Copyright ©2012 by The Segal Group, Inc., parent of The Segal Company and its Sibson Consulting Division. All Rights Reserved Position Description Questionnaire (PDQ) Training Session How to Complete the PDQ Questionnaire to Help Create Accurate, Effective Job Descriptions October 2012

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

Why Are PDQs So Important? The PDQ process allows employees and supervisors to describe the critical elements of work and responsibilities of their job that become the basis of Job Descriptions.  The PDQ process supports the overall compensation program development by serving as a basis for:  Clearly defining roles, responsibilities and accountabilities  Establishing the foundation of UI’s job structure and providing staff with clear job progressions  Supporting consistent and appropriate use of job titling across UI  Assisting in developing an accurate assessment of UI’s market pay competitiveness across the staff population based on use of accurate position descriptions  Defining how staff might develop towards their own professional/career goals while meeting the needs of UI  PDQ output provides the foundation for several Human Resource programs:  Compensation Management  Performance Appraisals  Recruitment  Staff Development  HR Compliance 2

Benefits of the PDQ Process 3 UI and Sibson consultants will work together to ensure all critical information is captured to support the development of current and accurate Job Descriptions 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

Position Description Questionnaire Roles in completing PDQs  Individual Employees are responsible for ensuring that:  PDQs are complete and reflect manager input prior to submission  Reference documents (e.g., job descriptions) are utilized when available to ensure completeness of PDQs  Managers are responsible for:  Ensuring all PDQs within their department have been completed  Signing off on completed PDQs of their direct reports  Ensuring that employee and manager have consensus on PDQ information being submitted  HR will be responsible for ensuring that:  PDQs have been reviewed, discrepancies addressed, and consolidated from different employees in the same jobs 4 ILLUSTRATIVE EXAMPLE Steve, Bob, and Emily complete their own PDQs (soliciting manager input during completion), then Susan reviews and approves all three PDQs Department Manager: Susan Individual Employee: Steve Title: Coordinator, Benefits Individual Employee: Steve Title: Coordinator, Benefits Individual Employee: Bob Title: Coordinator, HR Data Individual Employee: Bob Title: Coordinator, HR Data Individual Employee: Emily Title: Staff Assistant, HR Individual Employee: Emily Title: Staff Assistant, HR HR uses the consolidated PDQ information to ensure job descriptions are current and accurate.

Position Description Questionnaire Process 5 PDQ Review by Department Heads Consolidation of like position descriptions into job description by Sibson Job description review by HR and Department Heads Final Job Description  Your Supervisors are responsible for making sure all PDQ’s in the department have been completed and discrepancies have been addressed  Review to ensure position description questionnaire does not under- or over- estimate duties  Review to ensure generic duties of job at the Institution are captured  Some job descriptions will cover multiple incumbents. Others will cover a single incumbent  Output to be used in hiring, job categorization and market analysis  Individual employees are responsible for making sure PDQ’s are completed  Group PDQs are allowed for large groups of staff performing the same role  Jobs with similar responsibilities, required skills, and experiences will be grouped together The result is a complete, up-to-date set of UI staff job descriptions for ongoing administration. Complete Individual PDQ

Important Considerations in Completing and Reviewing your PDQ When completing the PDQ questionnaire, make sure to:  Describe the position, not yourself  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  Avoid jargon, spell out acronyms, and define technical terms (when necessary)  Exclude temporary assignments / responsibilities  Use position titles or roles when referring to others at UI  Use names of people only when specifically requested 6 You will review and discuss the content of your Position Description Questionnaire with your supervisor.

Accessing the PDQ Tool The following web address for the PDQs will be available on the HR Classification website as well: Position-Description-Questionnaire 7 Each employee should complete their PDQ by November 14 Supervisors should review and submit PDQs by November 21

Position Description Sections 1.Introduction / Purpose 2.Demographics 3. Job Summary & Primary Job Responsibilities 4.Reporting Relationships 5.Supervisory Responsibilities 6.Fiscal Responsibilities 7.Education 8.Work Experience 9.Knowledge 10.Problem Solving 11.Independence of Action 12.Skills 13.Collaboration / Interaction 14.Decision Making 15.Breadth of Responsibility 16.Work Environment 17. Physical Requirements 18.Special Conditions of Employment for the Position 19.Travel Required / Working Hours 20.Additional Comments 8

