supervisor position description questionnaire (spdq) training
TRANSCRIPT
Supervisor Position Description
Questionnaire (SPDQ) Training
UNIVERSITY OF HOUSTON-DOWNTOWN
Agenda
• Position Description Questionnaire introduction
• PDQ and Job Descriptions
• Supervisor PDQ
SPDQ TRAINING 2
What is a Position Description Questionnaire
(PDQ)?
• Data collection instrument
• Designed to gather specific information about job:
– Purpose
– Key functions
– Qualifications
– Scope
– Work Environment
• Focus on job—not person
SPDQ TRAINING 3
Why launch the PDQ
• PDQ content can be used for:
– Compensation benchmarking
– Fair Labor Standard Act (FLSA) overtime classification
reviews
– Assist with the Americans with Disabilities Act (ADA)
reasonable accommodation process
– Job Description updates
• Including consolidation or collapsing of existing job
descriptions
• Opportunity for employees to communicate directly to
consultants
SPDQ TRAINING 4
Timeline
• Employees complete by 3/26
• Supervisors complete by 4/2
SPDQ TRAINING 5
Roles in Process
SPDQ TRAINING 6
• Supervisor response
• Anchors back to original job
design and needs
TOP DOWN
• Employee response
• Based on how job has
evolved over time
BOTTOM UP
Position Description
Questionnaire & Job
Descriptions
PDQ-JD Connection
Position Description Questionnaire Job Description
Job Purpose Job Summary
SPDQ TRAINING 8
• This is perhaps the most critical part of the job description.
• Summarizes the purpose and objectives of the job.
• Indicates the scope/degree of freedom to act.
• NOT essential functions in paragraph form!
• When written well, it should be fairly timeless.
– The duties may change, but the summary should be resilient/consistent over time.
PDQ-JD Connection
Position Description Questionnaire Job Description
Function
Percent of Time
Priority
(Repeated for top 5 essential duties)
Duties
SPDQ TRAINING 9
PDQ-JD Connection
Position Description Questionnaire Job Description
Qualifications
Field of Study
Years of Experience
Licensing
Additional Training
Qualifications
SPDQ TRAINING 10
PDQ-JD Connection
Position Description Questionnaire Job Description
Knowledge, Skill or Ability
(5 sections)Knowledge, Skills, and Abilities
SPDQ TRAINING 11
PDQ-JD Connection
Position Description Questionnaire Job Description
Reporting Relationships
These could tie to a number of areas
and help paint the picture of the job.
If management responsibility, ties to
Supervisory Responsibilities.
Related Job Titles
Do you manage a department or
division?
Do you have the authority to hire and
discipline employees?
If not, Hire/discipline recommendations
sought/serious consideration?
SPDQ TRAINING 12
PDQ-JD Connection
Position Description Questionnaire Job Description
Problem Solving: Kinds of problems
These provide context or serve as a
check on earlier content.
Discretion used to solve problems
Problems use of policies
Decision Making
SPDQ TRAINING 13
PDQ-JD Connection
Position Description Questionnaire Job Description
Work Environment
Work Location and Physical Demands
Vision
Environmental
Noise
Weight Lifted
SPDQ TRAINING 14
Supervisor PDQ
Supervisor Process
• Employee transcript emailed to Supervisors
– Happens automatically based on employee submission
– Contains link for Supervisor PDQ
• Instructions
– Review employee PDQ
– Click the link provided to make any comments, changes,
or add information related to required education and
experience for the role.
• Tip
– Reply to the email addressed to yourself to make
comments on the employee response
SPDQ TRAINING 16
Supervisor PDQ
• Clarifications or additions
– Job Purpose and Essential Job Functions
– Knowledge, Skills & Abilities
– Problem Solving, Decision Making, and Consequences of
Error
• Provide
– Required/preferred education
– Specific field of study or degree
– Additional training or background
– Required/preferred experience to enter position
– Required/preferred Licensing/certification/accreditation
SPDQ TRAINING 17
Dual Reporting
• For roles that report in a matrix/dual reporting structure
• The primary manager will receive the SPDQ
• As the primary manager, it is best to share/forward the
employee PDQ response to solicit dual manager input
SPDQ TRAINING 18
Examples
• Employees states:
– “I assist the Finance Department in carrying out
department objectives”
• In reality, the role is responsible for planning and executing
the annual budget process.
• Supervisor should clarify in the Job Purpose and Essential
Job Functions section question.
SPDQ TRAINING 19
EMPLOYEE UNDER SELLS
Examples
• Employees states:
– “I manage the procurement process for the University”
• In reality, the role is responsible for launching and
managing the process for assigned purchasing area or
projects.
• Supervisor should clarify in the Job Purpose and Essential
Job Functions section question.
SPDQ TRAINING 20
EMPLOYEE OVER SELLS
Examples
• Employees states that 25% of time is spent developing
training materials and conducting training.
• In reality, the training is infrequent over the course of the
entire year and the training materials are set.
• Supervisor should clarify in the Job Purpose and Essential
Job Functions section question.
SPDQ TRAINING 21
EMPLOYEE OVEREMPHASIZES A JOB DUTY
Examples
• Employee lists minimum qualifications to own background
• States that the job requires a Master’s degree with 7+ years
of experience
• In reality, the Master’s degree isn’t even preferred and only
requires a minimum of three years of experience
• Supervisor should clarify in the required and preferred
requirements
SPDQ TRAINING 22
EMPLOYEE OVERSTATES QUALIFICATIONS
Next Steps
• Revised job descriptions will be used for the market
analysis and recommendations
• Employees will receive a letter stating outcomes from the
market study
• Revised job descriptions will be available on website and My
TalentSpace at the end of the study
SPDQ TRAINING 23