texas state classification training human resources
TRANSCRIPT
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 04.04.11
• 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) 245-2557Fax (512) 245-3911
Web:http://www.hr.txstate.edu/
Contacts: Vanessa Salazar X 4359Jeff Lund X 2071