Delivering Results Since 1975 Vancouver Calgary Edmonton Toronto Athabasca University Classification/Job Evaluation System Review January 2007 John Steffensen Jaime MacKenzie

2 Compensation Administration System REWARDS u Salary u General/Merit u Bonus u Incentives u Policy Formation u Budgets u Salary Grids u Salary Ranges u Procedures Performance Planning Performance Appraisal Performance Improvement u Job Evaluation u Classification u Salary Survey (Benchmark Jobs) u Analysis INTERNAL EQUITY EXTERNAL EQUITY “ SOFT SIDE” DOLLARS PAID TO JOBS u Position Description u Role/Duties u Skill u Responsibilities u Effort u Working Conditions “HARD SIDE”

3 Our Approach  Structured and collaborative.  Client involvement and ownership; reinforces and develops client skills and competencies.  Supported by automated data management; JES (job evaluation system) software.  Conducted by senior, experienced management consultants.  Measure the position, not the incumbent

4 Why Are We Doing This?  To address the concerns raised by Athabasca University Staff through the position evaluation system survey conducted recently: Adaptability to changes in responsibility and accountability. Requirement for easily understood classification criteria. Recognition of significant educational upgrading and experiential learning and promoting a learning environment within AU. Recognition of career development/progression. Appropriate process for classification decisions and appeals.  To create a Fair and Equitable Job Classification System that: Has a consistent job information format; Has consistent and appropriate measurement criteria (evaluation factors); and, Has consistent application throughout the University.

5 Pay Equity Legislation  Factors which MUST legally be present in evaluation systems are: Skill Effort Responsibility Working Conditions

6 Job Evaluation is not…  Individual performance is not evaluated in Job Evaluation.  Performance is evaluated using performance evaluation tools.

7 Work Plan Task 1: Client Meeting/Project Startup (December 2006) Task 2: Orientation/Communication Sessions (January 23-24, 2007) Task 3: Job Questionnaires/Interviews to test evaluate benchmark positions February-April 2007 Task 4: Job Ranking/System Design April 2007 Task 5: Analysis/Recommendations (benchmarks) May-August 2007 Task 6: AU Review (executive signoff) August 2007 Task 7: Employee Feedback (info sessions) September 2007 Task 8: Final Reporting September - October 2007

8 Job Evaluation & Classification Step 4 - Confirm Job Descriptions - Design Job Information Questionnaire - Collect information (high employee involvement) (details on slide 7) Step 4 - Confirm Job Descriptions - Design Job Information Questionnaire - Collect information (high employee involvement) (details on slide 7) Step 5 - Confirm Compensable Factors and Plan Wording 6 - Determine Factor Weighting 7 - Install Job Evaluation Support Software on AU Computer 8 - Evaluation of Jobs 9 - Verify and Validate Evaluation Results - Define structure, and natural breaks based on predefined criteria (CA) and/or market data Step 5 - Confirm Compensable Factors and Plan Wording 6 - Determine Factor Weighting 7 - Install Job Evaluation Support Software on AU Computer 8 - Evaluation of Jobs 9 - Verify and Validate Evaluation Results - Define structure, and natural breaks based on predefined criteria (CA) and/or market data Step 1 - Project Orientation and Start-up 2 - Develop and Implement a Communications Strategy -Information sessions for staff (Jan 2007) 3 - Assess Current Arrangements Step 1 - Project Orientation and Start-up 2 - Develop and Implement a Communications Strategy -Information sessions for staff (Jan 2007) 3 - Assess Current Arrangements Step 11 - Prepare and Deliver a Final Project Report including implementation recommendations - Ensure knowledge transfer Step 11 - Prepare and Deliver a Final Project Report including implementation recommendations - Ensure knowledge transfer Phase II : Confirm Required Job Information February - March 2007 Phase I : Orientation, Start-Up and Communication December 2006 – January 2007 Phase III: Evaluate & Classify Jobs March - August 2007 Phase IV: Final Recommendations and Reporting September - October 2007

9 Job Information Questionnaire  Record facts about the job.  Information in the job description/information questionnaire helps to identify compensable factors.  Approval process for job information questionnaire helps to identify and resolve questionable areas.  Other uses:  Recruitment for a replacement/new position when required.  Performance appraisal (as reference).  Training Programs.  Organizational Planning.  Grievance Settlement.

