Position Description Questionnaire (PDQ) Training Session

1. Willamette University March 2014 Position Description Questionnaire (PDQ) Training Session How to Complete the PDQ Questionnaire to Help with the Creation of Accurate, Effective Job Descriptions

2. Willamette Compensation/Classification Program Study • Classification structure • Reporting relationships • Job levels/families • Job/work design • Titles • Job documentation • Evaluation factors • Internal versus external emphasis • Evaluation process Integrated CompensationProgram JobStructure Job Analysis and Evaluation Institutional Strategy Compensation Philosophy Outcomes Pay Delivery SalaryStructure • Strategic compensation program to attract/retain qualified staff • Foundation for other human capital initiatives • Credible within internal community • Understandable by leadership, administrators, and staff • Vision statement • Program model • Internal/External Value • Comparison Markets • Link to performance • Communication • Governance Mission, Vision, and Strategic Goals of the institution • Pay progression • Pay opportunitylinked to level • Variable or incentivepay • Pay administration • Salary levels, bands, and ranges • Control mechanisms • Link to the market • Structure movement

3. Project Timeline (Planned)

4. Today’s Objectives 1 Understand why the Position Description Questionnaire (PDQ) was developed and what it will be used for 2 Review the new PDQ Tool and learn how to use it 3 Discuss the process for completing and submitting PDQs

5. Why Are PDQs So Important? The PDQ process allows exempt and non-exempt staff employees and supervisors to describe the critical elements of work and responsibilities of jobs which become the basis of Job Description Specifications • The PDQ process supports the overall compensation program development by: • Providing clearly defines roles, responsibilities and accountabilities • Supporting the foundation of Willamette’s job structure by providing staff with clear job progressions • Supporting the development of consistent and appropriate use of job titling across Willamette • Developing accurate position descriptions help create precise assessments of Willamette’s market pay competitiveness across all positions • Defining how staff might develop towards their own professional/career goals and meet the needs of Willamette • PDQ output provides the foundation for several Human Resource programs: • Compensation Management • Performance Appraisals • Recruitment • Staff Development • HR Compliance

6. Benefits of the PDQ Process The PDQ Tool is developed in a format that: • Is easy to complete by staff • Is not highly dependent on individual writing styles • Collects the same type of information for all positions in a clear, consistent format • Can be used on an on-going basis when jobs change significantly or new jobs are introduced and revisions to, or new position descriptions are necessary Willamette, with the help of Sibson Consulting to ensure all critical information is captured to support the development of current and accurate Job Description Specifications.

7. Position Description QuestionnaireRoles in completing PDQs • Individual Employees are responsible for ensuring that: • PDQs are complete and submitted on time • Reference documents (e.g., job descriptions) are utilized when available to ensure completeness of PDQs • Supervisors are responsible for: • Ensuring all PDQs within their department have been completed and are accurate • Signing off on completed questionnaires of their direct reports • Ensuring that employee and manager have consensus on the final PDQ • Human Resources will be responsible for ensuring that: • PDQs have been reviewed and discrepancies have been addressed • PDQs are consolidated for different employees in the same jobs ILLUSTRATIVE EXAMPLE Steve, Bob, and Emily complete their own PDQs (soliciting supervisor input during completion), then Susan reviews and approves all three position descriptions. Supervisor: Susan Individual Employee: Steve Title: Coordinator, Benefits Individual Employee: Bob Title: Coordinator, HR Data Individual Employee: Emily Title: Staff Assistant, HR Human Resources uses the consolidated PDQS to ensure job descriptions are current and accurate.

8. Position Description Questionnaire Process Complete Individual PDQ Position Description Questionnaire Review by Manager / Supervisor PDQ Review by Human Resources Consolidation of like Position Description Questionnaires into job description specifications Job description specification review byHuman Resources Final Job Description Specification • Individual employees are responsible for making sure PDQs are completed • Upon receiving email that PDQ has been completed, supervisors review content of and discuss questionnaire with employee • Human Resources is ultimately responsible for making sure all position description questionnaires have been completed and discrepancies have been addressed • Review to ensure PDQ does not under- or over-estimate duties • Assess and identify like questionnaires to use in creating updated job description specifications • Jobs with similar responsibilities, required skills, and experiences will be grouped together • Review to ensure job description specification captures generic duties of job at the University • Some job descriptions will cover multiple incumbents. Others will cover a single incumbent • Output to be used in hiring, job categorization and market analysis The result is a complete, up-to-date set of Willamette staff job descriptions for ongoing administration.

