0. Government of Newfoundland and Labrador
Job Evaluation Project: Position Description Questionnaire (PDQ) Information and Training Session
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

1. Introductions
Agenda:
Provide you with background and context of the new Job Evaluation System.
Introduce the training session objectives, your role and job evaluation.
Walk-through the Position Description Questionnaire (PDQ).
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

2. Training Session Objectives
Explain your role in the project.
Ensure you understand what job evaluation is and why the project is happening.
Introduce you to the Position Description Questionnaire (PDQ) and walk you through completion of the PDQ.
Ensure you know who to contact if you have any questions or problems.
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

3. Project
Through this project, the Government will define, design and implement a job evaluation and classification system for the unionized employees covering the following groups including:
direct government departments;
education sector (support staff in College of the North Atlantic, Eastern School District, Nova Central District, Western School District, Labrador School District, Conseil scolaire francophone provincial de Terre-Neuve et Labrador);
healthcare sector (Eastern Health, Central Health, Western Health, Labrador-Grenfell Health); and
selected government agencies (Newfoundland Liquor Corporation, Provincial Information and Library Resources Board, Municipal Assessment Agency, Public Utilities Board, Pippy Park Commission).
25,000 employees, allocated to over approximately 900 classifications, will ultimately be covered by this new framework.
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

4. Project Background (cont’d)
NAPE, CUPE, NLNU and AAHP participated on a joint steering committee, which was advisory to Government.
The project has two phases:
Pilot Phase
Main Phase
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

5. Project Objectives
The overall objective is a modern Job Evaluation System, that is more:
efficient,
transparent,
user-friendly, and
simple to understand.
Training sessions for the new system will run from April 22 – June 4, 2010.
Rating of the Job Class Profiles will be concluded by December 2010.
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

6. Job Evaluation Project
Roles in the completion of the PDQ:
Role of the Employee
Role of the Supervisor/Manager
Role of the Permanent Head
Role of the Human Resource Representative
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

7. Introduction to Job Evaluation
A means of determining the relative value of jobs within an organization.
Focuses on job content (“what is done”) and not individual performance or seniority (“how well it is done”).
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

8. Introduction to Job Evaluation
About Government’s new job evaluation framework:
It is a point factor framework
Nine compensable factors have been identified for assessing each job:
A compensable factor is a job element that is valued by the organization and that the organization is willing to pay for
Must cover the four broad criteria of skill, effort, responsibility and working conditions
Sample Factors
Category
Skill
Effort
Responsibility
Working Conditions
Knowledge X
Interpersonal Skills
Physical Effort
Concentration
Complexity
Accountability / Decision Making
Impact
Development & Leadership of Others
Environmental Working Conditions
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

9. Introduction to Job Evaluation
How does a Job Analyst measure different jobs using the same tool?
The same way you would compare fruit such as apples to oranges…
Each fruit has certain characteristics that allow you to compare one to the other, for example:
Texture (smooth to rough)
Calories (minimal to high)
Vitamin content (minimal to high)
Nutritional value (minimal to high)
Size (small to big)
Water content (minimal to high)
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

10. Position Description Questionnaire (PDQ)
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

11. Position Description Questionnaire (PDQ) Overview
Purpose
The PDQ is a tool for collecting meaningful job content information that can be used to evaluate a job against nine compensable factors of the established job evaluation system.
The PDQ is designed so that employees can describe their job functions clearly and accurately.
The PDQ focuses on requirements of the job, rather than employee performance or qualifications.
Instructions
The PDQ can be completed either at work or optionally at home. Please work with your Supervisor/Manager in advance to determine the most appropriate time and location for you to complete the PDQ.
Employers have approved the time needed for employees to complete the PDQ within work hours.
The PDQ is signed-off by employee, Supervisor/Manager and Permanent Head/Designate.
The completed PDQ should be sent to the Classification and Compensation Division within 20 working days following PDQ training.
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

