MANAGEMENT CLASS/COMP TELECONFERENCE DIGEST (UPDATED 4/16/15)

Transcription

1 MANAGEMENT CLASS/COMP TELECONFERENCE DIGEST (UPDATED 4/16/15) Group 1 Business Operations Occupations and Mathematical Science Occupations 10/30/2014: The deadline for allocations into these occupational groups was Friday, October 24. We provided several extensions but should have all positions for these occupational groups submitted by Friday, October 31. At this time, we have 126 positions that have been allocated by agencies. We are in the process of organizing the data that has been submitted and will begin auditing next week. 11/13/2014: We are well into the Audit phase for this group and expect to produce preliminary findings to individual agencies on 11/24/ /11/2014: Preliminary audit results were provided to agencies on 12/9/2014. The purpose of these finding is to open a dialogue about what was shared. Response or request for meeting are due by 12/26/2014. As discussed in the Statewide Classification Meeting on 12/3/2014, the audit has informed us of additional tool that are needed (Supervisory Management Allocation Tool) and clarification to the classification specification templates. Current processes: Agencies are notifying managers of preliminary position allocations. Some agencies are still in their preliminary review period of the audit findings. Discussions on these findings are due to be complete by 2/13/2015. If you have not contacted your auditor, please do so. If you have submitted catch-up allocations they are being audited. Preliminary findings will be delivered the week of 2/16/2015.,,, : Continue to work with your auditors on any ongoing allocation discussions. NOTE: If you have not already submitted allocation for this group, please continue your Group 2 Financial Occupations and Media & Communications Occupations 10/30/2014: Agencies are in the first week of allocating positions in these occupational groups. Questions and Answers: Q: Two callers had questions regarding which job family their agency s debt managers would fall under. It seems they would fall in to one of the job families with some additional information. A: Jennifer Adams will follow up with these two callers regarding updating language within a current job family to ensure debt managers are covered. Q: The spreadsheet for Group 2 shows more managers than the spreadsheet for Group 1. Why is that?

2 A: The data for Group 2 was expanded in order to include all non-pem occupationally specific supervisor positions. Based on the data, we believe most of these supervisors will be allocated in Group 2 and future job families. However, if you have a supervisor that is listed on Group 2 spreadsheet that you feel should have been allocated in Group 1, please contact us. 11/13/2014: Allocation were due on 11/7/2014. We have received allocations from 18 agencies. We anticipate that some allocations are outstanding. If your agency has not sent in your allocations please contact us to discuss an extension. If your agency has no allocations for this group, please send a brief to let us know. (Who should they send it to??) 12/11/2014: Along with group one the timeline has shifted for this group to accommodate the review and use of the Supervisory Management Allocation Tool. Preliminary audit findings will be delivered on Friday and response or request for meeting are due by 12/26/2014. Current processes: Agencies are notifying managers of preliminary position allocations. Some agencies are still in their preliminary review period of the audit findings. Discussions on these findings are due to be complete by 2/13/2015. If you have not contacted your auditor, please do so. If you have submitted catch-up allocations they are being audited. Preliminary findings will be delivered the week of 2/16/2015.,,, : Continue to work with your auditors on any ongoing allocation discussions. NOTE: If you have not already submitted allocation for this group, please continue your Group 3 Computer Occupations, Education & Library Occupations and Transportation & Material Moving Occupations 10/30/2014: Draft classification specifications have been sent out for review and comment. Based on these comments, classification specifications will be updated and posted. The allocation window for this group will begin next week. Questions and Answers: Q: Which job family would a (IT) security manager fall under? A: After reviewing the classification specifications, it is recommended that the job family of Technology & Information Security Analysis be reviewed for these types of positions. 11/13/2014: We have received comments and finalized the classification specifications for Computer Occupations. Two re-occurring themes were found in the comments and questions. First, where does a computer manager with functions over the entire agency get allocated? The family of Technology and Information Analysis is the broadest of the job families in this occupational group. If you are reviewing a position that is not the head of your agencies Computer functions and touches multiple job families in

