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WMS Committee Member Training Template

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					Washington Management Service

WMS Committee Training
Welcome and Introductions




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WMS Committee Training

 Training outline

     Course objectives

     Overview and background of WMS

     Definition of „manager‟

     WMS coordinators and committee member roles

     WMS rules and requirements

     New forms, tools, resources and process requirements

     Inclusion criteria

          Exercise

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WMS Committee Training

Training Outline (continued…)
   Evaluating WMS positions

        Exercises
   Questions/wrap-up




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WMS Committee Training

 Course objectives
    Define and describe the RCW definition of a manager and
     criteria for positions to be included in the WMS.
    Understand the WMS procedure and policy requirements set
     forth in WAC related to inclusion and evaluation.
    Understand the difference between the two WMS Job Value
     Assessment Charts (Individual Contributor and Traditional
     Manager).
    Understand the required forms, tools and process required for
     inclusion and evaluation reviews of WMS positions.
    Apply the WMS inclusion criteria and JVAC tools on positions.
    Understand the role of your agency‟s WMS committee to
     ensure use of the WMS in accordance with DOP rules, agency
     procedures, with the goals of objectivity, consistency and
     transparency.
                                                                     5
Overview and background of WMS
    1993   WMS created
    1995   WMS receives national award from the National Center for Public
           Productivity at Rutgers University.
    2001   Joint Legislative Audit Review Committee (JLARC) review regarding
           WMS completed. Final report issued in early 2002.
    2002   DOP completes comprehensive study as follow up to JLARC report.
           Results: 407 positions identified for removal from WMS and 130
           positions identified for abolishment.
    2005   Governor‟s Mid Management Reform Initiative requires cutting 1,000
           manager positions in state government by June 30, 2007 (majority
           of cuts were WMS positions).
    2007   DOP implements agency and enterprise control points to manage
           growth of WMS. DOP monitors agency usage and agencies report in
           their GMAP HRM reports.
    2009   DOP FY10 Agency Priority to review the state‟s management
           services (WMS and Exempt) and develop options to better manage
           both services.
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WMS Committee Training

 Definition of WMS Manager
     In accordance with RCW 41.06.022, a manager or managerial
      employee is defined as the incumbent of a position that:

      (1) Formulates statewide policy or directs the work of an
      agency or agency subdivision;

      (2) Administers one or more statewide policies or programs of
      an agency or agency subdivision;

      (3) Manages, administers, and controls a local branch office of
      an agency or an agency subdivision, including the physical,
      financial, or personnel resources;




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WMS Committee Training

 Definition of WMS Manager (continued…)
      (4) Has substantial responsibility in personnel administration,
      legislative relations, public information, or the preparation and
      administration of budgets; or

      (5) Functions above the first level of supervision and
      exercises authority that is not merely routine or clerical in
      nature and requires the consistent use of independent
      judgment.




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WMS Committee Training

 WMS coordinator role
    Ensure compliance with the WMS rules within your
     agency
    Provide training to agency WMS committee members.
    Chair evaluation committee meeting
    Serve as a liaison between your agency and DOP for
     matters related to WMS
    Serve as agency‟s expert on WMS
    Participate on audit teams as requested by DOP
    Help to provide accountability, consistency and
     transparency with the WMS



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WMS Committee Training

 WMS committee member role
    Become knowledgeable with the agency‟s WMS Inclusion
     and Evaluation Procedure
    Become knowledgeable with the definition of WMS
     manager
    Become familiar with the WMS inclusion criteria, Job
     Value Assessment Charts, and the WMS Evaluator‟s
     handbook
    Attend WMS committee meetings and be an active
     participant in reviews of positions
    Help to provide accountability, consistency and
     transparency with the WMS



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WMS Committee Training

 WMS rules and requirements
    Policy and procedure requirements
         Salary administration policy (WAC 357-58-075)
         Relocation compensation “written criteria” (WAC 357-58-
          155)
         Additional leave authorization policy (WAC 357-58-180)
         Recruitment and Selection policy (WAC 357-58-185)
         Employee performance planning and evaluation procedure
          (WAC 357-58-415, WAC 357-37-080)
         Layoff procedure and its contents (WAC 357-58-440, -455,
          -460)
         Reconsideration procedures (WAC 357-58-515)
         Inclusion and Evaluation Procedure (WAC 357-58-032)
          *NEW*                                                      11
WMS Committee Training

 New forms, tools and processes

    Inclusion and evaluation procedure required – DOP
     approval required by 4/1/11
    New Request for Review, Position Evaluation Summary
     and WMS PD forms
      -   Separate WMS and Exempt PD Forms
    New WMS handbook and JVAC tools
      -   Separate WMS and Exempt handbook and JVACs
    Self-audit questionnaire
    Reporting requirements