12. Position Description Questionnaire (PDQ) Overview
Process for completing PDQ
Complete PDQ and provide to Supervisor /Manager
Review PDQ, complete assigned section and sign-off
Meet to discuss PDQ
Sign-off that PDQ was reviewed with Supervisor /Manager
Review PDQ, add comments and sign-off
or mail PDQ to C&C (provide employee with copy)
Employee 
Supervisor / Manager
Permanent Head / Designate
HR Unit
Note: For further explanation, refer to pages 3-4 of the PDQ, Process for PDQ Completion.
REMINDER: Completed PDQs should be signed and returned to the Classification and Compensation Division 20 days following training. ! 12
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

13. Position Description Questionnaire (PDQ) Overview
Key Points to remember
The PDQ gathers information on job content (what you do) and not performance (how well you do it).
No points are awarded (or taken away) for spelling and grammar. Point form is acceptable and easy to read or use full sentences. Respond in the way that best allows you to provide a detailed and concise representation of your job.
A helpful method is to read through the PDQ, and over the next few days, consider how you will answer the questions.
Assume that you are describing your work to someone who is not familiar with your environment. Use language everyone will understand.
Boxes and examples – check boxes help you to think through the various types of answers; we ask you for examples in order to provide more information around why you selected a particular check box.
Supervisor comments: the “Supervisor Comments” sections are not intended to be used as a critique, but to clarify and/or fill in any gaps in information provided. It is best for the supervisor to meet with the employee and discuss the issue(s) before providing any comments.
Employees and supervisors/managers should not change comments by the other individual. If there is a disagreement after comments are discussed, this should be noted on the PDQ, Section 16.
If completing by paper format:
Use pen only; no pencil.
Do not use white out - if you make a mistake, cross out and initial changes.
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

14. Completing the PDQ Section 1: Position Identification
Captures information regarding the position, the employee to complete the PDQ, the supervisor/manager responsible for review, and the permanent head/designate who will sign-off on the PDQ.
Section 1: Position Identification
General Description
Thoughts and tips on completing this section
Provide your basic contact information and that of your direct supervisor/manager and permanent head/designate.
Section 2: Overall Purpose of Your Position
Summarizes the objective(s) of the position in three or four sentences – why it exists and how it fits within the organization.
How would you explain your position to someone you meet in an elevator, at a party, etc.
This section is similar to the current job summary section of your current position description.
Use your current up-to-date position description to help complete this section.
General Description
Thoughts and tips on completing this section
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

15. Completing the PDQ Section 3: Key and Periodic Activities
General Description
Describes the various activities that your position is responsible for, to a degree of detail that would allow someone who does not perform the activities to have a general understanding of what you do and how you do it.
Thoughts and tips on completing this section
This section is the most time consuming and the most important. Any one reading the PDQ will refer back to this section for examples and to clarify other information provided in the PDQ. Please be thoughtful when filling it out.
Consider how much time you spend on these activities. We’re looking for an approximation to get a sense of which activities represent the main focus of your job.
The timeframe for activities may vary depending on the structure of your position or type of work performed within your position (e.g. daily, weekly, monthly, annually, seasonal).
You have space for 10 key activities and 5 periodic activities; generally, we have found that for most jobs, 5-7 key activities should adequately describe the work.
Think in terms of larger/broader categories of responsibility.
This section is similar to the duties and responsibilities section of your current position description.
Use your current position description to help complete this section.
In many cases, a critical part of your job may be done periodically – please be sure to note where this is the case.
To help estimate time percentages, time conversion guidelines are provided. The approximate percentage of all of your activities adds up to 100%.
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

