Presentation on theme: "Competency Assessment Training"— Presentation transcript:
1 Competency Assessment Training Career BandingCompetency Assessment Training
2 Activity to DateOSP developed state specifications and competency profiles for each banded title using statewide focus group.Employees attended information session on career banding.DHHS modified the competency profiles.OSP developed the crosswalk for titles.Management was notified of CB titles.585 positions had new Fiscal titles implemented as of 02/01/09.93 positions had new Engineer/Architect titles implemented as of 01/01/09.
3 ObjectivesIntroduction of new competency profiles for engineering and fiscal classificationsUnderstand how to assess an employeeUnderstand the difference between competency assessment and performance managementUnderstand how pay is administered in career bandingTimeframes
4 Financial Banded Class Titles used by DHHS AccountingAuditingBudgetingBusiness ManagementBusiness SystemsFinancial AnalysisFiscal Executive
5 Engineering Banded Class Titles used by DHHS ArchitectEngineering/Architectural TechnicianEngineerEngineering/Architectural SupervisorEngineering/Architectural ManagerEngineering/Architectural Director
6 Competency Profiles Competency Profile developed for each banded class Modified to fit DHHSDescribes rolesDescribes competencies needed in the jobIncludes the minimum Training & Education required for the banded class
7 What are Competencies? Competencies are the observable and measurable: skillsknowledgeabilitieskey behaviorsthat are necessary to perform the job.
8 Position Competency Level Contributing Level: Role is seen as less complex or requiring lower level competencies to perform day-to-day activities (in relationship to others in the same band);Journey Level: Role is seen as moderately complex and requires a fully applied body of knowledge to perform day-to-day activities (in relationship to others in the same band).Advanced Level: Role is seen as most complex and broad in scope; it requires the utilization of the highest level of KSA’s in the day-to-day activities (in relationship to others in the same band).
9 Employee Competency Level Contributing: Demonstration of KSA’s and behaviors that are minimally required for the band; the needs of the position/organization impact the role/level.Journey: Demonstration of fully applied KSA’s and behaviors that are required for an employee in the band; the needs of the position/organization impact the role.Advanced: Demonstration of the highest or broadest scope of KSA’s and required in the band; the needs of the position/organization impact the role.
10 Competency Levels: Business Officer Contributing Journey AdvancedEmployees at this level are business officer professionals who apply a comprehensive knowledge of accounting, budget and business practices for a multifaceted organization with unique and specialized activities and services. Employees also oversee activities that impact and interface with other functional areas.Employees at this level are business officer professionals who apply well-defined accounting, budget and business practices to address the business needs of an organization with consistent funding sources for several functional activities or services.Employees at this level are business officer professionals who apply a broad knowledge of accounting, budget and business practices for an organization with dynamic funding sources and a variety of functional activities, programs, and/or services.
11 Competency Levels: Accounting Technician Contributing Journey AdvancedPositions at this level independently perform a full range of technical accounting work which may include responsibility for maintaining accounting records of considerable complexity, or supervising a separate financial function of considerable complexity. Positions independently analyze work for accuracy and problem-solve issues. They test new processes and coordinate and implement system changes. They interpret policies, rules, and regulations and may reverse and/or correct errors. Positions at this level supervise technical and support staff.Positions at this level perform entry level technical accounting duties involving the maintenance and reporting of routine financial accounting data following standardized methods and procedures. Work involves double entry accounting work, including posting to account ledgers; reconciling accounts; verifying entries; maintaining and controlling general ledger accounts, reports, registers, and statements; and using spreadsheets and formulas. Most work is subject to review by a higher-level supervisor.Positions at this level perform technical accounting duties involving the maintenance and reporting of financial accounting data. Work involves double entry accounting, (post to account ledgers; reconcile accounts; verify entries; maintain/control general ledger accounts, reports, registers, and statements); and working with financial accounts of moderate variety and complexity. Positions provide account guidance to others and ensure integrity of functions. They interpret policies, rules and regulations and they may reverse and/or correct errors. Work requires considerable knowledge of work unit practices and procedures. Positions at this level may supervise support staff.
12 Competency Levels: Engineer Contributing Journey AdvancedEngineering work of a high-degree of complexity. May supervise or serve as a technical expert in the area of assignment. Independently plan and manage large, complex projects and programs. Assures standards for quality and quantity are met. Review/approve work, budget, schedules. Represents the agency as an expert.Engineering work of limited to moderate complexity. Review, evaluate, prepare plans, specifications, calculations, and other engineering documents. Analyze or design less complex projects; conduct inspections, audits, investigations. Provide consultation, technical assistance.Engineering work of moderate to high-degree of complexity. Analyze, design, design review & approval, determination of environmental and safety impacts. Project management oversight. Assignments lack precedent; more technically complex. Independently perform duties including consultation, technical assistance, and negotiation.