3 the Computer Occupation, use a best fit analysis to place the position into a family. Second, we have continued to see questions about MQ s and what they mean. This has been a consistent theme during each review and comment phase. We are working through some changes to the MQ s as currently written and expect to have a changes and explanations sent in the next couple weeks. The allocation window for the Computer Occupations was opened on Monday and will close on 11/28/2014. During the review and comment period for the Occupational groups of Education & Library Occupations and Transportation & Material Moving Occupations it was determined additional job families need to be written. Specific to Education & Library Occupations a job family for Education Programs. Specific to Transportation & Material Moving a job family for Fleet Services. We are looking for nominees to attend these SME meetings. Once we have a date set we will send the specific invites. Rather than allocate part of the job families for each of these occupational groups now, we will complete the drafting in alignment with a future group and maintain the associated timeline. 12/11/2014: The preliminary audit for the group of allocations is underway. We are scheduled to release the week of 12/22/2015. Discussion on the preliminary findings are due to be completed by 2/13/2015. If you have not contacted your auditor please do so. Final findings are due to be sent by the week of 2/16/2014. If you have submitted catch-up allocations they are being audited. Preliminary findings will be delivered the week of 2/16/2015.,,, : Continue to work with your auditors* on any ongoing allocation discussions. *Jeri Hemmer has completed her assignment with CHRO. Please contact Dustin Miller in her stead. NOTE: If you have not already submitted allocation for this group, please continue your Group 4 Office & Administrative Support Occupations and Dispatch & Distribution Occupations 10/30/2014: Classification specifications have been drafted and are open for review and comment by agencies. Questions and Answers: Q: Would Office Managers and Support Services Supervisors fall under the Office & Administrative Support Occupations? A: It is likely they will fall under this occupational group, but positions should be reviewed and allocated according to the responsibilities of the positions. Q: Where would licensing operations fall under?

4 A: It is likely they will fall under the job family of Eligibility Determination, but positions should be reviewed and allocated according to the responsibilities of the positions. Q: There is concern over the ODOT dispatchers being under the occupational group of Dispatch & Distribution due to the safety aspects that these types of positions are involved in. A: ODOT should send in a written explanation of the special circumstances that the dispatchers are involved in. The team will review to determine if these positions would be better placed in a different occupational group. 11/13/2014: Review and comment closed on 11/7/2014. We are in the process of reviewing comments and incorporating changes. The allocation window will open Monday, 11/17/ /11/2014: The preliminary audit for the group of allocation is underway. We are scheduled to release the week of 1/5/2015. Schedule Change: Extend preliminary audit timeline to end on 2/13/15. Preliminary findings will be sent to agencies by the week of 2/16/2014. The preliminary audit process is underway and includes any catch-up allocations that have been received. Preliminary audit findings were delivered to agencies on 2/17/2015. Please make sure to get discussions scheduled or additional information provided by 3/3/2015. Agencies are actively working with Auditors to finalize allocations. Final allocation findings will be delivered the week of 4/13/2015 Final Findings, for those agencies already in receipt of a preliminary finding on 2/17/2015, will be delivered by the end of the week (no later than). For those that are awaiting a preliminary finding, they will be deliver by 4/3/2015. The second round of final finding will be sent out tomorrow, 4/17/2015 Continue to work with your auditors* on any ongoing allocation discussions. *Jeri Hemmer has completed her assignment with CHRO. Please contact Dustin Miller in her stead. NOTE: If you have not already submitted allocation for this group, please continue your

5 Group 5 Food Prep & Service Occupations, Building & Grounds Maintenance & Cleaning Occupations, and Production Occupations & Human Resources 10/30/2014: Subject Matter Experts have been meeting this week to draft classification specifications for these job families. Classification Specifications for this group will be sent out for review and comment the week of November 10, /13/2014: The draft classifications for Food Prep & Service Occupations, Building & Grounds Maintenance & Cleaning Occupations, and Production Occupations will be posted this week. Review and comment is due on 11/26/2014. Specific to Human Resources the SME meeting identified a need to reach out to additional SME for feedback. Once received, they will be reviewed and incorporated into the drafts and published with a later group and maintain the associated timeline. 12/11/2014: The allocation window for this group is open and closes on 12/24/2014. (Reminder: Human Resources has move to group 9) Reminder if you do not have anything to submit just send a note indicating that. Schedule Change: Extend preliminary audit timeline to end on 2/13/15. Preliminary findings will be sent to agencies by the week of 2/16/2014. The preliminary audit process is underway and includes any catch-up allocations that have been received. Preliminary audit findings were delivered to agencies on 2/17/2015. Please make sure to get discussions scheduled or additional information provided by 3/3/2015. Agencies are actively working with Auditors to finalize allocations. Final allocation findings will be delivered the week of 4/13/2015. Final Findings, for those agencies already in receipt of a preliminary finding on 2/17/2015, will be delivered by the end of the week (no later than). For those that are awaiting a preliminary finding, they will be deliver by 4/3/2015. The second round of final finding will be sent out tomorrow, 4/17/2015 Continue to work with your auditors* on any ongoing allocation discussions. *Jeri Hemmer has completed her assignment with CHRO. Please contact Dustin Miller in her stead.

