New Business Processes Classification Review Process changes PDF Documentation – standard business documentation Auditing Process If questions contact us: compteam@umich.edu Steve Drews Jennifer Mitts

UHR Revised Classification Review processes~ July 1,2006 New Business Processes ~ HR approval for creating newly slotted jobs - continues ~ FLSA compliance review when incumbent involved in exemption status change from non-exempt to exempt - continues ~ When for posting purposes a unit maps a vacant position from a non-exempt job code to an exempt job code - continues ~ Available UHR guidance and consulting role - continues ~ Planned Reviews – post audit cycle – new ~ Establish Classification Advisory Group – new ~ Position review List – new UHR Revised Classification Review processes~ July 1,2006 PDF documentation as standard business practice 2

Classification Review: Position Review List NEW - Position Review List … a unit check point “Watch” list – currently 49 job codes and 10 career families Could be on “cusp” for FLSA Leveling issues in application Calibration sensitive Increased probability of audit New job codes added or deleted as needed

UHR Classification Review Unit Posting Submit PDF Required Unit Accountability VACANT POSITION: No job code change to mapping of vacant position Mapped to different job code and no change in exemption status NEWLY CREATED POSITION: Mapped to an existing job code; no slotting required No UHR Classification Review required Guiding Steps:  Maintain current PDF documentation  Follow Mapping Principles  Review “watch list” on web  HR consulting available

UHR Classification Review Unit Posting Submit PDF Required Unit Accountability VACANT POSITION: Creation of new slotted job code VACANT POSITION: Mapped to different job code resulting in exemption change from a non-exempt status to an exempt status Yes UHR Classification Review required in both situations  Unit works with HR rep to determine if slotted job code is needed  Unit needs to notify and work with HR rep prior to posting – when changing the job code of a vacant position from non- exempt to exempt  Provide current PDF documentation

UHR Classification Review Submittal Form for Job Code Changes Submit PDF Required Unit Accountability If No change in exemption status for incumbent If Change in exemption status for job incumbent results in change from non-exempt to exempt status If unit is requesting new slotted job code No UHR Review required Yes UHR Review required Guiding Steps: Maintain current PDF documentation Follow Mapping principles Follow working title guidelines Consulting with UHR rep Provide PDF documentation for classification review

Classification Review: Useful Guides Push Technology Monthly Tracking reports C-tools Job Code Changes CSP Unit Readiness folder Website Access Position Review “Watch list” Mapping and working title guidelines Regental Listing PowerPoint Training material Consulting EPC’s HR Rep Compteam

Classification Review: Going Forward UHR Classification Committee Participants (6-8) selected for deep expertise and knowledge of classification framework and campus mapping Provide strategic advice to UHR in the maintenance and on-going development of the mapping framework Provide guidance in the consistent application of the mapping framework across campus Engage expertise from special interest groups (such as career family or career band interest groups) Assist in formation and guidance of small audit review teams Evaluate effectiveness of audit process Interaction with other campus groups Role of Group Support cross unit engagement in post auditing process Identify and charge communities of interest Connecting units at sub group level – special interest communities Identify best practice units as partners Provide advise and recommendations regarding mapping framework design, application and maintenance 9

Post Audit Process ….. √ Review job code transactions √ Review “Watch” list: Position Review list as check point Identify frequently used positions for auditing Audit review process will: Use the Classification Committee to assist selection: positions and classifications for audit review Establish small audit working groups for review/audit process Require PDF as standard documentation for all audits Report out recommendations to UHR for unit consultation and action Define and establish timeframe for completing audit review and reporting back to units

Next Steps for Units Clarify roles relative to classification activity within your unit as stabilization period comes to a close Document unit standards for mapping Educate your unit about new business processes Identify who should be converted/added from the URC e- mail group and C-Tools site to the Classification System Update e-mail group/C-Tools site Consult with your HR Rep on unit-specific needs