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WMS Committee Training

 WMS Position Description form

    Updated based upon feedback from both WMS
     workgroups
    Better aligns with new JVACs
    Tips for supervisors/managers completing
      -   Be succinct, but descriptive
      -   Pay special attention to accountability, which is now
          the primary driver for band placement
      -   Be sure to answer additional questions which will
          help the evaluators accurately evaluate the position
      -   Attach an organization chart



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WMS Committee Training

 Determining WMS inclusion

    Policy and procedure requirements
         Inclusion and Evaluation Procedure – DOP approval
          required
    Overview of inclusion criteria and guidance




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WMS Committee Training

 Determining WMS inclusion

    Exercise




                             15
WMS Committee Training

 Evaluating WMS positions

    Policy and procedure requirements
         Inclusion and Evaluation Procedure – DOP approval
          required
    Why was the JVAC updated?
    Overview of the JVAC tool and handbook




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WMS Committee Training

Overview of the JVAC tool - WMS connections

                             Scope/Impact


                      •Programs     Size and Importance
                      •Operating     Budgets – Internal Operations
                      •Effect   on Agency (Statewide Outcomes)
                      •Personal     services budgets
                      •Facilities   operations




Authority to Act                                                Nature of Impact


•Statute                                                   •Controlling   actions and outcomes
•Regulations                                               •Participating   – Collaborating - Facilitating
•Delegation   Level

                                                                                                    17
WMS Committee Training

                             Accountability Rating
     Rating Code          Traditional Manager                   Individual Contributor

                                                           Advice and Consultation at a Basic
                        Direct Supervision                 level but profession based level
         W
                        Accuracy of staff work             (founded on a learned discipline)
                        Could be 1st level                Cultural experience that permits a
                         Supervisor                         person to do an effective job with
                                                            constituents. (Native American/Tribal
                                                            example)
                        Program Management
                        More emphasis on delivery
                        Development of program            More advanced practice of
         X
                        Determines how to deliver          profession based discipline
                         the program from the point
                         of delivery forward
                        Could be multiple programs
                        Impact is broad, could be         Accountable to a key position in
                         statewide                          state government where actions
                        Statewide constituency is          taken on this position‟s advice are
         Y
                         large                              critical to agency outcomes
                        This position is accountable      Impact on security, liability and
                         for outcomes of an                 agency viability
                         organization


                                                                                            18
WMS Coordinator Training


                              Decision Making
 Ratings                              Description/Example
                 Decisions are guided by regulations or clear policy
    1            Judgments are based on known and familiar precedents and
                  dependable regulation

                 Decisions are guided by varying conditions within established
                  policy or statute but not always made in the same way
    2            Discretion to make decisions grants a degree of latitude for
                  adapting to varying situations
                 Judgments are made in somewhat unknown and unfamiliar areas
                  where there are few reliable precedents

                 Decisions are guided by statewide policy or broad and some cases
                  (unique) statute where legal precedent may be unclear, or where
    3             external forces/legislation are evolving or unsettled or
                  decisions/judgments have a critical effect on agency viability
                 Judgments are inventive/innovative where few if any precedents
                  exist

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WMS Committee Training


    Nature of Management – Knowledge, Skills and Abilities (KSA’s)
                          Bodies of Knowledge:
                         Management Principles
                           Scientific, Technical
                             Administrative
               All are concepts, familiarity with information

  Rating Code                           Description/Example
       A             Basic Level includes full grasp of principles and concepts
                     and practices of a profession based body of knowledge
      B              Advanced practice of a profession based body of
                     knowledge
      C              Mastery/Expertise practice of a profession based body of
                     knowledge
      D              Exceptional grasp of a profession based body of knowledge




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WMS Committee Training

 Evaluating WMS positions

    Exercise




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WMS Committee Training

 Transitional items and next steps

    Toss any old WMS guidance and handbooks.
    Exempt PD form and JVAC banding tool are now stand-
     alone forms and tools. They will be renamed as “Exempt”
     by end of year.
    Updating WMS PDs on new form and reevaluation using
     new JVAC - target June 30, 2013.
    Updating of other WMS rules – discussions begin in
     January.
    Full WMS handbook – coming in 2011.




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WMS Committee Training

 Questions/wrap-up

    Questions?
    More information available on the DOP website:
     http://www.dop.wa.gov/CompClass/CompAndClassServic
     es/Pages/HRProfessionalTools.aspx


     http://www.dop.wa.gov/strategichr/SharedServices/Pages
     /ManagementReform.aspx




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