Texas State Classification Training HUMAN RESOURCES

Texas State Classification Training Process –Paper Trail –GOJA –Reclassification Process –Questions and Answers –New Information

The Paper Trail Documents needed to conduct an audit: –Requisition via EASY –Justification memo –GOJA –Organizational Chart –New Position Data Form (NPDF)

The Paper Trail Requisition-Paperless replacement of the RFP. Requisition sent through administrative channels via the EASY system. Access to EASY involves training and must be granted ahead of time. Contact person for EASY: Bobbie Brandenburg – X2557, BB27.

Justification UPPS Requires account managers/supervisors to provide reason for reclassification request Explains changes in duties/functions or function of new position in the organization.

The GOJA For Supervisors Only: Difference: The extent to which the job duty differentiates one job level from the next. Fundamental: Is the duty an essential function per ADA? Assignment: Could the duty be assigned to someone else ?

The Process Phase 1: Audit Request Phase 2: Funding/Admin Approval Phase 3: Audit

The Process Phase 1: Request Account manager receives approval to audit new or existing position from upper management. Account manager prepares GOJA, organizational chart and justification memo.

The Process Phase 2: Funding Account manager sends requisition through channels, via EASY, to Budget Office. HR is last to receive requisition.

The Process Phase 3: Audit Upon receipt of all documents, HR: Places audit on schedule. Conducts audit-completing GOJA if necessary. Employee/supervisor may complete GOJA to speed process.

Q n A How long does the audit process take ? –2-3 weeks from the time Human Resources receives all the documentation it needs Current average: 8-9 days. –Includes: Document review, interview, survey work, drafting audit report and internal review. –Handled in order received.

Q n A What happens after the interview? –Analyst reviews all information submitted –Salary survey of relevant market for new positions or new title. –Appropriate classification/compensation recommended. –Internal review

Q n A What does it take to get a position reclassified? –Result of demonstrable change in job duties. –Duties have changed to an extent that the current title no longer applies. –What this may include: New supervisory or lead responsibilities, dramatic change in job function, acquisition of new program or responsibilities.

Q n A –What this does not include: expansion of current duties, spending more time on current duties or an increase in volume. –Note: A reclassification is not an “award. It is a technical adjustment of an employee’s job title.

Q n A What is the difference between a reclassification and promotion ? –Promotion is a change in job title within the same job family based on merit. Does not always include a change in duties. No Audit. –Reclassification is a technical adjustment of job title based on changes in duties. Audit.

Q n A What elements are not factors when auditing a position for a reclassification ? –Credentials –Job Performance –Personality –Work History –Volume of Work –Length of Service –Experience –Education

Q n A How can I determine whether a reclassification is warranted ? Ask yourself the following: –“Have the duties changed in a meaningful way?” –“Are the duties different or more of the same?” –“Has the nature or focus of the job changed ?”

Q n A –“Has there been a recent reorganization within the work group?” –“Has there been a restructuring of the job duties?” –“Are the changes demonstrable and meaningful?” –“Have all of the job duty changes been implemented, or are more anticipated in the near future?”

Q n A Is it important to incorporate all of the proposed changes prior to requesting an audit ? Absolutely. –HR audits capture the duties performed at the time of the audit request. –Unless management assigns the duties first, there is no way to identify what the new duties are or to verify that they are being performed. –Management needs to implement all duty changes first.

UPPS Changes and New Info Duplicate position- memo through channels requesting desk audit. Requisition is still needed.

Changes and New Info Reclassification audit results are implemented by HR via SAP organizational management. A pay increase for a reclassification is required only if the employee’s salary would otherwise be below the pay plan minimum for the new title. A salary increase of 15% is recommended. Additional increase completed via PCR. No ULP increase is required until 2 years after the most recent personnel action.

Changes and New Info-Job Postings Human Resources will review the job posting attached to the requisition for appropriate minimum qualifications. Degrees cannot be “required” in the posting, but may be “preferred.” HR has established a validation process for degree requirements.

Criteria for Management Positions Director- FLSA exempt. Supervises staff. Manages a department. Budget authority. Strategic level planning and operations. Establish priorities and standards. May hire/fire. Assoc Dir- FLSA exempt. Supervises staff. Advanced managerial work. Assists in strategic planning. Identifies critical issues. May have limited budget authority. Recommends personnel decisions. Asst Dir- FLSA exempt. Supervises staff. Routine management duties. Assists in goal development. Provides information to upper management. May assist in strategic planning. More detail on HR web site.

Criteria for First/Mid-Level Supervisors Supv- Must supervise at least 4 regular staff employees. Must spend less than 10% of time performing same duties as subordinates. Crew Supv- Must supervise at least 3 regular staff employees in same field. Must spend less than 25% of time performing same duties as subordinates. Head- Must supervise at least 1 regular staff employee in same field. Additional criteria on HR web site.

How To Contact Us Location: J. C. Kellam Building, Suite 340 Telephone: Office (512) Fax (512) Web: Contacts: Vanessa Salazar X 4359 Jeff Lund X 2071