16. Completing the PDQ Section 4: Factor 1, Knowledge
General Description
Captures information regarding the types of knowledge required to perform the activities described and how that knowledge is applied and adapted to complete the activities. Knowledge may be acquired in a number of ways (e.g., training, school, on the job).
Thoughts and tips on completing this section
Refer back to the Key and Periodic Activities you’ve just described – what kind of knowledge is required to perform those activities?
Think of knowledge as broadly as you can – how do you learn to do the job that you do and what types of things do you need to know about? (e.g. on the job learning, technical tools and systems, processes, the environment, the industry and other stakeholders).
Look at what knowledge is required to do your job; not your personal qualifications.
It may be beneficial to sit down with your supervisor/manager or HR representative to discuss this section before you start.
Consider different types of knowledge such as:
Computer-based technology
Policies and procedures
Regulations and legislation
Instructional methods
Technical and operational
Mathematical
Health and safety standards and procedures
Administrative Procedures
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

17. Completing the PDQ Section 5: Factor 2, Interpersonal Skills
General Description
Captures information regarding the individuals and groups that your position interacts with, how frequently those interactions occur and the types of communication and interpersonal skills used in those interactions.
Thoughts and tips on completing this section
Who do you interact with, and how/why? Please provide examples of your position’s regular interactions and the skills that you use when you interact and communicate with other people.
Feel free to list any “Other” contacts that you interact with and provide examples.
Try to focus on the most critical situations and interactions that are an on-going part of your job.
In addition to the check lists, open ended questions are available. Use this space to try to capture anything that may have been missed (e.g. things you do infrequently) or specific situations.
Think of situations where you are required to interact or communicate with others. Consider how you might use some of the following communication or interpersonal skills:
Effective listening
Interviewing skills
Presentation skills
Collaboration
Influencing/ persuading
Conflict resolution skills
Moderation/facilitation
Listening skills
Communicating factual, complex and/or technical information (verbally or in writing)
Advocacy skills (speaking on behalf of someone else)
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

18. Completing the PDQ Section 6: Factor 3, Physical Effort
General Description
Explains the degree to which physical effort is required to complete job activities.
Thoughts and tips on completing this section
This includes:
- Physical exertion and handling
- Manual dexterity (This includes both gross and fine motor skills. Gross skills include abilities required to control the large muscles of the body for walking, running, sitting, crawling and other activities. Fine motor skills include small movements of the hands, wrists, fingers, feet, and toes. )
- Body postures and movements
- Body control and reflex requirements while using mechanical and other aids to meet the physical demands of the work.
Consider how often effort is required
What effect does the effort have (e.g. physical injury)
What do you do to manage the effects (e.g. take a break)
Types of Effort:
Standing on your feet or sitting at a desk for long periods of time
Working in confined spaces
Working with mechanical tools
Working with medical instruments
Walking
Lifting
Pushing
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

19. Completing the PDQ Section 7: Factor 4, Concentration
General Description
Captures information regarding the degree to which visual, auditory and/or concentration effort is required to complete job activities.
Thoughts and tips on completing this section
When providing examples for types of concentration effort relevant to your position, please indicate:
How frequently this type of effort is required – occasionally, regularly, constantly
The effect that exerting a particular effort has on you – stiff back/neck, headaches, physical or mental fatigue
The steps you take to manage those effects – take regular breaks, stand up and stretch, change focus to another activity
Types of Concentration Effort – Things to think about
Visual
Auditory
Concentration
Staring at a computer screen
Using multiple monitors
Reviewing drawings or graphics (with many details)
Frequent and/or prolonged telephone use
The requirement to wear and use a headset on a regular basis
Skills needed to listen to direct/face-to-face interactions
Repetitive tasks and or tasks that require precision (e.g., entering/ verifying data)
Completing multiple tasks within tight deadlines
Attentiveness required and effects of interruptions
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

20. Completing the PDQ Section 8: Factor 5, Complexity
General Description
This section focuses on the amount and difficulty of analysis, problem solving, creativity and/or reasoning required to perform the job. This section measures the conceptual demands of the position as characterized by:
Breadth and depth of job scope
Mental challenge
Degree of position structure and planning requirements
Thoughts and tips on completing this section
When thinking of problems and/or challenges, think of those that you resolve and deal with on a regular, ongoing basis.
Identify the types of routine and non-routine issues and challenges that the position is required to resolve. Think about, what kind of resources are available to resolve those issues and how many elements, related and unrelated, that must be considered when resolving issues and challenges.
Think of the mental effort required to address issues and challenges in terms of the:
Do pre-determined processes, procedures, systems and/or routines exist?
Extent to which data and relevant information is known, readily available and/or easily accessible
Degree of analysis, assessment and/or interpretation required for problem solving and solution definition
Level of innovation and/or creativity in problem solving
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

