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

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

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

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; 14 are complete
Anticipated completion Spring 2015
Collaborative approach focused on communication and consensus-building 4

5. 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

6. 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

7. 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.

8. 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.

9. 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.

10. 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

11. 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

12. 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 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)

13. 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

14. 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

15. Administrative - Before

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

17. 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

18. 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)

19. 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

20. Online Position Description Template

21. 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

22. Work Steps and Estimated Timing1
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

23. 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

24. Questions?