1. Introduction / Purpose  Explains the purpose and intent of this questionnaire  Provides instructions on how to complete the questionnaire  Requires employee to provide their 9 digit Employee ID number 9 Shows introduction to and purpose of the Position Description Questionnaire V

2. Demographics Your Employee ID will automatically pull up information to auto-populate the data in the Demographics section. If you hold multiple positions, you will receive an outlining the different employee IDs you need to enter to complete the PDQ. Please confirm that the demographic information is correct. You are able to change information in these fields if the information is not current. 10 Provides important position identifying information to the participant

3. Job Summary / Primary Job Responsibilities Job Summary  This is a brief Job Summary of the position’s responsibilities at UI—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 your description, you can obtain your job description from HR 11 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

3. Job Summary / Primary Job Responsibilities Primary Job Responsibilities 12  Primary Job Responsibilities are those major on- going responsibilities/end results that must be achieved in the position Describe up to 6 major 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 Note total may not reach 100% 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 Instructions and helpful tips on writing essential functions are provided on the following slides.

3. 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 Essential Function statements of position descriptions at another organization  What do the phrases mean to you? 13 Inventory Control Prepare Reports Liaison with other departments

3. Job Summary / Primary Job Responsibilities Detailed Information on Primary Job Responsibilities Section continued 14 Use the following pattern to write an Essential Functions statement: For example: Reviews and validates transactions by ensuring completeness and accuracy of the account balances. Action Word Activities Subject Action WordSubjectActivities ++ DESCRIBING ESSENTIAL FUNCTIONS CLEARLY For a complete list of action words, please see the Appendix.

Detailed Information on Primary Job Responsibilities Section (continued) 15  Identifies funding opportunities for the organization 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 organization by: –Responding to telephone calls, , and personnel requests for technical help –Troubleshooting user computer problems by documenting, tracking, and monitoring the problem to ensure a timely resolution DESCRIBING ESSENTIAL FUNCTIONS CLEARLY ADDITIONAL EXAMPLES

16 Provide overall office management for XYZ college by: (35%, E) Supervising front office support unit and being accountable for the work performed; interviewing and hiring of new support staff; evaluating, orientating, training, motivating and providing direct staff support by developing expectations, objectives (goals?) and counseling employees; handling employee performance issues and employee conflict resolution; prioritizing workloads, coordinating staff schedules, assigning work, organizing office operations and procedures, overseeing project/work assignments and monitoring quality of clerical staff work for completeness and accuracy of content; determining training needs and recommending training programs; performing the more complex duties of the front office unit; handling issues that cannot be resolved by staff; assisting faculty with correspondence and support of educational programs; maintaining frequent contact with internal and external customers or the public to gather and/or supply information concerning the work functions; maintaining good working relationships with the public, leaders and members, coalitions, community agencies and organizations; recommending and implementing new methods, procedures or strategies to solve work problems; improving productivity and inner office work; assessing office needs and making recommendations to county chair regarding equipment, space and staff requirements; functioning as an integral part of the XYZ team; maintaining skills and knowledge in support of job duties; performing other duties as assigned. Provide overall office management for programs within the college of XYZ by guiding, supervising, counseling, hiring and providing overall support for faculty, employees, students, and community members. DESCRIBING ESSENTIAL FUNCTIONS CLEARLY ADDITIONAL EXAMPLES Detailed Information on Primary Job Responsibilities Section (continued)

17 Provide budgetary and cash handling support for the college of XYZ by: (20%, E) Assisting the XYZ Chair with budget functions and oversight of the office county budget expenditures; tracking office expenditures and assisting the chair with budget reports, the development of annual budgets and negotiating the County and University budget process; tracking expenses in all program areas (4 - 10); reconciling program accounts monthly with accounting statements from the area office; preparing claim vouchers and Department Purchase Orders for submission to the District Office; training, overseeing/supervising the cashiering for publications, classes and seminar registrations; making deposits and maintaining accurate records; complying with the financial management policies of the University of Idaho and the Idaho State Tax Commission laws and payment of Idaho sales tax; demonstrating efficiency, conservation of resources and time to extend the budget and office resources. Provide budgetary and cash handling support for all programs within the college of XYZ by ensuring completeness and accuracy within the overall budget lifecycle. DESCRIBING ESSENTIAL FUNCTIONS CLEARLY ADDITIONAL EXAMPLES Detailed Information on Primary Job Responsibilities Section (continued)

