1. 1 Point Rating Evaluation Plan

2. 2 Job Evaluation What is Job Evaluation? A systematic process of determining the value of jobs in relation to other jobs within the organization.

3. 3 Job Evaluation Job Evaluation Principles èfocus on the work done not on the individual doing the work èconcerned with what is done, how it’s done and why - not with how well èjob worth is measured using factors

4. 4 Job Evaluation Objectives of Job Evaluation èto establish a hierarchy of jobs or groups of jobs in the organization èto provide a consistent approach to the way jobs are evaluated èto recognize that similarities and differences among jobs is an important aspect

5. 5 Job Evaluation Factors Factors are the yardsticks by which job size or job worth is measured.

6. 6 Job Evaluation Factors èmeasure the variables/differences in jobs èidentify what the organization values

7. 7 Job Evaluation Plan Factors KnowledgeCreativityResponsibility Complexity & Diversity Professional/Content Knowledge Human Relations Skills InputThroughputOutput

8. 8 Job Evaluation Plan Factors Knowledge Professional/Content Knowledge èknowledge about practical procedures, specialized techniques, professional and scientific disciplines èmeasures both depth and breadth (i.e. specialist and generalist jobs)

9. 9 Job Evaluation Plan Factors Knowledge Complexity and Diversity èanalytical/conceptual skills needed for planning, organizing, directing and staffing… èmay be exercised consultatively or directly èskills to harness resources, reconcile conflict, bring units/interests together

10. 10 Job Evaluation Plan Factors Knowledge Human Relations Skills èskills needed for direct interaction on a person-to-person basis with peers, subordinates, teams, clients, the public or those with higher authority within or outside the organization in order to produce end results

11. 11 Job Evaluation Plan Factors Creativity èmeasure of original thinking èuse of knowledge factors in environment ranging from highly controlled to unstructured èthinking environment and thinking challenge

12. 12 Job Evaluation Plan Factors Responsibility èdegree that the job directly impacts the end results and èimportance of the end results to organization

13. 13 Job Evaluation Plan Overview Job Evaluation Guide Charts èpresent the factors, dimensions and point values used to evaluate jobs èdefine what the organization values and describe a continuum of the levels

14. 14 Job Evaluation Plan Overview Job Evaluation Guide Charts èevaluation to Guide Charts is one step in the evaluation process èfactor rating selected should represent what the job is responsible for “for the most part”

15. 15 Job Evaluation Plan Overview Benchmarks èexamples of jobs that are representative of work èshow levels of work both for individual job evaluation factors and for total evaluation

16. 16 Job Evaluation Plan Overview Benchmarks èreference point against which other jobs are measured to ensure cross government equity and consistency èintegral part of job evaluation process

17. 17 Job Evaluation Plan Overview Current Plan New Plan Class Specs Kind of Work Level of Work Whole Job Comparison Guide Charts Factor Definitions Factor Degrees and Points Factor to Factor Comparison

18. 18 Job Evaluation Plan Evaluation Process  Job information is documented on the new job description form.  Job information is reviewed and clarified, as required.

19. 19 Job Evaluation Plan Evaluation Process  Jobs are evaluated using the Guide Charts. –each factor is rated and scored. –total points calculated.  The job is compared to benchmark jobs with similar points to verify the rating.  The job is allocated within the plan.

20. 20 Job Descriptions and Profiles Job Descriptions Provide written statement identifying key information about a position within an organization Job Profiles Provide a description of a “role” vs. an individual job

21. 21 Job Descriptions Uses qjob evaluation qrecruitment qperformance assessment qhuman resource planning qtraining and development

22. 22 Job Descriptions Basic Principles èjob information relates to the job not the incumbent èkeep it in plain language, simple and factual èno relationship between length of description and size of job

23. 23 Job Descriptions PREP Job Description Format Moving away from “task” oriented descriptions to “results” oriented. Example: èTask = I sweep the floor. èResults = A clean floor.

24. 24 Job DescriptionJob Evaluation Responsibilities and Activities  Responsibility  Creativity Scope  Complexity and Diversity Knowledge, Skills and Abilities  Professional Knowledge  Complexity and Diversity  Human Relations Skills INPUTTHROUGHPUTOUTPUT KnowledgeCreativityResponsibility Professional Knowledge Complexity and Diversity Human Relations Skills Job Descriptions

25. 25 Job Descriptions Job Description Format Purpose - summary of: èmain job responsibilities èframework in which these are carried out èkey contribution to the organization i.e. why this job exists.

