Human Resources Office of 1 Job Classification System Redesign Information Session Student Services July 2014 Sheila Reger, HR Consulting Manager Matt Ream, Senior Compensation Analyst

Human Resources Office of 2 Agenda Welcome About the project Stakeholders University-wide classification structure Writing your position description Work steps and timing Resources

Human Resources Office of 3 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

Human Resources Office of 4 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; 10 are complete Anticipated completion early 2015 Collaborative approach focused on communication and consensus-building 3

55 Job Family Project Schedule GroupJob 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 August 2014 Health Care & Animal Care H Administrative October 2014 N/A IT Initial review complete, follow-up review TBD Alumni Relations Communication Estimated completion date for each job family is 2 – 4 months.

Human Resources Office of 6 Project Stakeholders Advisory TeamFocus GroupsSteering TeamIndividual 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

Human Resources Office of 7 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 Ongoing communication and approvals, as needed

8 8  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 How Jobs are Reviewed

9 9 University Structure SVP / VP – outside study AVP – outside study Director 2 Director 1 Manager 3Individual Contributor 3 Manager 2Individual Contributor 2 Manager 1Individual Contributor 1 Supervisor 4Professional 4 Supervisor 3Professional 3 Supervisor 2Professional 2 Professional 1 Labor Represented Positions (not included in study)

10 Human Resources: Before Many classifications, unclear job titles, and incomplete salary ranges

Human Resources Office of 11 Job Family LevelMinimumMidpointMaximum P&A Exempt SVP / VP AVP HR Director 2$112,500$146,000$180,000 HR Director 1$97,800$127,100$156,500 N/A HR Manager 3HR Consultant 3$85,000$110,500$136,000 HR Manager 2HR Consultant 2$73,900$96,100$118,200 HR Manager 1HR 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 Human Resources: After Fewer classifications, clearer job titles, and complete salary ranges

12 Possible results 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

Human Resources Office of 13 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 19% appeals granted * *(Appeals metrics as of 6/19/2014 and do not include previous family studies: Alumni Relations, Communications, IT)

Human Resources Office of 14 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 HR Lead on or before due date 3

Human Resources Office of 15 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 3

Human Resources Office of 16 Drafting Your Position Description Brown Bag Workshops Thursday, July 17, 11: :30 Friday, July 18, Noon - 1:00 Donhowe - Room 210 Drop in for individual assistance - Help getting started -Review and edit your current draft -Get your questions answered -Sign up at the Job Fam website

17 Work Steps and Estimated Timing

Human Resources Office of 18 More Information Position description template Q & A Information session video Register for the PD writing workshop Job Family Website: z.umn.edu.jobfamilies

Human Resources Office of 19 Questions?