9. Important Considerations in Completing and Reviewing your PDQ When completing the PDQ questionnaire: • Describe the position, not the person • Describe the current position content, not anticipated changes or outdated functions no longer in use • Only duties occurring currently should be captured on the PDQ • Do not include temporary assignments / job responsibilities that will not be a permanent part of the job’s responsibilities going forward • Avoid jargon, spell out acronyms, and define technical terms (when necessary) • Use position titles or roles when referring to others at Willamette • Use names of people only when specifically requested You may be asked to review and discuss the content of your draft position description with your supervisor.

10. Accessing the PDQ Tool On Tuesday, April 15, 2014 all participating Willamette employees received an email from “Willamette Human Resources” which included a unique link to access and complete the PDQ Note: Each link is unique to the email recipient; please do not forward the email Each employee should complete their PDQ by Friday, May 2, 2014

11. Position Description Sections I.Introduction / Purpose II.Demographics III. Job Summary/Major Function & Primary Job Responsibilities IV.Supervisory Responsibilities V. Fiscal Responsibility VI.Academic Student Success VII. Education VIII.Work Experience IX.Knowledge X. Problem Solving XI. Independence of Action XII.Skills XIII.Collaboration / Interaction XIV.Decision Making XV.Breadth of Responsibility XVI.Physical Requirements XVII. Special Conditions of Employment for the Position XVIII. Travel Required / Working Hours XIX. Additional Comments XX. Submitting your PDQ

12. I. Purpose • Explains the purpose and intent of this questionnaire • Provides instructions on how to complete the questionnaire • Requires employee to provide their 6 or 7 digit Employee ID number • IMPORTANT: If your Employee ID number is 0123456, you only need to enter 123456, do not include the zero in front of the number. Shows introduction to and purpose of the Position Description Questionnaire .......

13. II. Demographics Your Employee ID will automatically pull up information to auto-populate the data in the Demographics section. Please confirm that the demographic information is correct. You are able to change information in these fields if the information is not current. Provides important position identifying information to the employee

14. III. Job Summary / Primary Job ResponsibilitiesJob Summary • This is a brief Job Summary of the position’s responsibilities at Willamette—an “elevator summary” • You meet an old friend in an elevator. How would you describe your position in such a brief time? • Sometimes this is easier to draft after you have finished the rest of the PDQ • If you need help, you can obtain your current position description from Human Resources Provides a brief overview of the position’s primary purpose. Forms the basis for employee and manager expectations for accomplishments and performance; is considered the most important section of the PDQ Tool

15. III. Job Summary / Primary Job ResponsibilitiesPrimary Job Responsibilities Provides a brief overview of the position’s primary purpose. Forms the basis for employee and manager expectations for accomplishments and performance; is considered the most important section of the PDQ Tool • Primary Job Responsibilities are those major on-going responsibilities/end results that must be achieved in the position • Describe up to 6 primary job responsibilities (not tasks) the position must achieve starting with the most important • Write statements so that someone unfamiliar with the position can understand what the position does • Highlight “what you do” instead of “what gets done” • Approximate percentage of time spent on each function over the course of a year • Focus on responsibilities that take >5% of time • Ideally, these tasks would total 80% - 90% of your time and should not exceed 100% • Indicate level of importance of responsibility Instructions and helpful tips on writing primary job responsibilities are provided on the following slides.

16. III. Job Summary / Primary Job Responsibilities Detailed Information on Primary Job Responsibilities Section • This is the heart of the PDQ as it outlines what the position is ultimately accountable for—what, how, and why Example • These were primary responsibility statements taken from position descriptions at another institution • What do the phrases mean to you? • How effective and descriptive are these descriptions? • Inventory Control • Prepare Reports • Liaison with other departments

17. III. Job Summary / Primary Job Responsibilities Detailed Information on Primary Job Responsibilities Section continued DESCRIBING PRIMARY RESPONSIBILITIES CLEARLY Use the following pattern to write a primary responsibility statement: Action Word + Subject + Activities For example: Reviews and validatestransactions by ensuring completeness and accuracy of the account balances. Action Word Subject Activities For a complete list of action words, please see the Appendix.