6 NOTE: If you have not already submitted allocation for this group, please continue your Group 6 Professional Engineer, Architects, Drafting, Engineering and Mapping 11/13/2014: SME group has been meeting this week to draft classification specifications for these job families. Classification specifications for this group will be sent out for review and comment the week of 11/21/ /11/2014: The review and comment period has ended. Comments are being incorporated. Final Classifications and the allocation window will open the next week (12/15/2014). (Reminder: Architecture and Mapping have been moved to group 9 we need additional SME for mapping (GIS)) Finalizing classification specifications. Allocation window will open with group 10 on 2/23/2015. See group 9 The timeline for this group will be finalized the week of 4/13/2015. The last version of Drafts will be sent for statewide review and comment the week of 4/13/2015. Comments will be due by 4/24/2015. We have delayed the drafts by one additional week to maintain consistency with other timelines. Drafts will be sent on 4/20/2015, comments will be due no later than 5/1/2015. Engineering is now part of group 13. Group 7 Life Science 12/11/2014: SME meetings were held the weeks of 11/24 and 12/1. We are drafting the specification and will send them for review and comment next week. We will be opening up for comment on Monday, December 15, 2014 Schedule Change: Extend the allocation window, by a week, to end 1/30/15. Remainder of schedule also pushed out by one week.

7 The preliminary audit process is underway. Preliminary findings will be delivered by the week of 3/2/2015. The preliminary audit is underway. Preliminary results will be delivered the week of 3/2/2015 Preliminary audit findings were delivered to agencies on 3/2/2015. Please make sure to get discussions scheduled or additional information provided by 3/13/2015. We are in the processes of finalizing the audit findings for those agencies who received preliminary findings on 3/2/2015. For those of you who have submitted allocation and have not received preliminary findings they will be delivered next week (week of 4/23/2015) The second round of preliminary finding was sent 4/9/2015. Discussion or meetings* need to be scheduled by 4/24/2015. Final will be sent the week of 5/11/2015. *Jeri Hemmer has completed her assignment with CHRO. Please contact Dustin Miller in her stead. NOTE: If you have not already submitted allocation for this group, please continue your Group 8 Counseling, Social Work & Community Services and Legal 12/11/2014: SME meeting are happening this week. Drafts will be sent out Monday, December 22, 2014 The preliminary audit process is underway. Preliminary findings will be delivered by the week of 3/2/2015. The preliminary audit is underway. Preliminary results will be delivered the week of 3/2/2015 Preliminary audit findings were delivered to agencies on 3/2/2015. Please make sure to get discussions scheduled or additional information provided by 3/13/2015. We are in the processes of finalizing the audit findings for those agencies who received preliminary findings on 3/2/2015. For those of you who have submitted allocation and have not received preliminary findings they will be delivered next week (week of 4/23/2015)

8 The second round of preliminary finding was sent 4/9/2015. Discussion or meetings* need to be scheduled by 4/24/2015. Final will be sent the week of 5/11/2015. *Jeri Hemmer has completed her assignment with CHRO. Please contact Dustin Miller in her stead. NOTE: If you have not already submitted allocation for this group, please continue your Group 9 Public Safety and Human Resources Schedule Change: The review and comment of these specifications was delayed by two weeks and was sent out 2/2/15. Rather than extend this timeline the remaining work for these occupational groups will follow the group 10 timeline. Agencies are currently in the review and comment process. Notice was sent on 2/2/2015. Comments are due on 2/13/2015 Allocations will open on 2/23/2015 Specification are being finalized for Public Safety, Human Resources and Computers & Technology; Geographic Information Systems job family. The allocation window will open the week of 2/23/2015. Allocation are due by 3/13/2015. Agencies have begun the allocation process. The deadline for submittal of these allocations has been extended by one week and are due on 3/27/2015. Agencies continue in the process of allocating to Public Safety and Das continues in the process of documenting the HR manager allocations. These are due/will be delivered by 3/27/2015. The allocation specific to Human Resources directors/mangers have been completed. We will open the allocation window for any remaining supervisory HR management position on 5/11/2015 with group 13. Allocations will be due on 5/29/2015. NOTE: If you have not already submitted allocations, or made arrangement for extension, for Public Safety, please continue your work. Allocations submitted at this time will be audited in the Blue Box. The audit is scheduled

