Broadband Classification Plan Policy - Classification

3-04-1 BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 I. II. III. IV. V. VI. VII. PURPOSE AND SCOPE A. Purpose B. Scope DEFINITIONS CLASSIFICATION AUTHORITY AND RESPONSIBILITIES A. Authority B. Delegation C. Assignment of Work D. Documentation E. Consultants ESTABLISHING OCCUPATIONAL GROUPS A. Occupational Groups B. Job Codes and Titles C. Suspending an Occupation D. Requesting an Occupation CLASSIFICATION OF JOBS A. Classification Standards B. Benchmarks C. Occupational Descriptions CLASSIFICATION REVIEWS A. Agency Requests for Assistance B. Classification Reviews by the Department C. Effective Dates CLASSIFICATION APPEALS AND RECONSIDERATIONS A. Employee Appeals B. Classification Reconsiderations I. PURPOSE AND SCOPE A. Purpose 1. This policy establishes and maintains a job classification plan for the executive branch of Montana state government in accordance with 2-18-101 through 2-18-209, MCA. Scope 1. This policy applies to all executive branch employees except: a. elected officials; b. the personal staff of elected officials; c. employees of the university system; d. employees covered by the blue collar pay plan; e. employees of Montana State Fund; and f. officers and employees listed in 2-18-103; MCA. g. short term worker or student intern as defined in 2-18-101 B. Page 1 of 11 3-04-1 BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 2. MCA. Elected officials must submit the names of personal staff that will be exempt from the provisions of the broadband classification plan to the department. If an elected official does not request an exemption, the position will be classified and paid according to the broadband classification plan and broadband pay plan policies. II. DEFINITIONS The following definitions apply to this broadband classification plan policy: A. Agency - a department, board, commission, office, bureau, institution, or unit of state government recognized in the state budget. Base Salary - the amount of compensation paid to an employee, excluding: state contributions to group benefits provided in 2-18-703 MCA; overtime; fringe benefits as defined in 39-2-903 MCA; and longevity allowance provided in 2-18-304 MCA. Benchmark - a representative position in a specific occupation that is used to illustrate the application of the job evaluation factor to determine the pay band for an occupation. The department publishes benchmarks determined to be correctly classified. These benchmarks include the written job analyses and evaluations supporting their classification. Benchmark Factoring Methodology - a method of classifying work using comparisons to benchmark descriptions, occupational descriptions and job evaluation factors. Board - the board of personnel appeals established in 2-15-1705, MCA. Broadband Classification Plan - a job evaluation method that classifies jobs based on the difficulty of the work and the knowledge or skills required to perform the work. Broadband Pay Plan - a pay plan using a pay hierarchy of broad pay bands based on the broadband classification plan. Classification - a process of evaluating the work performed in a given job to determine the appropriate occupation and pay band. B. C. D. E. F. G. H. Page 2 of 11 3-04-1 I. BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 Classification Standards – the classification manual, benchmarks, occupational job codes, and the occupational descriptions that form the basis for the evaluation of the work performed in a given job. Department - the department of administration. Employee - any state employee other than an employee excepted under 2-18-103, 2-18-104, and 2-18-306, MCA. The term does not include Short Term Worker or a student intern as defined in 2-18-101 MCA. Job - the duties, tasks, and responsibilities assigned to an employee. Job Analysis - the process of researching and collecting facts about a job to define it. The job audit notes, job description and job summary are the result of job analysis. Job Description - a document that describes the duties, tasks, responsibilities, and needed competencies, (knowledge, skills and behaviors) to perform a job in enough detail so employees, supervisors and managers have a clear understanding of the job requirements. This document may also be called a job profile or position description depending on agency practices. Job Evaluation - the application of the classification standards to a job to allocate it to an occupation and a pay band. Job Evaluation Factor - a measure of the complexities of the predominant duties of the job. Job Evaluation Form - the written document that supports allocation of a job to a specific occupation and pay band based on the analysis and evaluation of the work performed. Job Evaluation Request - a written request for classification assistance in a format acceptable to the department. O*NET – the occupational information database used by the department. The U.S. Department of Labor developed and maintains the database to provide comprehensive information on key attributes and characteristics of workers and occupations. Occupation - a generalized family of jobs having substantially similar duties and requiring similar qualifications, education, and experience. J. K. L. M. N. O. P. Q. R. S. T. Page 3 of 11 3-04-1 BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 U. Occupational Description - a written statement of the kinds of work performed in a typical job in an occupation. Occupational descriptions provide typical work assignments, common working titles and other information used to describe an