18. III. Detailed Information on Primary Job Responsibilities Section continued DESCRIBING PRIMARY RESPONSIBILITIES CLEARLYADDITIONAL EXAMPLES • Identifies funding opportunities for the University by: • Cultivating potential new donors from prospect pool of contacts • Attending networking functions including dinners, receptions, and other special events • Provides technical IT support to the University by: • Responding to telephone calls, email, and personnel requests for technical help • Troubleshooting user computer problems by documenting, tracking, and monitoring the problem to ensure a timely resolution

19. IV. Supervisory Responsibilities Indicates whether the position supervises others • Confirm whether the position has supervisoryresponsibility • Indicate the type and Job Titles of employees directly and indirectly supervised if applicable • Indicate the type and Headcount of employees directly and indirectly supervised if applicable

20. IV. Supervisory Responsibilities continued Indicates the type and scope of supervisory responsibilities, if applicable • Confirm the highest level of supervisoryresponsibility

21. V. Fiscal Responsibility Identifies if the employee is fiscally responsible • Indicate whether the position has fiscal/financial responsibility • Describe type and dollar amount of fiscal responsibility • Describe additional fiscal responsibility for this position Within University Within College/Division External to Willamette N/A

22. VI. Academic Student Success Identifies whether this position contributes to students’ academic success • Confirm whether the position has academic/student success responsibility • Indicate level ACADEMIC/STUDENT SUCCESS

23. VII. Education Indicates the REQUIRED and PREFERRED level of education required to successfully perform the position’s responsibilities • Select the education level and field of study that best describes the amount of education REQUIRED • This may or may not be the same as your individual level of education • Indicate the education level and field of study that best describes the amount of education PREFERRED • This may or may not be the same as your individual level of education • Include any other relevant information

24. VIII. Work Experience Indicates the REQUIRED level of work experience required to successfully perform the position’s responsibilities, as well as the PREFERRED level of work experience • Select the work experience level that best describes the amount of related experience REQUIRED • This may or may not be the same as your individual experience • Select the work experience level that best describes the amount of related experience PREFERRED • This may or may not be the same as your individual experience • Include any other relevant information

25. IX. Knowledge Indicates the knowledge required to effectively perform this position • Indicate which entry matches the amount of knowledge required to effectively perform the primary job responsibilities of this position • Provide additional information if needed

26. X. Problem Solving Indicates the types of problems frequently encountered in this position • Indicate the typical nature of the problems encountered in this position • Provide additional information if needed

27. XI. Independence of Action Indicates the level of independence this position has in conducting work • Select the answer that corresponds most closely to the position’s degree of independence of action • Indicates the level of autonomy/discretion afforded to the position

28. XII. Skills Describes the type and level of skills required to perform the position’s responsibilities • Indicate which types of skills (Analytical, Project / Process Management, Technology, Administrative Support, Oral and Written Communication, Other) are required and indicate general level of expertise required: • General: Requires core skills necessary for the job • Intermediate: Requires some advanced skills that allow employee to adapt and handle some complex or non-routine situations • Comprehensive: Requires highly proficient and specialized skills that allow employee to function in situations that are varied, complex, and/or non-routine • Not all skills will apply to all positions, in which case choose N/A • Elaborate, if applicable

29. XIII. Collaboration/Interaction Indicates the nature of collaboration and/or service to others required by the job and whether this occurs in the department, in the university, or externally • Select the nature of collaboration / interaction and/or services to others required in this position • Indicate whether this occurs in the department, at the University level or externally External Department/Division University Wide N/A

30. XIV. Decision Making Indicates position’s typical decisions and their impact on the organization • Indicate the level of decisions and their impact typically made by the position

31. XV. Breadth of Responsibility Indicates the breadth of the position’s responsibilities • Select the answer that reflects the primary duty of the job, as well as the impact on institution policy

32. XVI. Physical Requirements Indicates physical requirements required for this position • Indicate the level of frequency that the itemized physical demands are required by the job

33. XVII. Special Conditions of Employment for the Position Indicates special conditions of employment required for this position • Indicate whether there are any special conditions of employment for this position

34. XVIII. Travel Required/Working Hours Estimates amount of travel required in position and special working hours (if applicable) • Estimate the percentage of overnight travel required in your position • Indicate your working hours and on-call requirements for the position if applicable

35. XIX. Additional Comments Provides additional information about the position to fully understand the role, responsibilities, nature, and scope of the position that is not captured in any of the previous sections • Examples of additional information include: unusual circumstances, cyclicality, or anything else to help the reader understand the position better

36. XX. Submitting your PDQ Provides opportunity to select who you want reviewing the PDQ upon submission • To submit your response to your primary supervisor, enter his/her Willamette email address: • If you have more than one supervisor, you may enter up to three additional email addresses: • Indicate that you believe your responses are an accurate representation of your responsibilities

37. XX. Submitting your PDQ continued • Click the “Finished? Submit your responses” button when you are done • If at any point while completing the survey you want to save the results and continue the survey at some other point in time, please click on the “click here to save and continue survey later” button located at the very top of the screen

38. What’s next? • Position Description Questionnaire (PDQ) Process • HR will conduct meetings to train on use of the web-based PDQ and also help facilitate completion for those who need assistance. • PDQ will become part of regular process of creating or revising jobs in the future. • PDQ is intended to gather information about all staff jobs. All employees will be given opportunity to submit information about their work through the portal. • Once submitted by incumbent employee, supervisors will then review and discuss anything that does not appear consistent with their understanding of the job. • HR and Sibson will review final updated submission. • Final position description will be affirmed/established for purpose of mapping into job families and salary structure by Sibson.