13 Competency Levels: Engineering Technician Contributing Journey AdvancedPerforms complex technical duties in one or more major areas of a program supporting engineers and other professionals. Implements activities either independently or through the coordination of work efforts of other employees. Reviews completed tasks and overall accomplishments for accuracy. Requires advanced knowledge of compliance and/or regulatory standards. May serve as a supervisor/technical resource to lower level staff. Work is subject to review by higher-level professional staff.Performs entry-level technical duties in one or more major areas of a program supporting engineers and other professionals. May require general knowledge of compliance and/or regulatory standards. Assignments at this level are routine in nature and follow established guidelines and procedures. Work is subject to review by higher-level technical and professional staff.Performs moderately complex technical duties in one or more major areas of a program supporting engineers and other professionals. May require a working knowledge of compliance and/or regulatory standards. Assignments at this level may vary from established guidelines and procedures. Work is subject to review by higher-level technical and professional staff..
14 Now What?“Classifying and leveling the job is one thing, but how do I determine the level of my employees?”
15 Competency Assessment Process used to determine an employee’s competency level in career bandingCompares the work demonstrated by the employee to the banded class profileCompetency level rating (C, J, A) is provided for each competency in the profileAn overall level of C, J or A is then determined based on the summary of all the individual competency ratings
16 Competencies Business Officer Engineer Business Administration Financial ManagementHuman Resources ManagementInfo Analysis & Decision MakingDecision MakingCommunicationEngineerProfessional KnowledgeProgram/Project ManagementEngineering Review, Decision Making & AnalysisCommunicationEngineering Design & AnalysisLeadership
17 Competency Assessment Steps Gather all necessary documentsJob descriptionPM formDocumentationReportsFeedback from othersComplete a competency assessment for each employee in the new banded title using the CA formCut and paste job description summaryWrite 2-3 sentences for each competency
18 Competency Assessment Steps (cont’d) Determine the level of each competency by comparing your sentences to the profile.Determine an overall rating based on the summary of individual competencies.Communicate ratings to the employee through discussion.Record the ratings on the Aggregate Leveling Form for your work unit.
19 Assess Individual Competencies: Business Officer CompetencyDemonstrated Knowledge, Skills and Abilities Supporting Level AssignmentInitial LevelContributing Journey XAdvanced Contributing XJourney Advanced XIndependently manages a variety of business functions for division.Responsible for personnel, payroll, purchasing, inventory control andIT work. Ensures the application of sound business practices andinterprets relevant policies and procedures.Business AdministrationHas thorough knowledge and understanding of DHHS accounting and budgeting practices in order to develop budget and capital expense proposals. Accountable for financial transactions in large, dynamic division. Serves as a resource.Financial ManagementAble to convey and prepare written budget reports containing factual information, general guidelines and standard procedures. Responds to routine and non-routine inquiries.CommunicationAnalyzes budget and independently makes decisions about budget issues. Delegated authority to approve or deny requests for funding.Information Analysisand Decision Making
20 Assess Individual Competencies: Engineering Technician CompetencyDemonstrated Knowledge, Skills and Abilities Supporting Level AssignmentInitial LevelContributing Journey XAdvanced Contributing XJourney Independently prepares and updates engineering drawings of current building(s) and proposed renovations and upgrades. Attended classes in CAD 123 and is using this software to accomplish drawings. Assisted Facility Maintenance Manager in determining locations of water lines and updated drawings accordingly.Technical KnowledgeHas thorough knowledge and understanding of NCBC and DHSR Licensure regulations. Accompanies DHSR engineers (and/or Building Inspector) during all inspections. Notes all problems; addresses with manager.InspectionsAble to convey and prepare written reports containing factual information, general guidelines and standard procedures. Responds to routine and non-routine inquiries.CommunicationN/ALeadership
21 ExerciseUse the sample competency assessment form John Cash or Eli BrowneCompare competency statements provided to profileAward rating for individual competenciesComments or Questions?
22 Determine Overall Level Consider individual competency levels and determine overall competency level.Generally, the overall competency level is the same level as the level of the majority of individual competencies.Example: 1 – C, 2 – J, 1 - AOverall rating: JourneyDetermine the overall rating for Cash/Browne.
23 Overall Level C J=not valid A= not valid J A Position Level ContributingCJ=not validA= not validJourneyJAdvancedANote: The employee can not be assessed at a higher level overall than the level of the position. However, individual competencies can be assessed at any level.