occupation. Occupational Job Code - the unique identifier of an occupation and pay band used by the department based on the Standard Occupational Classification (SOC) numbering convention, maintained by the U. S. Department of Labor, Bureau of Labor Statistics. Occupational Pay Range - a range of pay, including a minimum salary, market salary and maximum salary for a specific occupation within a specific pay band. An occupation may have more than one occupational pay range. An occupational pay range must fit within the appropriate pay band. Pay Band - a wide salary range covering a number of different occupations. Personal Staff - employees appointed by elected officials listed in Article VI, section 1 of the Montana constitution, or by the public service commission as a whole. Position - a collection of duties and responsibilities currently assigned or delegated by competent authority, requiring the full-time, part-time, or intermittent employment of one person. Trained Classifier - a person who has successfully completed training provided by the department in the application of the benchmark factoring methodology, who has demonstrated the ability to make accurate classification decisions, and who has been placed on the list of approved trained classifiers maintained by the department. V. W. X. Y. Z. AA. III. CLASSIFICATION AUTHORITY AND RESPONSIBILITIES A. Authority - The department determines the classification of each job subject to the provisions of the broadband classification plan. A job must be properly classified before an agency can fill the position. Delegation - The department may delegate authority to classify jobs to an agency that requests delegation of classification authority provided the agency meets specific requirements and agrees to remain in compliance with the policies, procedures, timetables and standards B. Page 4 of 11 3-04-1 BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 established by the department. 1. The extent of authority and the guidelines and procedures that must be followed in exercising this authority are specified in a written agreement with the agency. 2. The department may alter the terms of this agreement at any time and the director of each agency that intends to retain classification authority must sign a revised written agreement. 3. An agency that does not meet these criteria may request assistance from the department in meeting the criteria. 4. All classification actions must be based on the recommendations of a trained classifier and approved by the agency director or designee. C. Assignment of Work - Agency management has the authority to assign the duties and responsibilities to positions within the agency. Nothing in the operation of the broadband classification plan limits the authority of agency managers to organize and assign, direct, and control the work of employees required to achieve agency missions. Vacant Positions - Agencies must review vacant positions before filling them to ensure they are correctly classified. Job selection procedures should be based on a current job analysis. Documentation - Agencies must maintain the following documentation for all classification actions: job description, job evaluation and supporting documents such as audit notes, organizational charts or classification requests. 1. Agencies must submit electronic copies of job descriptions and job evaluations to the department, which will be maintained in a central reference file accessible to all agencies. 2. Managers are responsible for initiating, approving and signing a new job description when the assigned job duties for a position change significantly. The job description must be signed by the position’s immediate supervisor, and the agency head or designee. Consultants - An agency may contract with a private consultant to perform job analyses, write job descriptions and perform job evaluations of agency jobs provided the consultant uses trained classifiers to perform the work. 1. Consultants must submit all job descriptions, job evaluations, organizational charts, audit notes and other information electronically to the department and agency Human Resource staff when they perform these services for any state agency. D. E. F. Page 5 of 11 3-04-1 2. BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 A trained classifier employed by either a delegated agency or the department must review and approve recommendations made by consultants before they can be implemented. IV. ESTABLISHING OCCUPATIONAL GROUPS A. Occupational Groups 1. Jobs must be grouped into occupations based on similarity of work performed, responsibilities assigned, difficulty of work, and required knowledge and required skills so that: a. similar qualifications of education, experience, knowledge, skill and ability can be required of applicants for each position in the occupational group; and b. the same title can be used to identify each position in the occupational group. 2. The department assigns an official title and numerical code to each occupation at each appropriate pay band (job evaluation factor). This title and code must be used for personnel transactions and budget and payroll administration. Working or statutory titles may be used for day-to-day agency business. Requesting an Occupational Group or Additional Occupational Job Code 1. Agencies may request that the department add an occupational group or add a job evaluation factor level in an existing occupation to classify a specific job or group of jobs. 2. The request must include the suggested job evaluation factor level, occupational title and/or occupational description, and must be accompanied by a job description and a job evaluation for the affected job(s). 