9 Group 10 Health 2/5/2015 Schedule change: Seven additional SME meetings are needed. Rather than extend this timeline the remaining work for these occupational group will follow the group 11 timeline. Agencies have been asked to supply SME names for the additional work. The names are due today 2/6/2015. A request for Additional SME s was sent and some have responded. Once the SME meeting are schedule a timeline will be finalized for the remaining work on this Occupational group. The additional SME meetings will be scheduled on April 1-3, An announcement asking for additional SME and identifying the meeting time and location will be sent out 3/9/2015. A timeline will be finalized for the remaining work on this Occupational group the week of 4/13/2015. The additional SME groups have been scheduled. Invited were sent out yesterday. In most cases we were able to accommodate the lists of names sent to us for consideration. If you have not heard otherwise, we invited everyone you submitted. The meeting are schedule for the 4/1-3/2015. The drafts will be sent for statewide review and comment the week of 4/13/2015. Comments will be due by 4/24/2015. We have delayed the drafts by one additional week to maintain consistency with other timelines. Drafts will be sent on 4/20/2015, comments will be due no later than 5/1/2015. The classes are now part of group 13. Group 11 Agricultural (one addition to Education & Library, one addition to Transportation & Material Moving) Drafting classification for Agricultural, and remaining jobs for Education & Library and Transportation & Material Moving. Review and comment will open the week of 2/16/2015 A request for additional SME s was sent and some have responded. Once the SME meeting are schedule a timeline will be finalized for the remaining work on these Occupational groups. Moved to group 12 (in part).

10 The additional SME meetings will be scheduled on April 1-3, An announcement asking for additional SME and identifying the meeting time and location will be sent out 3/9/2015. The additional SME groups have been scheduled. Invited were sent out yesterday. In most cases we were able to accommodate the lists of names sent to us for consideration. If you have not heard otherwise, we invited everyone you submitted. The meeting are schedule for the 4/1-3/2015. The drafts will be sent for statewide review and comment the week of 4/13/2015. Comments will be due by 4/24/2015. We have delayed the drafts by one additional week to maintain consistency with other timelines. Drafts will be sent on 4/20/2015, comments will be due no later than 5/1/2015. Revised/New classes are in now part of group 13. Group 12 Trades and Natural Resources & Recreation* *formerly known as Agricultural Schedule Change: Originally we had an SME meeting scheduled on the 2/16 holiday. This meeting as well as the meeting scheduled on the afternoon of 2/18 have been rescheduled for the following week. Revised meeting invites have been sent to the participants and have accepted the invites. None SME meetings are being held this week and will be posted for review and comment the week of The draft classifications were posted this week 3/4/2015. Review and comment is due on 3/15/2015. Comments have been received from various agencies. These are being reviewed and incorporated as appropriate this week. The finals will be posted and allocation will open the week of 3/23/2015. (NOTE: the Trades: HWY Maintenance family will open for allocation on 5/4/2015.) The audit has begun on the allocation received for group 12. Thanks to those of you who made arrangements for extension and we look forward to those allocations as well. Preliminary findings will be sent to agencies the week of 5/11/2015. Group 13 Various This group includes both new and re-developed classifications.

