Job Classification System Redesign Information Session Administrative Job Family December 1, 2014

Agenda Welcome About the project Stakeholders University-wide classification structure Writing your position description Work steps and timing Resources

Why We Are Doing the Job Family Study More clearly defined career paths Competitive pay ranges that reflect current market Transparent pay structure and career opportunities More efficient administrative processes A common structure that enables the University to identify and measure the work performed

About the Project Civil Service and P&A positions on all five campuses Approximately 10,500 employees management professional administrative RFP process: Sibson Consulting selected as vendor 18 total job families; 14 are complete Anticipated completion Spring 2015 Collaborative approach focused on communication and consensus-building 4

Job Family Project Schedule Group Job Family Estimated Start Date (After Position Descriptions Received) A Human Resources August 2013 Legal B Campus Operations & Protection October 2013 Libraries & Museums C Community Relations December 2013 Business Development Pre K-12 Education D Purchasing/Audit February 2014 Grant Administration E Education, Instructional Services, & Teaching April 2014 Development *Finance (May 2014) F Athletics & Recreation June 2014 Student Services G Research October 2014 Health Care & Animal Care H Administrative November 2014 N/A IT Initial review complete, follow-up review TBD Alumni Relations Communication

Project Stakeholders Project Sponsor HR in the Unit HR Consultants Advisory Team Focus Groups Steering Team Individual Employees Parties Include Project Sponsor HR in the Unit HR Consultants Functional Team Members Class & Comp Staff Sibson Consultants Subject Matter Experts Operational Excellence Team Employees with Manager Guidance (as interviewees and focus group participants) Role Develop job family definitions, assign placements, and conduct competitive compensation assessment Review initial job family definition and career ladder documentation Helps to ensure project success and provide final approval of key deliverables Complete position description documentation

Administrative Job Family Definition The administrative job family reflects positions that contain a broad cross-section of business administration functions across all operations of the University including managing or performing finance, budget, HR, and facilities responsibilities. Incumbents may provide professional administrative expertise by coordinating, researching, recommending, and implementing overall business administrative initiatives. They are required to interact with a variety of other offices within the unit. Positions may involve building relationships and engaging the outside community to promote the University, engaging community groups on issues of common interest, and helping address community issues.

Administrative Job Family Definition cont’d. Administration Operations: Duties involve managing or performing the administrative operations of an organization including developing, implementing, and/or performing processes and procedures. Duties may involve a variety of administrative support duties to individuals, groups, or programs. Supervisory duties are often required. Executive Coordination: Duties require a great deal of independent initiative and direction, but exist solely for professional level support of management. Typical duties include representing the senior administrator in their absence, project management, meeting with various constituents, and offering advice to senior leadership team. Program Administration: Work directly with a specific program or project at University. These positions deal with general management of a program or center.

Administrative Job Family Definition cont’d. Senior Administration: Jobs include the top administrators at a university or campus-wide level. These positions oversee entire areas of the University or entire colleges. Community Relations and Partnerships: Jobs involve administrative, managerial, or professional work planning and directing a community service or outreach program. Duties typically include fostering/maintaining external relationships, acting as a community liaison, and/or providing a service to one or more community groups. Jobs involve reaching and serving public stakeholders to promote the University, engaging community/industry/business groups on issues of common interest, and helping them to address those issues in ways that advance the University’s research, teaching, and service mission. Typical functions include planning and/or directing a service program and networking with and serving as a liaison with between University faculty and staff and external partners.

