State Classification Process

Presented by:

Irene S. Cabral and State Classification and Compensation

Staff

Seminar Objects

• Provide overview of the State Classification System

• Provide request and review process for: – agency reclassification requests– agency reorganizations– salary additives and special pay– Special risk designation

• Provide update on new processes and concepts• Facilitate discussion on specific issues relating to

State classification and compensation policies

State Classification System

• 2001 Service First Legislation created a new classification system called Broadband

• Moved over 16,000 positions from Career Service to Select Exempt Service pursuant to the definitions in S. 110.205 (x) and S. 447.203 (4) and (5), F.S.

Broadband System

• Collapsed old class system including approximately 3,300 classes into 23 Job Families

• Based on the Standard Occupational Classification System – – Grouping and numbering system that describes

types of work– Developed by the US Dept. of Labor -

http://online.onetcenter.org/

Broadband Organization

• Job Families – 23 • Occupational Groups – Up to 38• Occupations – approx. 232• Crosswalked old Classes to relevant Broadband

codes - http://dms.myflorida.com/dms/workforce/human_resource_management/broadband_classification_and_compensation

• Provides Occupational Profiles

Classification of State Positions• Focus on Pay Plans 01 (Career Service), 07

(EOG), 08 (Select Exempt), 09 (Senior Management)

• Rely on language in Chapters 110.205 (x) and 447.203 (4) and (5), F.S.

• Require approval from DMS pursuant to Rule 60L-32

Chapter 110.205(x), F.S.

• Managerial employees, as defined in s. 447.203(4), confidential employees, as defined in s. 447.203(5), and supervisory employees who spend the majority of their time communicating with, motivating, training, and evaluating employees, and planning and directing employees' work, and who have the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action, including all employees serving as supervisors, administrators, and directors.

Chapter 447.203(4), F.S.

(4)  "Managerial employees" are those employees who:

• (a)  Perform jobs that are not of a routine, clerical, or ministerial nature and require the exercise of independent judgment in the performance of such jobs and to whom one or more of the following applies:

• 1.  They formulate or assist in formulating policies which are applicable to bargaining unit employees.

• 2.  They may reasonably be required on behalf of the employer to assist in the preparation for the conduct of collective bargaining negotiations.

Chapter 447.203(4), F.S.

• 3.  They have a role in the administration of agreements resulting from collective bargaining negotiations.

• 4.  They have a significant role in personnel administration.

• 5.  They have a significant role in employee relations.

• 6.  They are included in the definition of administrative personnel contained in s. 1012.01(3).

• 7.  They have a significant role in the preparation or administration of budgets for any public agency or institution or subdivision thereof

Chapter 447.203 (5), F.S.

•  "Confidential employees" are persons who act in a confidential capacity to assist or aid managerial employees as defined in subsection (4).

Classification Request Packages

• Submit written request to DMS/HRM. The request should include:– Information on the change (current and proposed):

position number, pay plan, Broadband Occupation and Class title

– Justification for the change

• Position description (hard copy and/or electronic)• Organization Charts – current and proposed (hard

copy and/or electronic)

Agency Reorganizations Requests

• Reviewed by DMS/HRM and approved by OPB/EOG

• DMS/HRM conducts a thorough technical review of position reclassifications, organization structure, Statutory provisions

• OPB reviews package after DMS’ has issued a recommendation

What Needs to be included in Reorganization Requests

• Prepare justification of request (narrative support for reorganization request)

•  Submit reason for reorganization (e.g., mission change, increased efficiency, change in law, growth, etc.)

•  Cite statutory requirement and authority•  Identify efficiency/effectiveness enhancements,

productivity increases, and/or cost savings/cost avoidance

•  Submit results of agency internal audits or reviews supporting the purpose of the reorganization, if available

What Needs to be included in Reorganization Requests (Cont.)

• Prepare Organization Charts (current and proposed) that clearly depicts function organization and position information

• Prepare an Attachment A form• Prepare Position Descriptions (PDs) for all

positions impacted by the reorganization. If there are reclassification involved, please refer to the reclassification procedures

• Submit a copy of the request to OPB at the same time you submit the request to DMS

What we do with the requests• All reclassification and reorganization requests are logged

into our internal tracking system at the time they are received and assigned to the Human Resources Analyst

• Packages are reviewed for consistency with Chapter 20, F.S. and other applicable law by the Analyst and agencies are contacted if clarification or more information is needed

• A recommendation letter is issued and submitted to OPB along with the entire package (including any new information gathered during the review process)

• Once OPB reviews and approves the package, DMS issues the final approval with effective dates

What we are working on …

• Revamping the review procedures with OPB in order to facilitate and expedite the review and approval process;

• Researching where we can use technology for electronic submissions, transmissions, etc.;

• Looking at existing Rules

Salary Additives- Authority

• Chapter 110.2035, F.S. provides for the following:– Shift differentials– On-Call– Hazardous-duty pay– Lead-worker pay– Temporary special duties pay– Trainer-additive pay– Competitive area differentials– Critical market pay

• Rule 60L-32, FAC, provides for a description of these.

Temporary Special Duty

• Rule 60-32L allows agencies to approve this additive to employees up to 90 days.

• If the added duties will exceed the 90 days, the agency will need to submit a written request to DMS for approval.

• The request will need to be submitted prior to the expiration of the 90 days

Temporary Duty Additive – Request Process

• Submit a cover letter to DMS detailing the request and reason for extended period of the additive.

• Provide a current Position Description of the employee assuming the additional duties

• Provide a current Position Description of the employee whose duties have been assumed

• Provide a clear timeframe for the additive

Competitive Area Differential

• Based on geographic market analysis and turnover data

• Have not established a need CAD in over 10 years

• Currently Class based

• State Salary Survey will assist in revamping this additive

Special Risk Retirement

• Criteria for special risk eligibility is stated in S. 121.0515, F.S. and consist of the following:– Law enforcement officers whose duties include

the apprehension, pursuit, and arrest of law violators OR a supervisor or command officer of a special risk member(s);

Special Risk Retirement (Cont.)

• Firefighter employed solely with the fire department of an agency of state government and their duties include on-the-scene fighting of fires or direct supervision of fire fighting units; or, a supervisor or command officer of a special risk member(s);

Special Risk Retirement (Cont.)

• Correctional officer whose primary duties include the custody and physical restraint of prisoners or inmates within a prison,jail or other criminal detention facility or while on work detail outside the facility or while being transported , or, a supervisor or command officer of a special risk member(s)

Special Risk Retirement Request

• Agency submits a cover letter to DMS/HRM citing the appropriate Statutory justification for the status change, additionally the agency should provide:– Position number– Current and proposed Broadband Occupation

code– Current and proposed Class title and code– Current and proposed pay grade and band

Special Risk Retirement Process

• DMS/HRM receives the agency request• Request is logged and assigned to HR Analyst and

reviewed against the Statute• Recommendation memo is issued to the Division of

Retirement for final approval• Division of Retirement notifies HRM of its

determination• Agency is notified by HRM in writing• Special Risk designator is then “checked” by

agency in the People First System

Special Risk – Other Law

• 2005-06 Session passed SB 60 into law providing for certain disciplines within the forensic field to be considered by DMS for special risk

• These requests are routed directly to the Division of Retirement and HRM is notified of the final determination.

Questions? Concerns?? Clarification???

Thank you for your interest!!

If you have any questions, please contact

Irene Cabral, 850-488-2445 or e-mail at Irene.Cabral@dms.myflorida.com