nd employee pq training
TRANSCRIPT
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Position QuestionnaireEmployee Training2009
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ND Renew Agenda
OverviewObjectivesCompleting the Position Questionnaire
IndividualValidating Prepared Questionnaire (Focus Group)Validating Prepared Questionnaire (Individual)
Resources
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ND RenewOverview
Sharing background about the project
The University is engaged in a process to more effectively articulate and manage itscompensation program
2006 ND Voice survey feedback identified the following perceptions concerning the
current position structure and compensation practices:Out-of-date and no longer function properly
Inconsistent among the University departments
Employees at the University are paid low or paid under market
The three phases of this process are:
Articulating our compensation philosophy CompletedDeveloping related policies and procedures Completed
A comprehensive review of our exempt and non-exempt non-faculty positionstructure and compensation program, ND Renew
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ND RenewOverview
Setting the context for ND Renew
ND Renew was planned before the current national economic events
This project is not :
A plan to reduce pay
A cost-saving initiative An effort to eliminate jobs
While the impact of this project cannot be determined until it is complete, there shouldbe no expectation of individual salary adjustments
Any outcomes from this project will be implemented independent of the PerformancePlanning and July 1, 2009 Merit Pay process
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ND RenewObjectives
Reviewing the objectives of ND Renew
Fact-Finding Phase
Document and provide comparisons of current position structures
Internally across the University
Externally with relevant marketsCompare the Universitys total compensation program to other organizations fromwhich we draw talent/hire people
Review the Universitys benefits package in comparison to other organizationsR ecommendations and Implementation Phase
Develop standard and competitive position structures across all departments
Update salary structures and incentive plans that fully support the Universityscompensation philosophy
Provide staff with a clearer picture of roles, responsibilities, competencies andpotential career opportunities across the University
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Completing the Position Questionnaire
Individual Employee
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El ectronic Position QuestionnairePosition Questionnaires will be available on the Renew.ND.edu website for those with access tothat medium
Process:
Visit Renew.ND.edu, open the appropriate questionnaire (exempt or non-exempt) and save itto the desktop
Title the document C omp leted PQ- (Last N ame, First N ame) (ver 1)
Enter responses directly into the form
Non-Exempt employees complete sections B through H
Exempt employees complete section B through I
Save work
Send completed Position Questionnaire via email to supervisor
Supervisors will save the document and title it C omp leted PQ- (Last N ame, First N ame ) (ver 2)
Supervisor will complete the remaining sections and validate the employees responses
Supervisor sends the reviewed Position Questionnaires to the next level of management or theindividual designated for second level review
Next level management or second level reviewer will save the document and title itC omp leted PQ (Last N ame, First N ame) fina l
The final Position Questionnaire will be submitted to [email protected]
ND RenewIndividual Electronic Position Questionnaire
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Paper Position Questionnaire
Paper copies of the Position Questionnaires will be distributed to employees whodo not have electronic access
For employees receiving a paper copy:
Write responses directly on the formNon-Exempt employees complete sections B through H
Exempt employees complete section B through I
Send the completed Position Questionnaire to supervisor
Supervisors will complete the remaining sections and validate the employeesresponses
Send the reviewed Position Questionnaire to the next level of management or the individual designated for second level review
Next level management or second level reviewer will provide comments on thePosition Questionnaire and submit it to Human Resources: Attn ND Renew
ND RenewIndividual Paper Position Questionnaire
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Important
When completing the S ummary S tatement section, understand that the role shouldbe described as it is today, not how it should be or will be in the future
When completing the Ess ential Dutie s and Re spo ns ibilities section, use actionwords, specific tasks and estimate the percentage of time spent annually