Job Family Study Process Review position descriptions Map employees to job family structure Implementation Gather input via SME focus groups and interviews Conduct market pricing analysis Draft classification structure High level view of process Walk through each bullet Review of PD’s by Sibson and analysts Also gather input from SME’s by way of focus groups, interviews and advisory team A draft structure is created Market pricing We place employees into structure Throughout process communication amongst groups, collaborative efforyt Ongoing communication and approvals, as needed

How Jobs are Reviewed Role Requirements Accountability Operational Activity Decision-making Authority Operational Knowledge Education and Experience Management Experience Technical Capabilities Industry Knowledge Planning Horizon Influence on Institution Scope of Measurable Effect Problems Solved So how do we map to structure, here is what is considered Brief examples of each Consequence of error Impact on unit, college or university

University Structure SVP / VP – outside study AVP – outside study Director 2 Director 1 Manager 3 Individual Contributor 3 Manager 2 Individual Contributor 2 Manager 1 Individual Contributor 1 Supervisor 4 Professional 4 Supervisor 3 Professional 3 Supervisor 2 Professional 2 Professional 1 All job families fit in As you kknow labor rep not in study P 1 2 3 is wher bulk is IC 123 is where tech spec, High level engineer with speciality Director very big jobs Supervisory track vs IC We may not use all levels, dependaent on family Labor Represented Positions (not included in study)

Human Resources: Before Many classifications, unclear job titles, and incomplete salary ranges The next two slides provide an example of some project results. This slide shows the HR Job Family prior to the job family study. -Civil Service positions listed on the left, P & A position on the right along with their corresponding salary ranges -many classifications, titles that are not discipline specific ex. administrative aide, admin professional, executive secretary -In some cases salary ranges are out of date with current market or, as you can see in the right hand column, do not exist. -There are 207 people, in 31 different job classifications

Human Resources: After Fewer classifications, clearer job titles, and complete salary ranges Job Family Level Minimum Midpoint Maximum P&A Exempt SVP / VP   AVP HR Director 2 $112,500 $146,000 $180,000 HR Director 1 $97,800 $127,100 $156,500 HR Manager 3 HR Consultant 3 $85,000 $110,500 $136,000 HR Manager 2 HR Consultant 2 $73,900 $96,100 $118,200 HR Manager 1 HR Consultant 1 $64,300 $83,600 $102,900 Civil Service N/A HR Generalist/Specialist 3 $48,600 $63,200 $77,800 Non-Exempt HR Generalist/Specialist 2 $42,300 $55,000 $67,700 HR Generalist/Specialist 1 $36,800  $47,800 $58,900

Administrative - Before

Administrative - current classifications 1,336 employees 5 campuses 25 supervisory/managerial classifications 44 individual contributor classifications

What can we expect? Cost neutral study; vast majority will see no change to their pay. Exceptions: Under minimum of new salary range –pay increase Over maximum of new salary range – pay frozen for up to 3 years Employee group (labor represented, civil service, P&A) Exempt v. non-exempt status http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa

Appeal Process Employees have option to appeal their placement in the new structure Requires supervisor approval Appeal panel made up of subject matter experts and HR classification experts Average of 7% appeals received* Average of 28% appeals granted* *(Appeal metrics as of 10/2014 and do not include previous family studies: Alumni Relations, Communications, IT)

Position Description Collection Submit an up-to-date position description Work with your supervisor to complete Grouped position descriptions appropriate where multiple employees are doing the same job Position descriptions due to your unit HR Office or before January 5, 2015 19

Online Position Description Template

Tips and Tools for Writing your Position Description Template available online; download first Complete all applicable sections in collaboration with supervisor Focus on essential, regular tasks and responsibilities, not infrequently performed work Use your best judgment when determining % of time spent on each essential function Tools available on the website to assist you template user guide, video, sample position descriptions 21

Work Steps and Estimated Timing 1 Completed, approved job descriptions submitted January 5 Advisory Team kick off meeting January PD review and preliminary draft structure developed Jan-February Focus group sessions and interviews Feb-March Salary ranges developed through market pricing February 2nd round focus group sessions March Advisory Team review and final results approved April Employee notification Appeal process May 2 3 4 5 6 7 8 9

z.umn.edu/jobfamilies More Information Position description template Q & A Information session video PD writing workshop Your unit Human Resources Office Job Family Website: z.umn.edu/jobfamilies

Questions?