CLASSIFICATION AND COMPENSATION STUDY

1. CLASSIFICATION AND COMPENSATION STUDY August 2014 Maryland Judiciary

2. Today’s Agenda • Study Overview • Classification Analysis Process • Discussion

3. Why are we doing this study? Maryland Judiciary wants to: 1. Measure the market competitiveness of the Judiciary’s pay and benefits programs 2. Evaluate the classification structure and job descriptions 3. Recommend changes to compensation programs designed to enhance the Judiciary’s ability to recruitand retain staff

4. Expected Outcomes At the conclusion of this project, the Judiciary will have: • Updated classification structure that accurately reflects your job responsibilities and required qualifications • A market assessment that measures the Judiciary’s market position compared to other court systems and local area public and private employers • Recommendations regarding potential changes to pay structures and salary ranges 4

5. Common Concerns About the Study • There will be no decrease in salaries • Pay increases or reclassifications may be considered, but are not guaranteed • No jobs, positions, or personnel will be eliminated as a result of this study

6. Project Timeline

7. Today’s Agenda • Study Overview • Classification Analysis Process • Position Description Questionnaire (by employee/position) • Manager Questionnaire (by classification title) • Discussion

8. Job Analysis Process Employees complete PDQs Supervisors review Each Employee’s PDQ Senior Managers complete “Manager Questionnaires” • What you do—your major duties and responsibilities • The skills and abilities needed to do your work • The minimum requirements and preferences for the position—experience, education, certifications • Provide comments and additions • Can’t change employee’s responses • Separate questionnaire • Completed by (mostly) District Court Division Chiefs and Circuit Court Managers • Focused on the class title (not individual position/person) • Factor levels and ratings used to align jobs for internal equity Success is largely dependent upon your participation

9. Job Analysis ProcessImportant Deadlines Position Description Questionnaires (by person/position) Manager Questionnaires (by title) Sept. 19 Sept. 30 Sept. 30 1 2 3 Supervisors review and send completed PDQs to HR by Tuesday, September 30 Employee complete PDQs and send to Supervisors by Friday, September 19 Manager Questionnaires due to HR by Tuesday, September 30

10. The PDQ Explained PDQ

11. PDQ Cover Page The questionnaire is a fillable form in MS Word. • Save the file as “PDQ-[Job Title-Your last name-Your first name].doc” • For example, if your name is John Doe and your job title is Courtroom Clerk, save the file as PDQ-Courtroom Clerk.Doe.John.docx.

12. PDQ Table of Contents SectionPage

13. PDQ Instructions

14. PDQBasic Job Summary

15. PDQEssential Duties and Responsibilities

16. PDQSupervisory Responsibilities

17. PDQSupervisory Responsibilities

18. PDQMinimum Job Requirements

19. PDQPhysical Requirements

20. PDQWorking Conditions

21. PDQSupervisor’s Review Section Make sure file name is “PDQ-[Job Title-Employee’s Last name-Employee’s First name].doc”. Email the completed questionnaire to ocsa-hris@mdcourts.govno later than Tuesday September 30,2014.

22. The Manager Questionnaire Explained Manager Questionnaire

23. Manger QuestionnaireCover Page The questionnaire is a fillable form in MS Word. Complete one questionnaire for each job title in your organizational unit. Save each file as “MQ-[Job Title-Your Last Name].doc”. For example, if your name is Susan Smith and the job title you are evaluating is Courtroom Clerk, save the file as MQ-Courtroom Clerk.Smith.docx. Email completed questionnaires to ocsa-hris@mdcourts.govno later than Tuesday September 30, 2014.

24. Job Factors This questionnaire asks you to rate each job classification title for each of the following standardized Job Factors. • Formal Education (minimum requirements) • Experience (minimum requirements) • Management & Supervision • Interpersonal/Communication Skills • Freedom to Act and Impact of Action • Technical Skill • Fiscal Responsibility • Working Conditions For each factor, select the one level that best describes what is required by the job or is descriptive of the job. Think about what the job requires most of the time and under normal circumstances, assuming the job is performed in a competent manner.

25. Manger QuestionnaireFormal Education Formal Education This factor measures the minimum formalized training or education that is required for entry into the position. Select the one level that best describes what is required by the job’s duties and responsibilities.

26. Manager QuestionnaireExperience Work Experience This factor measures the minimum level of work experience required for entry into the position, given the minimum education selected in the prior question. Select the one level that best describes what is required by the job. Note: This factor measures minimum requirements, not preferences.

27. Manager QuestionnaireManagement & Supervision Management & Supervision This factor measures the supervisory or managerial role of the job.

28. Manager QuestionnaireManagement & Supervision If this position serves as a lead for OR has direct supervisory responsibility, list job titles and number of positions that this classification typically has responsibility over.

29. Manager QuestionnaireInterpersonal/Communication Skills Interpersonal/Communication Skills This factor measures the job requirements of personal interaction with others outside direct reporting relationships as well as the impact the job has on organizational, departmental or unit objectives, the output of services, or employee or customer satisfaction.

30. Manager QuestionnaireFreedom to Act Freedom to Act and Impact of Action This two-dimensional factor considers: 1. The extent the job incumbent is free to act in the absence of supervision or standard operating policies or procedures; and 2. The degree to which achieving or mishandling of the situation by the job incumbent could affect financial, public, or employee relations aspects of the organization.

31. Manager QuestionnaireTechnical Skills Technical Skill This factor measures the technical job difficulty in terms of the application of the technical skill required by the job. It measures job requirements of complex factors, legislative issues, analysis, and problem solving. The work is performed using technical skills learned either on the job or in an educational setting. Standard:Work product primarily affects unit processes Advanced: Affects accuracy of multiple projects Comprehensive: Consequences of work affect large groups as well as the customer-base at large

32. Manager QuestionnaireFiscal Responsibility Fiscal Responsibility This factor measures the accountability and participation, if any, as it relates to the fiscal accountability for one’s department or assigned area(s) of responsibility.

33. Manager QuestionnaireWorking Conditions Working Conditions This factor measures the surroundings or physical conditions under which the work must be performed, to the extent to which they make the position disagreeable. Where working conditions vary with specified work assignments the degree selected must represent the average of all the conditions encountered. Save each file as “MQ-[Job Title-Your Last Name].doc”. For example, if your name is Susan Smith and the job title you are evaluating is Courtroom Clerk, save the file as MQ-Courtroom Clerk.Smith.docx. Email completed questionnaires to ocsa-hris@mdcourts.govno later than Tuesday September 30, 2014.

34. Today’s Agenda • Study Overview • Classification Analysis Process • Discussion

35. Further Questions 35 DOC# 8027366