3. The department will respond to these requests within 20 working days and communicate the results to the agency in writing. 4. Occupational pay ranges for additional occupations or pay bands will be determined by the department as outlined in the broadband pay plan. B. V. CLASSIFICATION OF JOBS A. Classification Standards 1. Jobs are evaluated according to the benchmark factoring method and placed into an occupation at a specific pay band. 2. The department maintains the classification standards. The department will adopt an effective date for the use of each new or Page 6 of 11 3-04-1 BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 3. 4. revised classification standard. The effective date of the standard may precede the date of publication and distribution to the agencies provided the user agencies have been notified in writing. The department will give agencies the opportunity to provide input and comment on all classification standards when they are written or revised. The department will consult with the exclusive representative of the bargaining unit before making adjustments to classification standards affecting the classification of jobs held by employees of that bargaining unit. B. Benchmarks 1. All classifications must be verified and supported by comparisons to the published benchmarks adopted and maintained by the department. 2. The department adopts and maintains written benchmark occupations at representative pay bands. 3. All benchmark comparisons must be made to published benchmarks. If there is no published benchmark that describes the occupation or the level of work in the occupation, the classifier may use any other published benchmark that is similar to the job being classified to determine appropriate allocation. 4. The benchmarks do not determine what the duties or responsibilities of a job may be, nor do they limit or modify the authority of agency management to organize, assign, direct, and control the work of employees under their supervision. 5. The department may suspend the use of a benchmark for revision. The department will notify affected agencies when it suspends a benchmark and will seek comments for revision or elimination. When a benchmark has been suspended, it may not be used for classification purposes. If a benchmark is eliminated, the department will provide information regarding appropriate substitutes for use in classification. Occupational Descriptions 1. O*Net provides descriptions of most occupations used by the State of Montana. 2. The department may add occupations not found in O*Net. In this case the department will publish a description of that occupation with the same level of information as O*Net. 3. A job may be classified in an occupation even if it does not include all of the tasks found in the description of that occupation, or if it includes additional tasks and duties. C. Page 7 of 11 3-04-1 VI. BROADBAND CLASSIFICATION PLAN POLICY CLASSIFICATION REVIEWS BY THE DEPARTMENT A. 5/7/2008 Agency Requests for Assistance 1. Agencies must request assistance from the department to classify their Human Resource positions, positions that are sensitive or controversial or that include a large number of incumbents. Agencies may request classification assistance if: a. they do not have a trained classifier; b. the agency classifier and the manager cannot agree on the classification of the position; c. an agency’s classifiers need assistance. 2. A job evaluation request should be submitted on a form approved by the department. Essential information includes: a. The position number and current classification of the position (official title and code); b. Whether the position is vacant or filled (vacant positions have a higher classification review priority); c. The name, title and telephone number of the immediate supervisor and anyone else that can provide additional position information, including the name of the incumbent if the position is filled; d. The duties and responsibilities removed from the job and the duties and responsibilities added. e. The reasons for the changes in the position's duties and responsibilities and any related organizational changes; f. The signature of the person who completed the form with title, and date completed. g. Any other relevant information about the position that is not in the job description. h. The position numbers of any other similar or identical positions in the work unit and the position numbers of any positions that may be impacted by the change in duties. 3. The request must be accompanied by a job description, organizational chart, and any other supporting information needed to evaluate the job. 4. The department will begin classification actions when all of the necessary information is provided. 5. The department may establish timelines for submission of classification requests, and will notify agencies in writing of such timelines. Agencies with delegated classification authority are encouraged to establish internal requirements and timelines for classification requests. 