Module 2.3: Personnel Implications

1. Module 2.3: Personnel Implications

2. Class Specifications Staff “Rotations” Reclassifications And... In this module, we’ll address several key areas. What are the proposed class specifications? How do they compare to the old? When will they become effective? What are staff “rotations”? What benefits might they bring to individuals? To agencies? When might reclassifications be appropriate? Are there relevant regulatory concerns? Your questions!

3. Looking at these areas will provide you with: • An update of the recent activities of the Personnel Cabinet; • Suggestions as to how your agency can best take advantage of the opportunities presented by the Administrative Services Project; and • Guidance for agency workforce transition planning efforts.

4. Class Specifications

5. Several new class specifications have been proposed. The time is right for new class specifications. • The implementation of MARS will result in changes to the way business is done throughout the Commonwealth. • Current class specifications do not reflect MARS processes and terminology. • Several existing classes have not been revised since 1986. • New procurement classes are expected to be effective by April 16, 1999.

6. Proposed Current Purchasing Technician I Purchasing Technician II Purchasing Technician Purchasing Technician Senior Purchasing Associate Purchasing Officer Small Purchases Team Leader Purchasing Officer Senior Sealed Bid Purchase Agent Purchasing Officer Principal Strategic Procurement Specialist I Purchasing Officer Supervisor Strategic Procurement Specialist II Purchasing Agent General Procurement Branch Manager Purchasing Agent Principal Assistant Director of Purchases Purchasing Agent Sec. Supv. Purchasing Consult./Manager Assistant Director An example of how current specifications will be replaced by new specifications...

7. Serve as agency Purchasing Assoc. or Sealed Bid Purchasing Officer Serve as agency Purchasing Associate After 6 mos. After 6 mos. Assistant Director for Purchases After 1 year After 1 year Purchasing Technician I Purchasing Technician II Purchasing Associate Strategic Procurement Specialist I & II Assistant Director for Purchases Small Purchases Team Leader Customer Resource Center Customer Resource Center Accounting Services Division MATERIAL AND PROCUREMENT SERVICES CAREER PATH PROGRESSION CUSTOMER Sealed Bid Purchasing Officer Procurement Branch Manager Division Director MATERIALS AND PROCUREMENT SERVICES 1 year 2 years 3 years 2 years 4 years 2 years OTHER KEY AREAS

8. Watch for updated information on the Web! • Watch for the new class specifications to be posted to the Personnel Cabinet’s Web page at: http://www.state.ky.us/agencies/personnel/pershome.htm. • Class specifications are expected to be available on-line by mid April. • Entries will be linked to related job classes, pay rates, and position descriptions. • These specifications will greatly expand the current availability of such information. • Our objective is to transfer employees into new classes as soon as possible so that we can abolish the old classes.

9. Staff Rotations

10. Simplified Administrative Services brings opportunities for unique work experiences. Question: How might agencies participate? Answer: Maximum ease of staff mobility Minimum paperwork burden Rotation Designation

11. Voluntary Temporary Agency-Driven How would a rotation work? Staff must want to pursue a rotation. In most instances, the individual involved would propose the idea via a letter to his or her supervisor. Rotations would be temporary and time-limited. In most instances, they would probably extend for six to nine months. Agencies would participate in the rotations as appropriate for their staff. Rotations are arranged between personnel administrators and do not require formal Personnel Cabinet approval.

12. Individual Benefits What are the benefits? Agency Benefits • Increased expertise available in-house • Training opportunity • Strong working relationships with business function experts • Expanded professional network • Heightened understanding of how to best work with central resources • Enhanced collaboration with central resources • Greater understanding of central operations and support • Added job knowledge and skills • A better Customer Resource Center

13. Reclassifications

14. The “reclassification question” is bound to arise. Reclassification shall mean the change in the classification of an employee when a material and permanent change in the duties or responsibilities of that employee occurs. What does “reclassification” mean? *Definitions taken from Section 18A.005, KY Acts 1998 Ch. 154 Section 10.

15. Promotion Demotion Reallocation Other relevant definitions include: A change of rank of an employee from a position in one (1) class to a position in another class having a higher minimum salary or carrying a greater scope of discretion or responsibility. A change in the rank of an employee from a position in one (1) class to a position in another class having a lower minimum salary range or less discretion or responsibility. The correction of the classification of an existing position by placement of the position into the classification that is appropriate for the duties the employee has been and will continue to perform. *Definitions taken from Section 18A.005, KY Acts 1998 Ch. 154 Section 10.

16. If you have concerns, remember: Contact your agency’s Personnel Administrator or the Personnel Cabinet! He or she can provide guidance about relevant: • Regulations • Documentation • Agency Protocol • Moving Forward

17. What timeline considerations apply? March April May June July August New Class Specifications • Expected to become effective 4/16/99 Class Specifications • Expected to be on the Web by 7/16/99 Rotations Available • Will depend on individual agencies

18. Your Questions