Position Questionnaire Supervisor Training 2009

1. Position Questionnaire Supervisor Training2009

2. ND RenewAgenda • Overview • Objectives • Supervisor Role and Responsibilities • Position Questionnaire Logistics • Completing the Position Questionnaire • Individual • Validating Prepared Questionnaire (Focus Group) • Validating Prepared Questionnaire (Individual) • Resources

3. ND RenewOverview Sharing background about the project • The University is engaged in a process to more effectively articulate and manage its compensation program • 2006 ND Voice survey feedback identified the following perceptions concerning the current position structure and compensation practices: • Out-of-date and no longer function properly • Inconsistent among the University departments • Employees at the University are paid low or paid under market • The three phases of this process are: • Articulating our compensation philosophy — Completed • Developing related policies and procedures — Completed • A comprehensive review of our exempt and non-exempt non-faculty position structure and compensation program, ND Renew

4. ND RenewOverview Setting the context for ND Renew • ND Renew was planned before the current national economic events • This project is not: • A plan to reduce pay • A cost-saving initiative • An effort to eliminate jobs • While the impact of this project cannot be determined until it is complete, there should be no expectation of individual salary adjustments • Any outcomes from this project will be implemented independent of the Performance Planning and July 1, 2009 Merit Pay process

5. ND RenewObjectives Reviewing the objectives of ND Renew Fact-Finding Phase • Document and provide comparisons of current position structures • Internally across the University • Externally with relevant markets • Compare the University’s total compensation program to other organizations from which we draw talent/hire people • Review the University’s benefits package in comparison to other organizations Recommendations and Implementation Phase • Develop standard and competitive position structures across all departments • Update salary structures and incentive plans that fully support the University’s compensation philosophy • Provide staff with a clearer picture of roles, responsibilities, competencies and potential career opportunities across the University

6. ND Renew Supervisor Role and Responsibilities

7. ND RenewSupervisor Role and Responsibilities Supporting the fact-finding process • Supervisor role: • Support the project by understanding what it is, what it is not, and effectively communicating what is known and what cannot be known until the project is complete • Visit Renew.ND.edu for background information on this project, including a series of Frequently Asked Questions (FAQs) • Assure staff that their participation is essential to the success of the project • If an employee refuses to participate it will not have a direct impact on their employment, but the supervisor will be required to complete their Position Questionnaire • Assure staff this project is not a plan to reduce pay, a cost-saving initiative, or an effort to eliminate jobs • Review the Position Questionnaire • Understand what information and data your staff must provide • Know what tools and resources are available to answer questions for you and your staff

8. ND RenewSupervisor Role and Responsibilities Supporting the fact-finding process (cont’d) • Know when the Position Questionnaires will be distributed • Help manage the on-campus fact-finding phase: • Encourage your staff to complete or validate Position Questionnaires, or participate in the focus groups/open sessions. • Work collaboratively with your staff to provide an accurate picture of their duties and responsibilities • Complete or review and validate your staff’s Position Questionnaires • Forward the reviewed Position Questionnaires to the next level of management or the individual designated for second level review. • Know when your department’s responses are due and provide the information by the deadline

9. ND Renew Position Questionnaire Logistics

10. ND RenewLogistics • The Position Questionnaire will be used to gather information about non-faculty positions’ duties, responsibilities and educational/experience requirements • Position Questionnaires will be distributed between mid-February and mid-March. • Position Questionnaires will be available on the Renew.ND.edu website for those with access to that medium, • Paper copies will be distributed to employees without internet access • There are two versions of the Position Questionnaire • Exempt and non-exempt • Employees’ time commitment for validating or completing the Position Questionnaire will vary depending on how up-to-date their position descriptions are • Employees with position descriptions (PDs) that have not been reviewed for several years may need a few hours to provide the necessary details • Each Position Questionnaire has specific instructions and examples to help employees complete the form • See Renew.ND.edu for samples of completed Position Questionnaires, glossary of terms, and training presentations.

