement
· Job documentation· Evaluation factors· Internal versus external
emphasis· Evaluation process
· Strategic compensation program to attract/retain qualified staff
· Foundation for other human capital initiatives
· Credible within internal community
· Understandable by leadership, administrators, and staff
· Vision statement· Program model· Internal/External
Value· Comparison Markets· Link to performance· Communication· Governance
Pay Delivery
JobStructure
Institutional Strategy
SalaryStructure
Job Analysis and Evaluation
Mission, Vision, and Strategic Goals of the institution
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Phase Fall 2013
Jan Feb Mar Apr May Jun Jul Aug +
Phase A – Project Planning and Philosophy/Strategy DevelopmentPhase B – Job Analysis and Design
X
Phase C - Competitive Market Assessment
Phase D – Salary Structure, Job Leveling Methodology and Pay Guidelines DevelopmentPhase E – Implementation Plan Defined
Project Timeline (Planned)
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Today’s Objectives
Review the PDQ process and your role in the process1
Provide guidance on how to review a position description2
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Position Description QuestionnaireRoles in completing PDQs
Individual Employees are responsible for ensuring that:· PDQs are complete and submitted on
time· Reference documents (e.g., job
descriptions) are utilized when available to ensure completeness of PDQs
Supervisors are responsible for:· Ensuring all PDQs within their
department have been completed and are accurate
· Signing off on completed questionnaires of their direct reports
· Ensuring that employee and manager have consensus on the final PDQ
Human Resources will be responsible for ensuring that:· PDQs have been reviewed and
discrepancies have been addressed· PDQs are consolidated for different
employees in the same jobs
ILLUSTRATIVE EXAMPLE
Steve, Bob, and Emily complete their own PDQs (soliciting supervisor input during completion), then Susan reviews and approves all three position descriptions.
Supervisor: Susan
Individual Employee:
SteveTitle:
Coordinator, Benefits
Individual Employee:
BobTitle:
Coordinator, HR Data
Individual Employee:
EmilyTitle: Staff
Assistant, HR
Human Resources uses the consolidated PDQS to ensure job descriptions are
current and accurate.
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1. Review each element of the position description for accuracy· Position Descriptions should describe the position, not the person· Position Descriptions should describe and answer questions regarding the position based on
the current position, not anticipated, temporary, or outdated functions · Position Titles should be used when referring to others at Willamette
2. Spell-out acronyms and clarify technical jargon· Please make changes directly in the body of the position description
3. Ensure the position description is complete· Please add any missing information in the position description· It is important that all sections be reviewed, but the job summary and primary job
responsibilities sections are the most critical sections
How to Review Position Descriptions
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4. Highlight any unique tasks/responsibilities that are this position’s responsibility, that may not be captured by the individual completing the PDQ· Please add any unique tasks / responsibilities in the position description
5. Identify any areas where the scope of the position description was increased, not because of the job, but because of the incumbent· (i.e. an employee receives ad-hoc assignments that are atypical for their job from other
managers)
How to Review Position Descriptions continued
For detailed instructions on how to complete specific elements of the PDQ, please refer back to the training document
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Sections:· Job Summary· Primary Job Responsibilities
Notes:The Job Summary should provide a brief overview of the position’s primary purpose. It forms the basis for employee and manager expectations for accomplishments and performance; sometimes this is easier to review after you finish the rest of the position description
Primary Job Responsibilities listed should describe main responsibilities, not tasks, so that someone unfamiliar with the position can understand what the position doesE.g., “Reviews and validates transactions by ensuring completeness and accuracy of the account balances” not “balance books”Not all primary job responsibilities can have the highest level of importance
Sample Position Description Output
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Sections:· Supervisory Responsibilities
Notes:Supervisory Responsibilities should be differentiated between the different employees supervised and should only include people who report up to this position (directly or indirectly); also indicate the highest level of supervisory responsibility
Sample Position Description Output continued
SUPERVISORY RESPONSIBILITIES
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Sections:· Fiscal Responsibility
Notes:Fiscal Responsibility should be differentiated between the types and levels of responsibility that someone in this position is personally responsible for
Sample Position Description Output continued
FISCAL RESPONSIBILITY
External to Willamette
Within University
Within College/Division
N/A
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Sections:· Academic/Student Success
Notes:Academic / Student Success should indicate the type and audience of student success and engagement targeted for this position
Sample Position Description Output continued
ACADEMIC/STUDENT SUCCESS