24 Supervisor Tips Collect data throughout the year Ensure that job descriptions are currentEncourage employee to provide work examples related to competenciesUse work examples not personal characteristics when completing the assessmentDo not consider pay when initially assessing employees – that is done after the assessment is complete
25 Focus on the work being performed! Competency: Analytical Thinking Not:“John is a smart person and a critical thinker. He comes to work everyday and is never late.”But:“John collects and analyzes budget data for the ABC project funded by the research grant. He summarizes the data through creation of tables and graphs in Excel/Access. He provides these to the project leader for incorporation into the project report.”
26 Writing Competency Assessments Exercise Read the training scenarios for Connie Contracts or Steve BuilderWrite up a sample summary for one competency as a small groupShare with large groupChoose another competency and write up a sample summary on your own
27 Resources for Managers Supervisor’s Guide for Competency AssessmentDiscussion PlannerCompetency Assessment Forms (blank and by banded title)FAQ’sAggregate leveling form (blank)Employee Fact Sheet for Competency AssessmentWeb resources
28 Differences between CA and PM Competency AssessmentAssesses level of work being demonstrated by the employeeUses the banded class profile as a foundationCompleted at rolloverCompleted thereafter when changes occur (should be completed at least every 3 years)Uses CB dispute policyAs competencies are developed, pay can be awardedIncludes career development discussionPerformance ManagementEvaluates employee performance based on goals of work unitDocuments resultsUses the vision, mission and goals of the work unit as foundationCompleted annuallyUses PM Grievance policyPay may be awarded if funded by legislatureIncludes Performance Improvement Plan if needed.
29 Making It Easier for You New shorter PM form/processDimensions are no longer on PMKRRs are replaced by goals and resultsPM Training at a later datePM is an annual process – can be combined with competency assessment cycle
30 Salary Administration & Pay Guidelines for Banded Positions
31 OSP Policy states …Contributing: Salaries for employees with contributing competencies should be below the journey market rate guidelines, as established by OSP, but not below the minimum of the class pay range.Journey: Salaries for employees with journey competencies should be within the journey market rate guidelines, unless business needs (budget) prevent this.Advanced: Salaries for employees with advanced competencies should be above the journey market rate guidelines, unless business needs (budget) prevent this. Salaries must not exceed maximum of the class pay range.
32 DHHS Pay Guidelines Fully demonstrates C level competencies J level competenciesFully demonstratesA level competenciesCRRARRminmaxJMRNew hires or employeeswho do not possess ordemonstrate all of theC level competenciesNew hires or employeeswho demonstrate some of the C level competencies and some of the J level competenciesNew hires or employeeswho demonstrate some of the J level competencies and some of the A level competenciesEmployees who demonstrateall of the A level competenciesand may be demonstratingsome higher level bandedclass competencies
33 Pay FactorsFinancial Resources The amount of funding that a manager has available when making pay decisions.Appropriate Market Rate The market rate applicable to the competencies demonstrated by the employee.Internal Pay Alignment The consistent alignment of salaries for employees who demonstrate similar required competencies in the same banded class within a work unit or organization.Required Competencies The competencies and associated levels that are required based on organizational business need and demonstrated on the job. This pay factor considers:Minimum qualifications for classKnowledge, skills, abilities and behaviorsRelated education and experienceDuties and responsibilitiesTraining, certification, and licenses
34 CompensationManagers must consider the 4 pay factors when any of the following occur:New Hire/TransferPermanent StatusPromotionReassignmentCareer Progression AdjustmentCareer Banding offers more flexibility and fewer restrictions.
38 Aggregate Leveling Form Sample:Aggregate Leveling FormEmployee Name: Connie Contracts Banded title: Business OfficerCommunicationBusiness AdministrationFinancial ManagementHR ManagementInformation Analysis and Decision MakingOverallLevelMarket RateCurrent SalaryJC$60,000$50,250Employee Name: Penelope Purchasing Banded title: Business OfficerCommunicationBusiness AdministrationFinancial ManagementHR ManagementInformation Analysis and Decision MakingOverallLevelMarket RateCurrent SalaryJC$60,000$55,100Employee Name: Bobby Budget Banded title: Business OfficerCommunicationBusiness AdministrationFinancial ManagementHR ManagementInformation Analysis and Decision MakingOverallLevelMarket RateCurrent SalaryAJ$79,874$67,980
39 Aggregate Leveling Form Exercise Exercise: Short, Baird, Dunham (Eng)Exercise: Business, Controller, Dataset (Fiscal)Determine the overall level for each employee considering the competency levels provided.Determine the appropriate salary for each employee.Discuss in your group.