11. Completing the Position Questionnaire — Individual Employee

12. ND RenewIndividual Electronic Position Questionnaire Electronic Position Questionnaire • Position Questionnaires will be available on the Renew.ND.edu website for those with access to that medium • Process: • Visit Renew.ND.edu, open the appropriate questionnaire (exempt or non-exempt) and save it to the desktop • Title the document “Completed PQ- (Last Name, First Name) (ver 1)” • Enter responses directly into the form • Non-Exempt employees complete sections B through H • Exempt employees complete section B through I • Save work • Send completed Position Questionnaire via email to supervisor • Supervisors will save the document and title it “Completed PQ- (Last Name, First Name ) (ver 2)” • Supervisor will complete the remaining sections and validate the employees’ responses • Supervisor sends the reviewed Position Questionnaires to the next level of management or the individual designated for second level review • Next level management or second level reviewer will save the document and title it “Completed PQ – (Last Name, First Name) final” • The final Position Questionnaire will be submitted to renew@nd.edu

13. ND RenewIndividual Paper Position Questionnaire Paper Position Questionnaire • Paper copies of the Position Questionnaires will be distributed to employees who do not have electronic access • For employees receiving a paper copy: • Write responses directly on the form • Non-Exempt employees complete sections B through H • Exempt employees complete section B through I • Send the completed Position Questionnaire to supervisor • Supervisors will complete the remaining sections and validate the employees’ responses • Send the reviewed Position Questionnaire to the next level of management or the individual designated for second level review • Next level management or second level reviewer will provide comments on the Position Questionnaire and submit it to Human Resources: Attn ND Renew

14. ND RenewCompleting the Position Questionnaire Important • When completing the Summary Statement section, understand that the role should be described as it is today, not how it should be or will be in the future • When completing the Essential Duties and Responsibilities section, use action words, specific tasks and estimate the percentage of time spent annually • See Renew.ND.edu for a glossary of “action terms” and sample questionnaires

15. Validating Prepared Position Questionnaires

16. ND RenewReviewing the Position Questionnaire Validating Prepared Position Questionnaire Individual (Electronic) • Supervisors will complete the Position Questionnaire and title the document “Completed PQ- (job title) (ver 1)” • Supervisor will distribute electronically for all employees who have access to that medium • For employees receiving an email attachment: • Open the attachment • Save the file to the desktop and title the document “Completed PQ – (Last Name, First Name) (ver 2)” • Review the form and enter any responses directly into the form using the Track Changes tool • Employee reviews sections B through H • Send the completed Position Questionnaire via email to supervisor • Supervisors will save the document and title it “Completed PQ- (Last Name, First Name) (ver 3)” • Supervisors will complete the remaining sections and validate employees’ responses • Supervisor will send the reviewed questionnaire to the next level of management or the individual designated for second level review. • Next level management or second level reviewer will save the document and title it “Completed PQ – (Last Name, First Name) final” • The final Position Questionnaire will be submitted to renew@nd.edu

17. ND RenewReviewing the Position Questionnaire Validating Prepared Position Questionnaire Individual (Paper) • Paper copies of the Position Questionnaires will be distributed to employees who do not have electronic access • For employees receiving a paper copy: • Provide edits directly on the prepared form • Send the reviewed Position Questionnaire to supervisor • Supervisors will complete the remaining sections and validate employees’ responses • Supervisor will send the reviewed questionnaire to the next level of management or the individual designated for second level review • Next level management or second level reviewer will provide comments on the Position Questionnaire and submit it to Human Resources: Attn ND Renew

18. ND RenewReviewing the Position Questionnaire Validating Prepared Position Questionnaire Focus Group • Prepared Position Questionnaires will be distributed prior to the focus group session • Employees performing similar work may work in a group to review and validate the information • Non-Exempt employees will review sections B through H • The facilitator of the session will gather feedback and make necessary updates to the Position Questionnaire • The completed Position Questionnaire will be forwarded to the supervisor • Supervisors will complete the remaining sections and validate the employees’ updates • Supervisor will send the reviewed questionnaire to the next level of management or the individual designated for second level review • Next level management or second level reviewer will provide comments on the Position Questionnaire and submit it to Human Resources: Attn Compensation

19. ND RenewValidating the Position Questionnaire Important • When reviewing the Summary Statement section, understand that the role is described as it is today, not how it should be or will be in the future • If editing the Essential Duties and Responsibilities section, use action words, specific tasks and estimate the percentage of time spent annually • See Renew.ND.edu for a glossary of “action terms” and sample questionnaires

20. ND Renew Titling Protocol for Position Questionnaire

21. ND RenewTitling Protocol for Electronic PQs

22. ND Renew Resources

23. ND RenewResources Resources available for this project: • Website • Renew.ND.edu • Announcement letter from John Affleck-Graves • Position Questionnaires (Exempt and Non-Exempt) • Examples of completed Position Questionnaires • Frequently Asked Questions • Glossary of Action Terms • Training presentations for PQ Distribution • Email Address for comments/questions Renew@nd.edu • Renew@nd.edu • Human Resources: 574-631-5900 • AskHR Customer Service Center • HR Business Partners • HR Compensation Staff