Administration Job Family Study New Structure and Implementation Employee Information Session September 18, 2015

Human Resources Office of 1 Agenda Project Overview and Objectives Administration Job Family Definition Project Process Classification and Salary Structures Project Timelines Salary and Benefit Impact Q&A

Human Resources Office of 2 Job Classification Redesign Goal: Create and implement a classification system that provides:  managers and employees transparent career paths,  a classification structure that provides clarity and ease of administration,  optimal utilization of payroll dollars, and  the ability to attract, engage, and retain high performing employees. 4

Human Resources Office of 3 Job Family Study Overview University-wide initiative  aligned with University’s vision and Operational Excellence Civil Service and P&A positions on all five campuses 18 total job families; 16 are complete Working in partnership with Sibson Consulting Collaborative approach focused on communication and consensus-building Anticipated completion in December 2015

Human Resources Office of 4 Administration Job Family Definition Administrative job family reflects positions that contain a broad cross-section of business administration functions across all operations of the University including managing or performing finance, budget, HR, communications, faculty affairs, student affairs, and facilities responsibilities.  Compliance sub category reflects positions that are responsible for ensuring the institution’s compliance with laws, regulations and policies. Duties typically include developing, directing and/or implementing compliance program(s); interpreting and communicating regulation requirements to internal stakeholders. Community Relations job family reflects positions that conduct administrative, managerial, or professional work to plan and direct a community service or outreach program creating mutually beneficial relationship between University and external partners and agencies. Duties typically include fostering/maintaining external relationships, acting as a community liaison, and/or providing a service to one or more community groups.

Human Resources Office of 5 Project Stakeholders Advisory TeamFocus GroupsSteering TeamIndividual Employees Parties Include Project Sponsor HR in the Unit HR Consultants Functional Team Members Class & Comp Staff Sibson Consultants Subject Matter Experts Operational Excellence Team Employees with Manager Guidance (as interviewees and focus group participants) Role Develop job family definitions, assign placements, and conduct competitive compensation assessment Review initial job family definition and career ladder documentation Helps to ensure project success and provide final approval of key deliverables Complete position description documentation

Human Resources Office of 6 Job Family Collaboration Advisory Team Gail Klatt, Sponsor Suzanne Bardouche Kris Lockhart Bob Glunz Lisa Bachman Jill Merriam Jennifer Cieslak Sarah Greening Dorothy Cottrell Paula Rossi Chuck Tomlinson Lori Engstrom Jeremy Marshall

Human Resources Office of 7 Colleges and Administrative Units Represented through Focus Group and Interviews Undergrad Ed Student Affairs Equity and Diversity University Services GPS Alliance OIT Law School University Finance Carlson School Biological Sciences Continuing Ed Design Ed & Human Dev CFANS Science and Engr Liberal Arts Extension AHC –Dentistry, Medical School, Nursing, Pharmacy, Public Health, Vet Med System Administrations Offices UMD

Human Resources Office of 8  Operational Activity  Decision-making Authority  Operational Knowledge  Education and Experience  Management Experience  Technical Capabilities  Industry Knowledge  Planning Horizon  Influence on Institution  Scope of Measurable Effect  Problems Solved How Jobs are Mapped to the Structure

Human Resources Office of 9 Steps to Develop a Structure Market PricingJob DescriptionsSalary Structure $$$$

Human Resources Office of 10 Salary Structure Design Reviewed salary survey reports from industry leaders (CUPA, EduComp, Mercer, Towers Watson, Kenexa CompAnalyst) Factors Considered:  Higher education  Minneapolis metro area (for-profit and not-for-profit companies and government)  If specific cuts not available, looked at broader regional or national data

Human Resources Office of 11 University Structure University Level SVP / VP AVP Director 2 Director 1 Manager 3IC 3 Manager 2IC 2 Manager 1IC 1 Supervisor 4Professional 4 Supervisor 3Professional 3 Supervisor 2Professional 2 Supervisor 1 Professional 1 Labor Represented Positions (not included in study)

Human Resources Office of 12 Administration: Before 14

Human Resources Office of 13 Administration: Before Con’d 14

Human Resources Office of 14 Administration Job Family After – Overview

Human Resources Office of 15 Administration – General

Human Resources Office of 16 Administration - Compliance

Human Resources Office of 17 Community Relations

Human Resources Office of 18 Administration Job Family After – Overview

Human Resources Office of 19 Administration – General

Human Resources Office of 20 Administration – Compliance

Human Resources Office of 21 Community Relations

Human Resources Office of 22 Implementation Key Dates and Events September 14  Employees receive individual results letters  Start of appeal period  Round 2 begins September Information sessions for supervisor sand employees October 5  Employee deadline for employee group choice (if applicable)  Employee deadline for appeals  Round 2 deadline for position descriptions October 30  Notification of appeal and Round 2 results November 2, 2015  Job family effective date

Human Resources Office of 23 Appeal Process 1.Employee discusses classification result concerns with supervisor 2.If the supervisor, in discussion with their unit HR Office, supports an appeal, the employee submits the appeal form (with documentation and supervisor signature) to their unit HR office 3.Unit HR Office reviews and submits appeal information by the deadline of October 5, Appeal panel of subject matter experts reviews 5.Appeal results communicated on/before October 30 Appeal process information found at z.umn.edu/jobfamilies

Human Resources Office of 24 Administration Job Family Study Results Total number of positions mapped: 1038 (excluding position w/o PD or terminated) Positions mapped to other job families: 187 Distribution by employee group Civil Service: 512 P&A: 422 Labor Represented: 104 Distribution by type of moves Civil Service to Civil Service: 386 Civil Service to P&A: 42 P&A to Civil Service: 126 (80 have the option to stay in P&A) P&A to P&A: 380 Civil Service to Labor Represented: 104

Human Resources Office of 25 Administration Job Family Study Results Cont’d Impact on Salary No impact: 890 Below the range minimum: 29 Above the range maximum: 119  Administration: 92  Clerical Unit: 40  Other job family: 27

Human Resources Office of 26 Employee Salary Impact For those below range minimum: Salary brought to the range minimum on the effective date For those above the range maximum: Salary frozen for 3 years or until the range catches up to the salary. If still above the range after 3 years, salary will be adjusted to the top of the range.

Human Resources Office of 27 Non-exempt positions are not exempt from the overtime pay requirements of the FLSA. -Employees are paid overtime if they work over 40 hours in a work week. -Advanced supervisor approval of OT is required Exempt positions do not require overtime pay by law -UMN civil service rules currently provides OT pay or V class. Fair Labor Standards Act: /index.html#generalflsainfo /index.html#generalflsainfo Fair Labor Standards Act (FLSA) Exemption Status

Human Resources Office of 28 Additional Information Project Website with Q&A z.umn.edu/jobfamilies z.umn.edu/jobfamilies Civil Service Employee Rules Administrative Policy for Appointments of Academic Professional and Administrative Employees Employee Benefits website Contact Unit Human Resources or call 4-UOHR ( )

Human Resources Office of 29 Employee Benefits Resources Employee Benefits: Academic Disability Program: Vacation and Leave: Minnesota State Retirement Plan: or Faculty Retirement Plan (P&A): Questions? Contact Employee Benefits at 4-UOHR ( ) or

Human Resources Office of 30 Thank you! Questions?