11 Engineering Occupations (redesigned) Health Occupations (additional families) Education & Library Occupations (redesigned and additional families) Legal Occupations (additional families) Public Safety Occupations (additional families) Media & Communications Occupations (additional families) Transportation & Material Moving Occupations (additional families) Counseling, Social and Community Services Occupations (additional families) Business Operations Occupations (additional families) We are completing the drafts of these classification this week. The draft specifications will be sent out on Monday 4/20/2015 for statewide review and comment. Comments and suggestions will be due on 5/1/2015. Blue Box We are continuing to work through the lists of Cross Occupational and Missing that have been submitted. A good number of the submitted positions have cross occupational responsibility for various agency internal operation functions such as Human Resources, Finance, Facilities, Public Information & Communication, Information Technology or Fleet. We have scheduled a subject matter expert (SME) meeting for Tuesday, May 5 th from 1:30pm-5:00pm. Please send Laurie.Grenya@Oregon.gov the names of nominees for this SME meeting by April 21 st. **************************************VERY IMPORTANT NOTE*************************************************** The BLUE BOX is our final allocation window. All remaining allocations will be due no later than 6/12/2015. Next week we will be reaching out to agencies who have a significant number of allocation remaining. General Questions 10/30/2014: Q: When submitting allocations, do agencies need to also submit the worksheets for FLSA determination and REPR-code designation? A: For these two categories, agencies can either submit the worksheets with their allocation forms or use the language from the worksheets in the written description area on the allocation forms. Q: What is the relationship between the leveling that was done last April and the allocations that are currently being performed? A: Agencies can use the final leveling results from last April as a tool, but agencies should perform their allocations based on the work that is being performed today compared to the job family description and distinguishing features identified on the classification descriptions. Q: What do we do with positions that are cross-occupational?

12 A: Agencies should make a note for these positions on their allocation spreadsheets identifying which occupational groups the position would fall under. We are gathering this information to analyze for themes and possible new classifications being built or to determine if there may be best-fits within classifications that have already been written. Q: Will DAS be auditing all of agency allocations? A: The audit methodology for the Management Project provides that all positions allocated to a job family within an occupational group will be pulled from the data base for review. A random sample of positions will then be identified for each agency. The audit sample will represent at least ten percent of each agency s allocations. Individual agency samples will include at least one allocation in each level of each class series that has been used by the agency. The agency s Allocation Form and supporting documents will be reviewed to ensure the appropriate allocation was made for each selected position. We will also review each selected position s FLSA and service type designation for accuracy. Agencies will then be given preliminary audit findings and provided an opportunity to review and respond. A second objective of the audit is to review our own process and work product to ensure the class specifications were appropriately developed and applied. We will review both the process and documents for any inconsistencies, misinterpretations, or misapplications. If needed, changes or revisions may be made to the class specifications and allocation documents or additional tools developed to help agencies in their decision-making and allocations. 11/14/2014 Q: If our agency is currently reorganizing should we go ahead with planned reclassifications in the current system or wait for the implementation of these classes? A: You should move forward with your business objectives and make changes in the current system to meet those objectives. We are over a year away from implementation and it is not our intention to put the operations of any agency on hold while the development and planning of the new system and structure occurs. Q: Can we get a comprehensive list of the classifications in phase I scope? A: Yes. We will publish a comprehensive list no later than 11/21/2014. Phase I scope is primarily focused on Supervisory Management positions. Classifications including supervisory work in the general description or distinguishing will be replaced with new classifications (examples include; PEM series, Support Services Supervisor, Nurse Manager, Etc.) There are 75 of these classifications. Some of these classification also allow non-supervisory allocations. These non-supervisory position will need to be allocated to a new existing classification. (NOTE: High level non-supervisory PEMs will be evaluate for the development of new classifications during Phase I) Our current system allows the assignment of supervision to classification that do not include supervisory language in the specification (examples include; Accountant, Operations and Policy Analysts, and Information Systems Specialists, Etc.) There are 67 of these classifications. Positons in these classifications and assigned supervisory work should be allocated to a newly developed classification. These non-supervisory classifications will remain in place and the ability to place supervisory positions in these classification will cease. Q: How do we close the loop with managers who have submitted comments?

13 A: On comments that have specific scenarios we have reach out to those involved in the question/comment. For those comments with statewide implications our process has been to cover those changes in the bi-weekly phone call and in the following project update message. In the future we will include highlights of the changes in our message when opening the allocation window. We hope this will provide timely information for continued work with managers during the allocation process. 12/11/2014: Q: What is the due date for cross-occupational job families? Send them in to Laurie Grenya and she will put them forward for review. Group 1 Due by December 26, 2014 Group 2 Due by January 5, 2014 Q: Can the group identifiers be added to the classification specification page for ease of location. A: Yes, we will get it re-posted by 2/13/2015 or sooner.