39. Next Steps and Contact Information • Begin completing the PDQ using references provided and soliciting supervisor input • Submit the completed PDQ by May 2, 2014 • Contact Keith Grimm or Linda Flamenco if you encounter issues with the tool or have questions during completion • Keith Grimm Director Human Resources 503-375-5445 kgrimm@willamette.edu Linda Flamenco Assistant Director Human Resources 503-375-5444 lflamenc@willamette.edu

40. Appendix

41. Glossary of Action Verbs • ADJUST—Bring to more satisfactory state; change to enhance a situation. • ADMINISTER—Exercise and implement control over the performance of specific operations, approved plans, or established policies within the scope of limited and well-defined authority. • ADVISE—Give information or opinion pertinent to a probable course of action. • ANALYZE—Study the factors of a problem to determine a proper solution. • ARRANGE—Put into suitable order or sequence; to make preparations or plan. • ASSIST—Take an active part or give support in performing a function. • BALANCE—Arrange so that one set of elements exactly equals another. • CALCULATE—Work out by mathematical computation. • CHECK—Compare with a source, original, or authority. • COMPILE—Put together a series or group of facts or figures from somewhat related sources into a related whole; usually used in the sense of making a report. • COMPOSE—Form by putting together; formulate or write. • CONDUCT—Exercise leadership in a project or study. • COORDINATE—Combine (through balancing, tuning, or integrating) the efforts of separate groups to accomplish a specific objective; coordination can be exercised without line authority. • COUNSEL—Give advice and guidance to another. • DEMONSTRATE—To show clearly; illustrate or explain with many examples. • DEVELOP—Advance programs, planning or personnel capabilities to higher state. • DIRECT—Authoritatively define, regulate, or determine the activities of subordinate organizational units to achieve predetermined objectives.

42. Glossary of Action Verbs continued • DISTRIBUTE—Give out; divide among several. • EXECUTE—Put into effect according to a plan (See "Administer"). • FILE—Arrange in order for preservation or reference; place among official records. • GATHER—Come or bring together into a group mass or unit. • INITIATE—Start, begin, or introduce a program or action. • INSTALL—Set up for use or service. • LIST—Place in a specified category; register. • MAINTAIN—Keep in an existing state; to continue or preserve; keep in a state of efficiency or validity. • MANAGE—Plan, organize, and control to achieve coordinated objectives by leading and directing subordinates without giving detailed supervision. • MONITOR—Watch, observe, or check for a special purpose; keep track. • NEGOTIATE—Reach agreement on specific proposals through discussion with others of a different viewpoint. • OBTAIN—Gain or attain by planned action or effort. • OPERATE—Perform a function. • ORGANIZE—Set up plans and procedures for achieving objectives. • PARTICIPATE—Take part in and share responsibility with others for action but without individual authority to take action. • PERFORM—Carry out, accomplish; to do in a formal manner or according to a prescribed method. • PLAN—Devise or determine a course of action to achieve a desired result. • PROVIDE—Furnish necessary information or services. • POST—Transfer an entry or item from one record to another.

43. Glossary of Action Verbs continued • PREPARE—Make ready for further action or purpose. • PROCESS—Perform a series of actions or operations leading to an end. • PROVE—Determine extent of agreement or disagreement with intended relation between results. • RECOMMEND—Offer for acceptance and support a course of action to persons responsible for approval or authorization. • RECORD—Register, make a record of. • REPAIR—Restore by replacing a part or putting together what is torn or broken; to fix. • REPORT—Give an account of; make a written record or summary. • RESEARCH—Careful or diligent search; investigate or experiment with the aim of discovery and interpretation of facts. • REVIEW—Critically examine (completed work, reports, performance) with a view to amendment or improvement. • SCHEDULE—Plan a timetable; to set, appoint, or designate for a fixed time. • SORT—Put in a certain place or rank according to kind, class or nature. • SUPERVISE—Oversee or watch with authority work, proceedings, or progress; control employment status, including hiring, salary adjustment, promotion, termination; implies day-to-day concern with details of operation. • TABULATE—Arrange figures or items in rows and columns; computing by means of a table. • TRANSCRIBE—Make a written copy; dictated or recorded information in longhand or on a typewriter; transfer from one recording form to another. • VERIFY—Determine the accuracy of one thing or figure in relation to other things or figures known to be accurate.