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Position Questionnaire Supervisor Training
2009
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
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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Out-of-date and no longer function properly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
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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
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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
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ND Renew
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Supervisor Role and Responsibilities
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 7
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
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ND Renew
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Position Questionnaire Logistics
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.
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Completing the Position Questionnaire —Individual Employee
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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 [email protected]
ND RenewIndividual Electronic Position Questionnaire
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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
ND RenewIndividual Paper Position Questionnaire
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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
ND RenewCompleting the Position Questionnaire
Sample Duties and Responsibilities % of Time
1. Maintains an electronic database, enters and retrieves information.
25%
2. Prepares correspondence, graphs, charts and reports using various software.
25%
3. Files correspondence and records. 20%
4. Duplicates reports and documents. 15%
5. Orders and receives supplies; maintains inventory.
15%
100%
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Validating Prepared Position Questionnaires
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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 [email protected]
ND RenewReviewing the Position Questionnaire
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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
ND RenewReviewing the Position Questionnaire
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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
ND RenewReviewing the Position Questionnaire
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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
ND RenewValidating the Position Questionnaire
Sample Duties and Responsibilities % of Time
1. Maintains an electronic database, enters and retrieves information.
25%
2. Prepares correspondence, graphs, charts and reports using various software.
25%
3. Files correspondence and records. 20%
4. Duplicates reports and documents. 15%
5. Orders and receives supplies; maintains inventory.
15%
100%
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ND Renew
Titling Protocol for Position Questionnaire
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ND RenewTitling Protocol for Electronic PQs
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Employee Supervisor 2nd Level Review
Individual Electronic Position Questionnaire from Renew.ND.edu
Completed PQ-(Last Name, First Name) – v1
Completed PQ-(Last Name, First Name) – v2
Completed PQ-(Last Name, First Name) – Final
Prepared Electronic Individual Position Questionnaire will be named Completed PQ-(Job Title) – v1
Completed PQ-(Last Name, First Name) – v2
Completed PQ-(Last Name, First Name) – v3
Completed PQ– (Last Name, First Name) – Final
ND Renew
Resources
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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 [email protected]
Human Resources: 574-631-5900
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