Employee Training Questionnaire - PowerPoint

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					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




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                                                               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     Out-of-date and no longer function properly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




                               10
                                                                          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



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            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

				
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