Detailed Information on Primary Job Responsibilities Section 18 Compile data for reports and pertinent issues by: (10%, E) Developing and maintaining contact and membership lists of advisory boards and program groups; gathering numbers of contacts, public served, and minority participation for seminars and workshops conducted by faculty; assisting educators in identifying all stakeholders with interest in specific areas for Advisory boards. Compiles data and generates reports for all XYZ programs/activities by managing and maintaining all needed data sets and programs. DESCRIBING ESSENTIAL FUNCTIONS CLEARLY ADDITIONAL EXAMPLES (continued)

4. Reporting Relationships 19 Indicates who the position reports to  Confirm who the position reports to Indicate the direct supervisor Indicate who the direct supervisor reports to  Indicate if position receives work assignments directly from supervisor/manager or from others

5. Supervisory Responsibilities 20 Indicates whether the position supervises others  Confirm whether the position has supervisory responsibility Indicate the job titles of employees supervised if applicable Indicate the number of employees supervised per job title if applicable

5. Supervisory Responsibilities, continued 21 Indicates whether the position supervises others  Confirm the highest level of supervisory responsibility for the position

6. Fiscal Responsibilities 22 Identifies if the employee is responsible for fiscal issues  Indicate whether the position has fiscal/financial responsibility Describe type and dollar amount of fiscal responsibility Outline level of fiscal responsibility for this position

7. Education 23  Select the education level and field of study that best describes the amount of related experience REQUIRED  This may or may not be the same as your individual experience  Indicate the education level and field of study 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 Indicates the REQUIRED level of education required to successfully perform the position’s responsibilities

8. Work Experience 24  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 Indicates the REQUIRED level of work experience required to successfully perform the position’s responsibilities, as well as the REQUIRED and PREFERRED level of work experience

9. Knowledge 25 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

10. Problem Solving 26 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

11. Independence of Action 27 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  Indicate the level of autonomy/discretion afforded to the position

12. Skills 28  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 Describes the type and level of skills required to perform the position’s responsibilities

13. Collaboration/Interaction 29 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 at the University level or externally

14. Decision Making 30 Indicates position’s typical decisions on the organization based on their impact  Indicate the level of decisions and their impact typically made by the position  Indicate who is impacted by the decisions typically made by the position

15. Breadth of Responsibility 31 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

16. Work Environment 32 Indicates the working conditions the position is exposed to  Confirm the frequency that the position is under certain working conditions

17. Physical Requirements 33 Indicates the physical requirements of the position  Confirm the frequency that the position must perform certain physical requirements

18. Special Conditions of Employment for the Position 34 Indicates special conditions of employment required for this position  Indicate whether there are any special conditions of employment for this position

19. Travel Required/Working Hours 35  Estimate the percentage of overnight travel required in your position  Indicate your working hours and on-call requirements for the position if applicable Estimates amount travel required in position and special working hours (if applicable)

20. Additional Comments 36  Examples of additional information include: unusual circumstances, cyclicality, or anything else to help the reader understand the position better Provides additional information about the position to fully understand the role, responsibilities, nature, and scope of position that is not captured in any of the previous sections

Submitting your PDQ 37  In your final section, indicate that you believe your responses are an accurate representation of your responsibilities  Click the “Finished? Submit your responses” button when you are done. For our own PDQs, clicking submit will move it to our supervisor. When supervisors click submit, it goes to Sibson Consulting  If at any point while completing the survey you want to save the results and continue the survey at some other point in time, move on to the next page before selecting “click here to save and continue survey later” button

Next Steps and Contact Information  Complete the PDQ. We encourage communicating with your supervisor if you have any questions or need assistance.  Submit the completed PDQ by November 14, 2012 to you supervisor. Supervisors have until November 21, 2012 to review and submit  Contact Greg Walters or Julian Chen from Sibson Consulting if you encounter issues with the tool or have questions during completion 38 Julian Chen Greg Walters SPHR Executive Director Human Resources P.O. Box Moscow, ID Phone

Copyright ©2012 by The Segal Group, Inc., parent of The Segal Company and its Sibson Consulting Division. All Rights Reserved Appendix

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. 40

Glossary of Action Verbs continued 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. 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. 41

Glossary of Action Verbs continued  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.  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. 42

Glossary of Action Verbs continued  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. 43