Update on Job Reclassification System Redesign Project

Civil Service Senate

Patti Dion, Employee Relations DirectorSheila Reger, OHR Consulting Team Manager

February 19, 2014

What We Will Cover Today

• Project Goal• Project Timeline and Progress• University Structure• Metrics• Salary Impact• Employee Group Changes• Q and A

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.

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

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.

HumanResourcesOffice of

Job Family Project ScheduleGroup Job Family

Estimated Start Date(After Position Descriptions Received)

A Human Resources August 2013Legal

B Campus Operations & Protection October 2013Libraries & Museums

CCommunity Relations

December 2013Business DevelopmentPre K-12 Education

D Purchasing/Audit February 2014Grant Administration

E Education, Instructional Services, & Teaching April 2014Development

F Athletics & Recreation June 2014Student Services

G Research July 2014Health Care & Animal CareH Administrative October 2014

N/A

ITCompleted

Sibson to review from August – November 2013

Finance (excludes Purchasing and Audit)Alumni RelationsCommunication

HumanResourcesOffice of

University StructureBroad Level University Level

Executive LeaderSVP / VP

AVP

DirectorDirector 2

Director 1

Supervisor/ Manager

Senior Level Individual

Contributor (IC)

Manager 3 IC 3

Manager 2 IC 2

Manager 1 IC 1

Professional Level Individual Contributor (IC)

Professional 4

Professional 3

Professional 2

Professional 1

Labor Represented Positions (not included in study)

HumanResourcesOffice of

How Jobs are Mapped to the Structure

Role Requirements Accountability

· 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

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.

Positions Reviewed

Job Family Number of Positions Reviewed

IT 1091Finance 630Alumni Relations 215Communications 406HR 197Legal 40Campus Operations 467Libraries and Museums

192

Total 3256

**Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

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.

Salary Impact

IT Job Family # of

Employees$ Impact

Above the New Range 43 $271,516

Below the New Range 83 ($295,831)

Human Resources Job Family# of

Employees$ Impact

Above the New Range 11 $65,900Below the New Range 8 ($22,723)

*Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

Salary Impact

Legal Job Family # of

Employees$ Impact

Above the New Range 0 -

Below the New Range 3 ($18,372)

Campus Operations Job Family

# of Employees

$ Impact

Above the New Range 15 $43,545

Below the New Range 20 ($43,112)

*Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

Salary Impact

Libraries and Museums Job Family # of

Employees$ Impact

Above the New Range 1 $1601

Below the New Range 20 ($67,550)

*Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

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

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

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

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

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/jobfamilies

Questions?