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Sections:· Education· Work Experience
Notes:Education should describe the level required/ preferred for the position, not the educational attainment of the incumbent· E.g., “The incumbent may have a Ph.D.,
but the job only requires a Bachelor’s Degree”
· Also indicate the preferred field of study
Work Experience should describe the amount required / preferred for the position, not the experience of the incumbent· E.g., “The incumbent may have 10 years of
experience in this role., but the job only requires 1–3 years”
Sample Position Description Output continued
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Sections:· Knowledge· Problem Solving· Independence of Action
Notes:Knowledge refers to the depth and breadth of knowledge within the job’s field or specialty that is required to effectively perform the job responsibilities (not knowledge preferred to have)
Problem Solving refers to the type of problem that is most regularly encountered by this position (not the highest level possible)
Independence of Action refers to the level of autonomy / discretion that people have in this position (vs. what they prefer / believe they should have)
Sample Position Description Output continued
KNOWLEDGE
PROBLEM SOLVING
INDEPENDENCE OF ACTION
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Sections:· Skills
Notes: Skills should identify the level required by the
job: • General: required core skills necessary for
the job• Intermediate: advance skills that allow
employees to adapt and handle non-routine situations
• Comprehensive: highly proficient and specialized skills for varied, complex, and non-routine situations
Respondents should elaborate why the skill is required by the job if it is applicable.If the skill does not apply to the position, please select N/A
Sample Position Description Output continued
SKILLS
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Sections:· Collaboration/Interaction· Decision Making· Breadth of Responsibility
Notes:Collaboration/Interaction should identify whether the nature of collaboration or interaction is departmental, university wide, or external
Decision Making should identify the type/scope of impact of typical decisions made by the job (i.e. decisions affect the job, work unit, department, or organization) and who is impacted by the decisions people in this position make
Breadth of Responsibility should identify the primary duties of the job, as well as the impact on institution policy (i.e. follow and implement, interpret and advise, or develop and change policy)
Sample Position Description Output continued
COLLABORATION / INTERACTION
BREADTH OF RESPONSIBILITY
DECISION MAKING
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Sections:· Physical Requirements· Special Conditions of Employment for
the Position
Notes:Physical Requirements should identify any physical requirements necessary for someone in the position to perform the duties of that job
Special Conditions should identify which positions should require additional checks or licenses in addition to the mandatory background check
Sample Position Description Output continued
SPECIAL CONDITIONS OF EMPLOYMENT FOR THIS POSITION
PHYSICAL REQUIREMENTS
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Sections:· Travel Required· Working Hours · Additional Comments
Notes:Special Conditions should identify which positions should require a criminal history check based on the position being critical or security sensitive, or requires driving
Travel Required and Working Hours will indicate the percentage of overnight travel required and/or whether the work schedule differs from the University’s standard hours
Additional Comments will indicate any missing information that was not captured in any of the other questions
Sample Position Description Output continued
TRAVEL REQUIRED
WORKING HOURS
ADDITIONAL COMMENTS
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Sections:· Supervisor Review
Notes:Supervisor Review acknowledges that the position description has been reviewed by the manager / supervisor of the employee who completed the PDQ and that the manager / supervisor is in agreement with the content
Completion of this section helps Human Resources determine if the position description has been reviewed.
Sample Position Description Output continued
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Position Description Questionnaire (PDQ) ProcessHR will conduct meetings to train on use of the web-based PDQ and also
help facilitate completion for those who need assistance.PDQ will become part of regular process of creating or revising jobs in the
future.PDQ is intended to gather information about all staff jobs. All employees
will be given opportunity to submit information about their work through the portal.
Once submitted by incumbent employee, supervisors will then review and discuss anything that does not appear consistent with their understanding of the job.
HR and Sibson will review final updated submission.Final position description will be affirmed/established for purpose of
mapping into job families and salary structure by Sibson.
What’s next?
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Task: PDQ goes ‘Live’ and is sent to all participants Reminder e-mail will be sent out Managers to review position descriptions of all
people in their department Human Resources to consolidate position
descriptions from like positions Human Resources to develop job descriptions
based on edited position descriptions Managers/supervisors to review and validate job
descriptions
Due Date: Tuesday 4/15 Thursday 4/24 Upon receiving email PDQ has been submitted Friday 5/2
Ongoing
As needed
PDQ Review Process