40 Engineer CRR ARR min max JMR $41,532 $52,102 $85,657 $108,999 $62,523 DHHS Pay Band Placement GuidelinesEngineerFully demonstratesC level competenciesFully demonstratesJ level competenciesFully demonstratesA level competenciesCRRARRminmaxJMR$41,532$52,102$85,657$108,999$62,523New hires or employeeswho do not possess ordemonstrate all of the Clevel competenciesNew hires or employeeswho demonstrate some of the Clevel competencies and some ofthe J level competenciesNew hires or employeeswho demonstrate some of theJ level competencies and someof the A level competenciesEmployees who demonstrateall of the A level competenciesand perform some higher levelbanded class competenciesUsing the market rate and overall competency level for these three employees, determine where in the band you would set salary.Vickie ShortDennisBairdJohnDunham
41 Aggregate Leveling Form Exercise EngineerEmployee Name: Short, Vickie Banded title: EngineerProfessionalKnowledgeProgram-Project managementEng. Review, Decision Making & AnalystCommunicationEngineering Design & AnalysisLeadershipOverallLevelMarket RateCurrentSalaryAJEmployee Name: Baird, Dennis Banded title: EngineerProfessionalKnowledgeProgram-Project managementEng. Review, Decision Making & AnalystCommunicationEngineering Design & AnalysisLeadershipOverallLevelMarket RateCurrent SalaryAJEmployee Name: Dunham, John Banded title: EngineerProfessionalKnowledgeProgram-Project managementEng. Review, Decision Making & AnalystCommunicationEngineering Design & AnalysisLeadershipOverallLevelMarket RateCurrentSalaryAJ
42 Business Officer CRR ARR min max JMR $37,300 $48,650 $79,874 $99,409 DHHS Pay Band Placement GuidelinesBusiness OfficerFully demonstratesC level competenciesFully demonstratesJ level competenciesFully demonstratesA level competenciesCRRARRminmaxJMR$37,300$48,650$79,874$99,409$60,000New hires or employeeswho do not possess ordemonstrate all of the Clevel competenciesNew hires or employeeswho demonstrate some of the Clevel competencies and some ofthe J level competenciesNew hires or employeeswho demonstrate some of theJ level competencies and someof the A level competenciesEmployees who demonstrateall of the A level competenciesand perform some higher levelbanded class competenciesOn the Aggregate Leveling Form,identify the overall competency level for these three employees. Then determine where in the band they should be paid. Discuss in your group.Bobby BusinessCarolControllerFreddyFiscal
43 Aggregate Leveling Form Exercise: Fiscal Employee Name: Bobby Business Banded title: Business OfficerBusinessAdministrationFinancialManagementInformation Analysis and Decision MakingCommunicationHuman Resource ManagementOverallLevelMarket RateSalaryAJCEmployee Name: Carol Controller Banded title: Business OfficerBusinessAdministrationFinancial ManagementInformation Analysis and Decision MakingCommunicationHuman Resource ManagementOverallLevelMarket RateSalaryAJCMarket Rates for Business Officer on previous slide.Determine Overall Level, Identify Market Rate; Propose SalaryChart out answers from tables on flip chart.Employee Name: Freddy Fiscal Banded title: Business OfficerBusinessAdministrationFinancial ManagementInformation Analysis and Decision MakingCommunicationHuman Resource ManagementOverallLevelMarket RateSalaryAJ
44 Internal Pay Alignment Monitored by the division or facilityGroup employees for comparisonBandLevelNumber of competencies rated at C, J, or APerformance rating
45 Salary Decision Worksheet Used to document pay decisionsNew HirePromotionDemotionGrade-Band TransferProbationary to PermanentReassignmentHorizontal TransferCompetency IncreaseRetentionLabor MarketCompetency Level ChangeCompleted by the manager and sent to HR
47 Salary Decision Worksheet Exercise Review Connie Contract salary decision worksheet.Complete a salary decision worksheet for Molly Miller to give her a career progression adjustment (Labor Market) to bring closer to the appropriate journey market rate of $37,200. Her current salary is $35,000. She has all Journey-level competencies.Work in small groupsReport back to the full group.
48 Dispute Review Process For career status career banded employees onlyDispute process for career banding pay decisions onlyDefinition of a pay decision is promotion, reassignment, and career progression adjustmentNot disputable if no fundingLimited funding plan (priority list).
49 TimeframesCompetency Assessments due to local HR Office by April 30, 2009Completed, signed off by management and discussed with employee
50 Web Resources DHHS Human Resources OSP Career Banding OSP Career BandingCompetency Profiles