10 Common Compensable Factors  Knowledge and Skills*  Complexity/Difficulty  Responsibility/Accountability*  Consequence of Error  Relationships and Contacts/ Communication*  Planning and Controlling  Leadership*  Supervision – Given & Received  Budget Impact – Operating, Capital and Manpower  Confidential Information  Working Conditions/Hazards  Independence of Action*  Problem Solving  Teamwork Note:Factors selected must be present in all jobs being evaluated – usually between 8-10 factors used in system.

11 Summary of WMC Process  Incumbent completes job information questionnaire, supervisor approves it, submitted to Human Resources.  Development of relevant factors and factor weighting.  Program used to test-evaluate benchmark positions.  Modifications (if necessary) made to the system.  Remaining jobs are evaluated.  Communication of results to all staff, ability to appeal decisions using current appeal process as outlined in the collective agreement.

12 Ongoing Evaluation  Process is “dynamic” – there should be regular review of all jobs.  New positions should have a questionnaire completed and evaluated.  Reorganization or significant changes in duties and/or responsibilities should also result in a review of the affected jobs.  A formal appeal process exists if the incumbent or supervisor disagree with evaluation (as per CA).

13 Sample of WMC Clients Job Evaluation and Compensation Assignments  Fairview College  Alberta School Trustees’ Assoc.  Northern Lakes College  University of Alberta  St. Albert Separate School Board  University of Victoria  Open Learning Agency Knowledge network  University College of the Caribou  Langley School District  Vancouver Community College  Alberta Teachers Retirement Fund Board  Alberta School Employees Benefit Plan  University of British Columbia  Simon Fraser University  University of Northern B.C.  Trinity Western University  Okanagan University  Malaspina University College  B.C. Public School Employees Association.  Alberta Pension Administration Corporation  Alberta Blue Cross

14 Job Information Questionnaire FOR H.R. USE ONLY JOB INFORMATION QUESTIONNAIRE JOB INFORMATION QUESTIONNAIREJob Code: Eval. Date: INSTRUCTIONS The collection of accurate, complete, up-to-date and gender-neutral job information is essential to, and forms the basis of the job evaluation process. This Job Information Questionnaire provides a format designed to describe a job, capturing the skill, responsibility and effort normally required in the work, and to record the conditions under which it is usually carried out. The Job Information Questionnaire focuses on CURRENT job content and requirements. THIS IS NOT AN APPRAISAL OF YOUR PERFORMANCE ON THE JOB. Please read the Job Information Questionnaire carefully, and complete each section. Throughout the Questionnaire examples are requested and are important as you describe the job. If you are completing this document electronically, the space provided for each response (the shaded areas) will expand, so you are not restricted in the amount of information you wish to provide. Use the “tab” key to move between fields. If you are completing this document by hand, please use the back of the page or add additional pages if more space is required. When you have completed the Questionnaire, please forward it to your manager/supervisor. Once the Questionnaire has been reviewed by the respective manager/supervisor, the finalized Questionnaire will be forwarded to Human Resources. POSITION PARAMETERS Employee Name: Job Title: Department: Reports to: (Name and Job Title) SIGNATURES AND APPROVALS Completed by:Approved by: ____________________________________________________________________________ EmployeeSupervisor/Administrator ____________________________________________________________________________Date

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29 Discussion Points/Questions  Do we understand your requirements?  Are changes needed to the work program?  Project scheduling changes?  Other questions?

30 Additional Information Slides:

31 Job Evaluation and Development Process PROJECT PLANNING APPROVAL OF QUESTIONNAIRE MARKET ANALYSIS (COMPENSATION) QUESTIONNAIRE ADMINISTRATION SYSTEM FRAMEWORK SYSTEM WEIGHTING WEIGHTED EVALUATION SALARY SYSTEM DEVELOPMENT IMPLEMENTATION AND EMPLOYEE FEEDBACK ADMINISTRATION SYSTEMS AND GUIDELINES QUESTIONNAIRE & JOB ANALYSIS CLIENT MISSION, GOALS, PHILOSOPHY GOVERNMENT LEGISLATION APPEAL PROCESS INPUT EVALUATION/STEERING COMMITTEE

32 Job Analysis ORGANIZATION GOALS AND OBJECTIVES DEPARTMENTAL GOALS AND OBJECTIVES JOB PURPOSE AND OBJECTIVES JOB DUTIES RESPONSIBILITIES: u Independence of Action u Results/Consequences of Errors u Scope of Supervision u Character of Supervision u Contacts u Dimensions EFFORT SKILLS: u Education u Work Experience u Complexity/Judgment WORKING CONDITIONS JOB DESCRIPTION OR JIQ T H E J O B (T I T L E)

33 Sample Factor Weightings