21. Completing the PDQ
Section 9: Factor 6, Accountability and Decision-Making
General Description
Captures information regarding the types of decisions that the position is responsible for making.
This section measures the level of accountability and decision-making associated with your position.
Thoughts and tips on completing this section
Please include examples from your regular, ongoing responsibilities, or that relate to the activities that you listed in the Key and Periodic Activities section. Please use examples to illustrate the important impacts of your position.
What decisions and actions can you take independently, and for what do you need approval from others?
Decision making authority is not always “black and white” – in a team environment, decisions may be a shared responsibility. How do you assist the organization in making decisions?
Where does ultimate accountability lie? Do you offer support to the decision making process? Which decisions are you ultimately accountable for versus those that you offer advice and input into?
Characteristics to be considered include:
Level of work review or supervision received
Nature of delegated authorities and prescribed decisions, and processes
Extent to which discretion and independence of action are required
Overall accountability given the nature of the work
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

22. Completing the PDQ Section 10: Factor 7, Impact
General Description
Captures information regarding the types of outcomes that result from the decisions and actions that your position is responsible and accountable for and the impact of those decisions and actions.
Thoughts and tips on completing this section
Please include examples from your regular, ongoing responsibilities, or that relate to the activities that you listed in the Key and Periodic Activities or Factor 6: Accountability and Decision-Making section. Please use examples to illustrate the important impacts of your position.
Remember to consider the policies and procedures that are in place to provide quality and safety checks and manage potential risks.
When providing examples, try to think of consequences that are the result of the informed, thoughtful choices that you make, not the result of negligence, inability and/or inexperience.
Where are the results typically felt? If you are part of a process, do your decisions impact other employees, programs and processes? If you have the “final say”, do your decisions have a direct impact on customers or stakeholders?
Given the decisions that you make and the accountabilities that you have, consider the impacts on:
Technical information
The community
Financial resources
Material resources
Customers / clients / patients
Public safety
Employer’s public image
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

23. Completing the PDQ
Section 11: Factor 8, Development & Leadership of Others
General Description
Captures information regarding the activities and behaviours that your position is responsible for carrying out that contribute to the development and/or leadership of other employees.
Thoughts and tips on completing this section
Please include examples from your regular, ongoing responsibilities, or that relate to the activities that you listed in the Key and Periodic Activities section. Please use examples to illustrate the important impacts of your position.
What do you do to lead, help lead or develop people in your organization? There are many ways that you can provide leadership within your work group, function and/or department (e.g., providing advice and guidance, scheduling the work of others, providing orientation to new colleagues/peers, providing technical mentorship).
This section focuses on formal and informal development and leadership responsibilities that are a responsibility of your job.
If you supervise people, who do you supervise and what are the activities and responsibilities that you carry out in this regard?
Be sure to provide at least one example to illustrate the check boxes that you have selected. Examples are essential to providing a clear picture of how you contribute to leading and developing others.
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

24. Completing the PDQ
Section 12: Factor 9, Environmental Working Conditions
General Description
Captures information regarding the working environment in which the activities performed by your position must be completed.
Thoughts and tips on completing this section
This factor recognizes the physical and psychological environment in which the work must be performed. Consider the environment in which you are required to work (e.g. warehouse, marine vessel , laboratory, outside, office cubicle).
How frequently and/or regularly do you encounter these types of conditions?
What kind of precautions do you have to take? Are there any inherent health and safety issues, whether frequently, occasionally or infrequently?
This factor also considers the requirement for work-related overnight travel (not commuting) and the requirements to be on the road overnight or for days at a time.
This factor is intended to measure working conditions that have a potential adverse effect on your position but are still essential to your position. It does not look at conditions that, if they were to be removed, you could still perform all of the activities required.
This factor considers the environmental working conditions that are “inherent to your job”, not those conditions that are the “result of the workplace”.
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