26. 26 Job Descriptions Sample Purpose Statement Position is on the personal staff of the Executive and has primary responsibility for providing leadership and coordination for the day-to-day operation of the Executive’s Office. Senior executive administrative support is provided by: coordinating complex departmental and/or divisional administrative projects; providing general support to the Executive in all administrative matters including: supervising other administrative support staff; coordinating all department and/or divisional assignments and requests; reviewing and assessing correspondence directed to the Executive; resolving issues regarding the personal schedule of the Executive; and briefing the Executive on administrative issues that may impact the Ministry.

27. 27 Job Descriptions Responsibilities and Activities èstart with a shopping list of all activities/tasks involved in doing the work ègroup common activities into responsibility areas (typically you will have between 4 -8)

28. 28 Job Descriptions Responsibilities and Activities èdescribe each of the responsibility areas in one sentence including: WhatWithinOutcomes ActivityContextEnd Results

29. 29 Job Descriptions Responsibilities and Activities èDescribe three major activities associated with each area of responsibility èNot every task performed is included

30. 30 Job Descriptions Responsibilities and Activities – example 1. Provides leadership and coordination of the administrative functions of the Executive’s office: Supervises administrative staff assigned to the Executive’s office including: recruiting, training and supervising staff; establishing service standards for work performed; and preparing performance assessments and learning plans. Identifies administrative issues with potential to impact the operation of the Executive’s Office; recommends solutions and courses of action to deal with issues e.g. developing a template for formatting memos for the Executive’s correspondence. Participates in budget related activities for the Executive’s Office including: budget preparation; forecasting expenses; tracking expenditures; preparing variance reports; and serving as expenditure officer.

31. 31 Job Descriptions Activities - cont’d 2.Resolves issues regarding the personal schedule of the Executive. Uses judgement and knowledge f division and or departmental issues, priorities and relationships, to respond to requests for meetings with the Executive. Books appointments or refers requests for meetings to senior department and/or division staff. Schedules and organizes meetings involving GoA executives, senior department, government and private sector stakeholders. Collects and prioritizes discussion items for meetings, prepares agendas and minutes, prepares briefs, and follows up on action items as required. Meets with Executive to organize initiatives and discuss priorities and targets.

32. 32 Activities - cont’d 3. Ensures effective communication flow to and from the Executive’s Office. Responds to inquiries from Minister and/or deputy Minister’s Offices. Communicates extensively with offices of key stakeholders to request and distribute information, schedule meetings, and anticipate stakeholder inquiries to determine appropriate response strategies. Independently researches and provides background material from a variety of sources to the Executive in advance of meetings. Drafts and/or prepares correspondence on behalf of the Executive including proof reading for accuracy. · Job Descriptions

33. 33 Job Descriptions Scope èinfluence/impact of the job has on external/internal groups/areas èdiversity and complexity of the job.

34. 34 Job Descriptions Scope is described by: èvariety and size of projects èvariety and size of programs/functions and services èstakeholders and/or client groups ègeographical spread

35. 35 Job Descriptions Knowledge, Skills and Abilities èall knowledge, skills and abilities required to be fully functioning in the job.

36. 36 Job Descriptions Knowledge, Skills and Abilities It includes: qformal knowledge i.e. academic, e.g. accounting principles/practices, scientific theories. q informal i.e. experience/training, e.g. specialized techniques, analytical skills. qknowledge and skills required to interact with others e.g. mediation skills, negotiation skills.

37. 37 Job Descriptions Knowledge - example èExcellent knowledge of political sensitivities and the diverse interests of stakeholders. èWorking knowledge of office software databases (Outlook, Excel, Word). èConsiderable working knowledge of the electronic communication requests system (ARTS) as well as legislation governing (FOIP), IMAGIS (people soft based financial and human resource information system), and Exclaim (expense claim system) is essential. èExcellent supervisory, communication and organization skills are required in order to lead, develop and evaluate staff..

38. 38 Job Description Writing For more information visit: http://www.chr.alberta.ca/class/forms/ write-job-description/index.html