See Renew.ND.edu for a glossary of action terms and sample questionnaires
ND RenewCompleting the Position Questionnaire
Sample Duties and Responsibilities % of Time
1. Maintains an electronic database, enters andretrieves information.
25%
2. Prepares correspondence, graphs, charts andreports using various software. 25%
3. Files correspondence and records. 20%
4. Duplicates reports and documents. 15%
5. Orders and receives supplies; maintainsinventory.
15%
100%9
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V alidating Prepared Position
Questionnaires
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V a lidating Prepared Position Questionnaire Individua l (El ectronic)Supervisors will complete the Position Questionnaire and title the document C omp leted PQ- (jobtit le) (ver 1)
Supervisor will distribute electronically for all employees who have access to that medium
For employees receiving an email attachment:
Open the attachmentSave the file to the desktop and title the document C omp leted PQ (Last N ame, FirstN ame) (ver 2)
Review the form and enter any responses directly into the form using the Track Changes tool
Employee reviews sections B through H
Send the completed Position Questionnaire via email to supervisor
Supervisors will save the document and title itC
ompleted PQ- (Last
Name, First
Name) (ver 3)
Supervisors will complete the remaining sections and validate employees responses
Supervisor will send the reviewed questionnaire to the next level of management or the individualdesignated for second level review.
Next level management or second level reviewer will save the document and title itC omp leted PQ (Last N ame, First N ame) fina l
The final Position Questionnaire will be submitted to [email protected]
ND RenewReviewing the Position Questionnaire
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V a lidating Prepared Position Questionnaire Individua l (Paper)
Paper copies of the Position Questionnaires will be distributed to employees whodo not have electronic access
For employees receiving a paper copy:
Provide edits directly on the prepared formSend the reviewed Position Questionnaire to supervisor
Supervisors will complete the remaining sections and validate employeesresponses
Supervisor will send the reviewed questionnaire to the next level of management or the individual designated for second level review
Next level management or second level reviewer will provide comments on thePosition Questionnaire and submit it to Human Resources: Attn ND Renew
ND RenewReviewing the Position Questionnaire
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V a lidating Prepared Position Questionnaire Focus Group
Prepared Position Questionnaires will be distributed prior to the focus groupsession
Employees performing similar work may work in a group to review and validate theinformation
Non-Exempt employees will review sections B through H
The facilitator of the session will gather feedback and make necessary updates tothe Position Questionnaire
The completed Position Questionnaire will be forwarded to the supervisor
Supervisors will complete the remaining sections and validate the employees
updatesSupervisor will send the reviewed questionnaire to the next level of management or the individual designated for second level review
Next level management or second level reviewer will provide comments on thePosition Questionnaire and submit it to Human Resources: Attn Compensation
ND RenewReviewing the Position Questionnaire
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Important
When reviewing the S ummary S tatement section, understand that the role isdescribed as it is today, not how it should be or will be in the future
If editing the Ess ential Dutie s and Re spo ns ibilities section, use action words,specific tasks and estimate the percentage of time spent annually
See Renew.ND.edu for a glossary of action terms and sample questionnaires
ND RenewValidating the Position Questionnaire
S am le ties a es si ilities f ime
1. aintains an electronic database, enters andretrieves information.
25%
2. repares correspondence, graphs, charts andreports using various soft are. 25%
3. iles correspondence and records. 20%
4. uplicates reports and documents. 15%
5. rders and receives supplies; maintainsinventor .
15%
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ND Renew
T itling Protocol for PositionQuestionnaire
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ND RenewTitling Protocol for Electronic PQs
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E mp loyee Supervisor 2 nd Leve l Review
Individual Electronic
Position Questionnairefrom Renew.ND.edu
Completed PQ-
(Last Name,First Name) v1
Completed PQ-
(Last Name,First Name) v2
Completed PQ-
(Last Name, FirstName) Final
Prepared ElectronicIndividual Position
Questionnaire will benamed Completed PQ-(Job Title) v1
Completed PQ-(Last Name,
First Name) v2
Completed PQ-(Last Name,
First Name) v3
Completed PQ(Last Name, First
Name) Final
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ND Renew
R esources
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ND RenewResources
Resources available for this project:
Website
Renew.ND.edu
Announcement letter from John Affleck-Graves
Position Questionnaires (Exempt and Non-Exempt)Examples of completed Position Questionnaires
Frequently Asked Questions
Glossary of Action Terms
Training presentations for PQ Distribution
Email Address for comments/questions [email protected]@nd.edu
Human Resources: 574-631-5900A sk HR Customer Service Center
HR Business Partners
HR Compensation Staff 18