25. Section 13: Your Comments Section 15: Supervisor/Manager Comments
Completing the PDQ
This section provides space for you to make any additional comments regarding your position, the questionnaire, and/or the process of collecting job information.
Section 13: Your Comments
This section includes an evaluation of the training and support provided for completion of the PDQ as well as an overall assessment of the PDQ.
Please take the time to complete as feedback will be used to make improvements to the questions, training and support provided for the PDQ. This section should take at most 5 minutes to complete.
Section 14: Evaluation
This section provides space for your Supervisor/Manager to make any additional comments regarding your position.
This is the ONLY section to be completed by supervisor/managers.
Section 15: Supervisor/Manager Comments
This section is used to add any additional comments based on employee and Supervisor/Manager review and discussion of the PDQ.
Section 16: Employee, Supervisor/Manager and Permanent Head/Designate Discussion Notes
Once the Supervisor/Manager and Employee have completed and reviewed each section, the final page of the PDQ must be signed by both and then provided to the Permanent Head/Designate to review and sign-off. Note: If completed electronically, names should be typed.
This signature is to acknowledge each party has completed their section and reviewed the PDQ together. Signature does not mean agreement on content.
Section 17: Employee, Supervisor / Manager, and Permanent Head / Designate Signatures
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

26. Questions During the Process
Contact Information
As you complete your PDQ, if you have any questions or concerns regarding how to respond to a question or section, or questions on the process of completing and submitting the PDQ, you should reach out to your Supervisor/Manager, your HR Department, or the Classification and Compensation Division.
For any other project related questions (i.e. questions not concerning the completion of your PDQ), also contact the Classification and Compensation Division at,
Telephone:
Toll-free:
Once all participants have signed in the appropriate sections, the Supervisor/Manager or HR Unit must submit the completed PDQ document to the Classification and Compensation Division by or mail:
Classification and Compensation Division, PSS
P.O. Box 8700
St. John, NL A1B 4J6
PDQs should be submitted within 20 days of training. !
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

27. Questions and Feedback
Any questions?
Anything you want to review in greater detail?
Any additional feedback?
THANK YOU
For participating in this information and training session
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

28. Appendix: List of Acronyms
JES – Job Evaluation System
PDQ - Position Description Questionnaire
C&C - Classification and Compensation Division
PSS – Public Service Secretariat
NAPE – Newfoundland and Labrador Association of Public and Private Employees
AAHP - Association of Allied Health Professionals
NLNU - Newfoundland and Labrador Nurses Union
CUPE - Canadian Union of Public Employees
PCN – Position Control Number
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training

29. Appendix: Definitions
Job evaluation - a means of determining the relative value of jobs within an organization
Position – total work assignment of an individual employee comprised of specific duties/responsibilities
Job – the total collection of tasks, duties and responsibilities assigned to one or more individuals whose work is of the same nature and is performed at the same level
Job Family – a group of jobs having the same nature of work (e.g., nursing) but requiring different levels of skill, effort, responsibility and/or working conditions
Position Description – a description of the work within your position
Job Description – a description of the work required for a group of individuals doing the same work
Classification Specification – document currently used by Government to define the type of work performed within a specific job. Includes illustrative examples of work, desirable experience and training
Job Class Profile – document that will result from PDQ. Includes job summary, main activities, and summary requirements for each job category / factor (skill, effort, responsibility, working conditions)
Benchmark Job – a standard job used for making comparison to develop or validate a job worth hierarchy
Position Description Questionnaire (PDQ) – a tool for collecting job content information that can be used to evaluate a job against the established job evaluation system
Government of Newfoundland and Labrador Job Evaluation System, PDQ Training