1. Update on Job Reclassification System Redesign Project Civil Service Senate Patti Dion, Employee Relations Director Sheila Reger, OHR Consulting Team Manager February 19, 2014

2. What We Will Cover Today Project Goal Project Timeline and Progress University Structure Metrics Salary Impact Employee Group Changes Q and A

3. Job Classification Redesign Goal: Create and implement a classification system that provides: managers and employees transparent career paths, a classification structure that provides clarity and ease of administration, optimal utilization of payroll dollars, and the ability to attract, engage, and retain high performing employees.

4. About the Project Civil Service and P&A positions on all five campuses Approximately 10,000 employees management professional administrative 18 total job families; eight are complete Collaborative approach focused on communication and consensus-building

5. Collaborative Process for Each Job Family Communicate project purpose to impacted employees, supervisors, and managers. Gather information from employees, supervisors, and managers. Position descriptions, org charts, annual reports, other data and information Consult and collaborate with employees, supervisors, and managers during the data collection process. Advisory groups, focus groups, interviews Conduct analysis. Develop new classification structure. Conduct market salary analysis. Map employees to structure in consultation with leadership. Communicate new structure to employees and implement.

6. Human Resources Office of 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 F Athletics & Recreation June 2014 Student Services G Research July 2014 Health Care & Animal Care H Administrative October 2014 N/A IT Completed Sibson to review from August – November 2013 Finance (excludes Purchasing and Audit) Alumni Relations Communication

7. Human Resources Office of University Structure Broad LevelUniversity Level Executive Leader SVP / VP AVP Director Director 2 Director 1 Supervisor/ Manager Senior Level Individual Contributor (IC) Manager 3IC 3 Manager 2IC 2 Manager 1IC 1 Professional Level Individual Contributor (IC) Professional 4 Professional 3 Professional 2 Professional 1 Labor Represented Positions (not included in study)

8. Human Resources Office of How Jobs are Mapped to the Structure  Education and Experience  Management Experience  Technical Capabilities  Industry Knowledge  Operational Activity  Decision-making Authority  Operational Knowledge  Planning Horizon  Influence on Institution  Scope of Measurable Effect  Problems Solved

9. Job Family Study Metrics Number of job family studies complete: 8 of 18 (44.4%) Number of positions reviewed: 3256 of 9,819 * (33.16%) *9,819 active P&A and Civil Service employees as of 11/6/2013. Note: this number will change as employees are hired, depart, or move into or out of these job families.

10. Positions Reviewed Job FamilyNumber of Positions Reviewed IT1091 Finance630 Alumni Relations215 Communications406 HR197 Legal40 Campus Operations467 Libraries and Museums 192 Total3256 **Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

11. Impact on Employee Salary Most employees will see no impact on salary A small number are below the minimum or above the maximum salary range for their classification –For those below range minimum: Salary will be brought up to the range minimum effective February 24, 2014 –For those above the range maximum: Salary will be frozen for three years or until the range catches up to the salary. If still above the range after 3 years, salary will be adjusted to the top of the range.

12. Salary Impact IT Job Family # of Employees $ Impact Above the New Range43$271,516 Below the New Range83($295,831) Human Resources Job Family # of Employees $ Impact Above the New Range11$65,900 Below the New Range8($22,723) *Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

13. Salary Impact Legal Job Family # of Employees $ Impact Above the New Range0- Below the New Range3($18,372) Campus Operations Job Family # of Employees $ Impact Above the New Range15$43,545 Below the New Range20($43,112) *Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

14. Salary Impact Libraries and Museums Job Family # of Employees $ Impact Above the New Range1$1601 Below the New Range20($67,550) *Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

15. HR Job Family Study Results Total number of positions mapped: 191 (204 reviewed) Distribution by employee group Civil Service: 110 P&A: 78 Labor Represented: 3 Distribution by type of moves Civil Service to Civil Service: 91 Civil Service to P&A: 4 P&A to Civil Service: 21 P&A to P&A: 72 Civil Service to Labor Represented: 3

16. Legal Job Family Results Total number of positions mapped: 37 Distribution by employee group Civil Service: 10 P&A: 27 Labor Represented: 0 Distribution by type of moves Civil Service to Civil Service: 9 Civil Service to P&A: 0 P&A to Civil Service: 3 P&A to P&A: 24 Civil Service to Labor Represented: 1

17. Campus Operations and Protection Job Family Study Results Total number of positions mapped: 485 reviewed Distribution by employee group Civil Service: 292 P&A: 191 Labor Represented: 2 Distribution by type of moves Civil Service to Civil Service: 269 Civil Service to P&A: 112 P&A to Civil Service: 22 P&A to P&A: 79 Civil Service to Labor Represented: 2 Total number of employees moving employee groups: 137

18. Libraries and Museums Study Results Total number of positions mapped: 192 Distribution by employee group Civil Service: 23 P&A: 168 Labor Represented: 1 Distribution by type of moves Civil Service to Civil Service: 22 Civil Service to P&A: 38 P&A to Civil Service: 1 P&A to P&A: 130 Civil Service to Labor Represented: 1

19. Tips for Job Family Readiness Be aware of the project schedule. Prepare your position description in advance. –Use the template provided on the website –Group like positions together and submit one position description (same duties, reporting structure, etc.) Attend employee information sessions. Visit the job family project website: z.umn.edu/jobfamiliesz.umn.edu/jobfamilies

20. Questions?