6. From time to time the department reviews occupations to determine if they should be added, removed or changed. If a Page 8 of 11 3-04-1 BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 7. classification request is submitted during one of these reviews, and the position meets the criteria of the review, it will be included in the review. If a new standard results from the review, it will be considered in the classification of the position. The department will provide the agency with a written explanation of the classification determination. B. Classification Reviews Initiated by the Department 1. The department may at any time initiate a classification review of any job, occupation or classification standard to: a. review and adjust classifications in accordance with 2-18-203, MCA, or b. respond to issues raised by agencies, or c. make changes in the number of occupations, occupational descriptions, benchmarks, or the classification manual, or d. modify classification methods and criteria. 2. The department will notify agencies of the starting date for the review and the purpose and scope of the review. The department may ask agencies to provide information necessary for conducting the review. 3. Agencies must submit the information and other assistance requested by the department. 4. During the review, the department will provide regular updates and will provide agencies the opportunity to comment and make recommendations. 5. When the review is completed, the department will notify agencies of the results of the review in writing. If the review results in changes to job classifications: a. The department will provide the agency with a written explanation of the change(s) and job evaluation if necessary. If the change would result in a lower occupational pay range, the current employee’s pay will be set in accordance with the agency’s internal pay plan. b. The agency may change the duties and responsibilities of the job to maintain the original classification. This will require a new job description detailing the added responsibilities as well as a new job evaluation. Effective Dates 1. Reclassifications must be based on the methods in force at the time. If a change in method results in a change in classification, the change must be effective after the new methodology is adopted. 2. When a job is reclassified to a different occupational job code C. Page 9 of 11 3-04-1 BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 3. because of a change in the duties and responsibilities of the job, the effective date of new classification will be based on the date the agency designee signs the updated job description. When the reclassification results in a change in pay, effective dates are determined by the Broadband Pay Policy, section IV.F, and must occur on the first day of a pay period. VII. CLASSIFICATION APPEALS AND RECONSIDERATIONS A. Employee Appeals 1. Employees and/or their exclusive bargaining agents may appeal the classification of a position to a pay band. Employees and/or their exclusive bargaining agents may not appeal the pay band(s) assigned to occupations or the factor levels assigned to published benchmarks. 2. Employees and/or their exclusive bargaining agents may not appeal the pay band(s) assigned to occupations or the factor levels assigned to published benchmarks 3. Issues that do not directly affect pay or the classification of the position are not considered appropriate for a classification appeal. They may be subject to internal complaint procedures. The board of personnel appeals is responsible for the formal grievance procedure and for handling complaints or appeals arising from the operation of the classification and broadband pay plan found in ARM 24.26.501 et seq. a. If retroactive pay is awarded as a result of the appeal, it may not extend beyond 30 days prior to the date the appeal was filed. b. The department will apply the job evaluation method in use at the time the appeal was initially filed unless it is submitted while an occupational review is in progress. In that case, the department may include the appealed position in the review and apply the new standard that results from the review in responding to the appeal. 4. The board of personnel appeals is responsible for the formal grievance procedure and for handling complaints or appeals arising from the operation of the classification and broadband pay plan found in ARM 24.26.501 et seq. a. If retroactive pay is awarded as a result of the appeal, it may not extend beyond 30 days prior to the date the appeal was filed. b. The department will apply the job evaluation method in use at the time the appeal was initially filed unless it is submitted while an occupational review is in progress. In that case, the Page 10 of 11 3-04-1 BROADBAND CLASSIFICATION PLAN POLICY 5/7/2008 department may include the appealed position in the review and apply the new standard that results from the review in responding to the appeal. B. Classification Reconsiderations 1. If agency management disagrees with a classification decision by the department, they may request reconsideration through the agency director or designee. The reconsideration request must be submitted to the department within 20 working days of the notice of the decision. 2. The department will reconsider the classification decision and provide a written statement that includes the reasons for the decision. 3. If the department and the agency cannot agree on the classification of the position(s), the action may be referred to an independent committee for review. If this process is invoked: a. The department and the agency will reach an agreement on the size and composition of the committee. b. The committee will include trained classifiers from the agency, the department and from an agency with no direct interest in the issue. If the agency does not have a trained classifier, the agency designee may request a trained classifier from another agency. c. The decision of the committee is final. d. This procedure is not available if the employee files a formal appeal. Page 11 of 11