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Description
Employee Training Questionnaire document sample
Document Sample
Position Questionnaire
Employee Training
2009
ND Renew
Agenda
Overview
Objectives
Completing the Position Questionnaire
Individual
Validating Prepared Questionnaire (Focus Group)
Validating Prepared Questionnaire (Individual)
Resources
2
ND Renew
Overview
Sharing background about the project
The University is engaged in a process to more effectively articulate and manage its
compensation program
2006 ND Voice survey feedback identified the following perceptions concerning the
current position structure and compensation practices:
Out-of-date and no longer function properly
Inconsistent among the University departments
Employees at the University are paid low or paid under market
The three phases of this process are:
Articulating our compensation philosophy — Completed
Developing related policies and procedures — Completed
A comprehensive review of our exempt and non-exempt non-faculty position
structure and compensation program, ND Renew
3
ND Renew
Overview
Setting the context for ND Renew
ND Renew was planned before the current national economic events
This project is not:
A plan to reduce pay
A cost-saving initiative
An effort to eliminate jobs
While the impact of this project cannot be determined until it is complete, there should
be no expectation of individual salary adjustments
Any outcomes from this project will be implemented independent of the Performance
Planning and July 1, 2009 Merit Pay process
4
ND Renew
Objectives
Reviewing the objectives of ND Renew
Fact-Finding Phase
Document and provide comparisons of current position structures
Internally across the University
Externally with relevant markets
Compare the University’s total compensation program to other organizations from
which we draw talent/hire people
Review the University’s benefits package in comparison to other organizations
Recommendations and Implementation Phase
Develop standard and competitive position structures across all departments
Update salary structures and incentive plans that fully support the University’s
compensation philosophy
Provide staff with a clearer picture of roles, responsibilities, competencies and
potential career opportunities across the University
5
Completing the Position Questionnaire —
Individual Employee
6
ND Renew
Individual Electronic Position Questionnaire
Electronic Position Questionnaire
Position Questionnaires will be available on the Renew.ND.edu website for those with access to
that medium
Process:
Visit Renew.ND.edu, open the appropriate questionnaire (exempt or non-exempt) and save it
to the desktop
Title the document “Completed PQ- (Last Name, First Name) (ver 1)”
Enter responses directly into the form
• Non-Exempt employees complete sections B through H
• Exempt employees complete section B through I
Save work
Send completed Position Questionnaire via email to supervisor
Supervisors will save the document and title it “Completed PQ- (Last Name, First Name ) (ver
2)”
Supervisor will complete the remaining sections and validate the employees’ responses
Supervisor sends the reviewed Position Questionnaires to the next level of management or the
individual designated for second level review
Next level management or second level reviewer will save the document and title it
“Completed PQ – (Last Name, First Name) final”
7
The final Position Questionnaire will be submitted to renew@nd.edu
ND Renew
Individual Paper Position Questionnaire
Paper Position Questionnaire
Paper copies of the Position Questionnaires will be distributed to employees who
do not have electronic access
For employees receiving a paper copy:
Write responses directly on the form
• Non-Exempt employees complete sections B through H
• Exempt employees complete section B through I
Send the completed Position Questionnaire to supervisor
Supervisors will complete the remaining sections and validate the employees’
responses
Send the reviewed Position Questionnaire to the next level of management or
the individual designated for second level review
Next level management or second level reviewer will provide comments on the
Position Questionnaire and submit it to Human Resources: Attn ND Renew
8
ND Renew
Completing the Position Questionnaire
Important
When completing the Summary Statement section, understand that the role should
be described as it is today, not how it should be or will be in the future
When completing the Essential Duties and Responsibilities section, use action
words, specific tasks and estimate the percentage of time spent annually
See Renew.ND.edu for a glossary of ―action terms‖ and sample questionnaires
Sample Duties and Responsibilities % of Time
1. Maintains an electronic database, enters and 25%
retrieves information.
2. Prepares correspondence, graphs, charts and 25%
reports using various software.
3. Files correspondence and records. 20%
4. Duplicates reports and documents. 15%
5. Orders and receives supplies; maintains 15%
inventory.
100% 9
Validating Prepared Position
Questionnaires
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ND Renew
Reviewing the Position Questionnaire
Validating Prepared Position Questionnaire Individual (Electronic)
Supervisors will complete the Position Questionnaire and title the document “Completed PQ- (job
title) (ver 1)”
Supervisor will distribute electronically for all employees who have access to that medium
For employees receiving an email attachment:
Open the attachment
Save the file to the desktop and title the document “Completed PQ – (Last Name, First
Name) (ver 2)”
Review the form and enter any responses directly into the form using the Track Changes tool
• Employee reviews sections B through H
Send the completed Position Questionnaire via email to supervisor
Supervisors will save the document and title it “Completed PQ- (Last Name, First Name) (ver 3)”
Supervisors will complete the remaining sections and validate employees’ responses
Supervisor will send the reviewed questionnaire to the next level of management or the individual
designated for second level review.
Next level management or second level reviewer will save the document and title it
“Completed PQ – (Last Name, First Name) final”
The final Position Questionnaire will be submitted to renew@nd.edu
11
ND Renew
Reviewing the Position Questionnaire
Validating Prepared Position Questionnaire Individual (Paper)
Paper copies of the Position Questionnaires will be distributed to employees who
do not have electronic access
For employees receiving a paper copy:
Provide edits directly on the prepared form
Send the reviewed Position Questionnaire to supervisor
Supervisors will complete the remaining sections and validate employees’
responses
Supervisor will send the reviewed questionnaire to the next level of
management or the individual designated for second level review
Next level management or second level reviewer will provide comments on the
Position Questionnaire and submit it to Human Resources: Attn ND Renew
12
ND Renew
Reviewing the Position Questionnaire
Validating Prepared Position Questionnaire Focus Group
Prepared Position Questionnaires will be distributed prior to the focus group
session
Employees performing similar work may work in a group to review and validate the
information
• Non-Exempt employees will review sections B through H
The facilitator of the session will gather feedback and make necessary updates to
the Position Questionnaire
The completed Position Questionnaire will be forwarded to the supervisor
Supervisors will complete the remaining sections and validate the employees’
updates
Supervisor will send the reviewed questionnaire to the next level of
management or the individual designated for second level review
Next level management or second level reviewer will provide comments on the
Position Questionnaire and submit it to Human Resources: Attn Compensation
13
ND Renew
Validating the Position Questionnaire
Important
When reviewing the Summary Statement section, understand that the role is
described as it is today, not how it should be or will be in the future
If editing the Essential Duties and Responsibilities section, use action words,
specific tasks and estimate the percentage of time spent annually
See Renew.ND.edu for a glossary of ―action terms‖ and sample questionnaires
Sample Duties and Responsibilities % of Time
1. Maintains an electronic database, enters and 25%
retrieves information.
2. Prepares correspondence, graphs, charts and 25%
reports using various software.
3. Files correspondence and records. 20%
4. Duplicates reports and documents. 15%
5. Orders and receives supplies; maintains 15%
inventory.
14
100%
ND Renew
Titling Protocol for Position
Questionnaire
15
ND Renew
Titling Protocol for Electronic PQs
Employee Supervisor 2nd Level Review
Individual Electronic Completed PQ- Completed PQ- Completed PQ-
Position Questionnaire (Last Name, (Last Name, (Last Name, First
from Renew.ND.edu First Name) – First Name) – Name) – Final
v1 v2
Prepared Electronic Completed PQ- Completed PQ- Completed PQ–
Individual Position (Last Name, (Last Name, (Last Name, First
Questionnaire will be First Name) – First Name) – Name) – Final
named Completed PQ- v2 v3
(Job Title) – v1
16
ND Renew
Resources
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ND Renew
Resources
Resources available for this project:
Website
Renew.ND.edu
• Announcement letter from John Affleck-Graves
• Position Questionnaires (Exempt and Non-Exempt)
• Examples of completed Position Questionnaires
• Frequently Asked Questions
• Glossary of Action Terms
• Training presentations for PQ Distribution
Email Address for comments/questions Renew@nd.edu
Renew@nd.edu
Human Resources: 574-631-5900
AskHR Customer Service Center
HR Business Partners
HR Compensation Staff 18
