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									              Information Session
              ASPA Merit System

                  May 2008

Spring 2008                         1
•   Joint Merit Committee (JMC)
•   Principles
•   Research
•   Redesigned ASPA Merit System
•   Available Resources
•   Next Steps
•   Questions?
    Spring 2008                    2
Joint Merit Committee
• 2005-2008 ASPA Collective Agreement included a Memorandum of
  Agreement re: Joint Merit Committee (JMC)
• JMC Terms of Reference defined merit review objectives:
    • to negotiate the process for determining merit increases for ASPA members;
    • to develop specific recommendations to improve the merit process; and
    • to develop a merit model to complement the compensation system.
• The JMC was active between October 2007 and April 2008
    • Conducted research across other organizations, developed and conducted a
      survey of members, supervisors and leaders
    • Reviewed and discussed common principles and interests, processes at the
      UofS that worked well, compensation strategies and decision-making models
      for awarding merit and roles of stakeholders
    • Prepared Report outlining significant changes
   Spring 2008                                                               3
•   Effective
•   Equitable
•   Accountable and Transparent
•   Engaging and Affirming
•   Flexible

    Spring 2008                   4
• Survey
   • Purpose: To understand issues from all stakeholders’
           • What is, and is not, working well with the ASPA Merit System?
           • What do the participants want to see changed?
• Other organizations
   • Purpose: To establish benchmarks to similar

  Spring 2008                                                           5
• Survey results confirmed stakeholders shared
  common concerns:
   • Lack of accountability and transparency
           • Why did some recommendations succeed while others did not?
   • Lack of information about how to make effective
   • Centralized process broken
           • Who is on the Salary Review Committee?
           • How do they make their decisions?
           • Why is all the funding not spent?
  Spring 2008                                                         6
Other Organizations
• Reviewed merit systems at other
  organizations that have a similar employee
  group to ASPA
   • Various compensation models
   • Majority had decentralized merit decision-
   • Majority did not have a 1 year eligibility wait
   • Majority did not have a formal appeal process
  Spring 2008                                          7
Redesigned ASPA Merit System
•   Decentralized Decision-Making
•   Elimination of the Salary Review Committee
•   Funding and Elimination of Special Action
•   Broadened Eligibility for Merit
•   Establishment of a Merit Audit Committee
•   Merit Award Amounts
•   Timing of Merit Awards
    Spring 2008                                  8
Decentralized Decision-Making
• Majority of respondents (79%) support a decentralized
• Consistent with what majority of other organizations
  surveyed have in place.
• Leaders are responsible for the merit decision-making in
  their Unit.
• Accountability for award decisions lies with those that
  stakeholders, via the survey, said are in the best position to
  make decisions.
• Merit decisions are not subject to the grievance procedure.
   Spring 2008                                                 9
Decentralized Decision-Making
• Leaders will develop a structure that is suited to the
  Unit’s organizational structure; some options:
   • Leader (Dean/Director/AVP)
   • Unit’s Management Team
   • Leader and Unit’s Management Team
• There may be other suitable structures
• If a Leader requires further assistance in defining a
  process, the Unit’s Human Resources Consultant is
  available for assistance
  Spring 2008                                        10
Elimination of the
Salary Review Committee
• Central review of all recommendations not
  required in a decentralized decision-making
• Shown to be ineffective for the diversity of
  the ASPA members’ jobs:
   • Why did some recommendations succeed while
     others did not?
• Lack of accountability and transparency
  Spring 2008                                 11
Funding and Elimination of
Special Action
• Agreed that Special Action awards be discontinued
   • Redundant; use “Article 9.4.1. - Additional Assignments” of the
     ASPA Collective Agreement
• Negotiated that the funding associated with Special Action
  be added to the lump sum merit bonuses
• Base salary increases remain at 0.35% of the total
  ASPA annual payroll and;
• Lump sum bonuses increase to 0.45% of the total ASPA
  annual payroll
   • Combined previous “one time” and “special action” funding
  Spring 2008                                                          12
Broadened Eligibility for Merit
• Past:
   • had to be same position, same department, as of
     May 1st of the previous year.
• New:
   • Have to be in same position, same department,
     as of November 1st of the merit review period.
• Merit review period remains the University
  fiscal year (May 1 to April 30).
  Spring 2008                                         13
Establishment of a
Merit Audit Committee (MAC)
• Adds transparency, flexibility
   • Article “If a member or manager is dissatisfied
     with the outcome of the merit process, either party may
     request a systematic review”
   • Effective mechanism to review and modify the ASPA
     Merit System
• Chaired by the AVP, Human Resources
• 4 ASPA members appointed by ASPA and
• 4 reps appointed by the University (including the
  AVP, Human Resources)
  Spring 2008                                               14
Role of MAC
• Review annually, the overall ASPA merit process and the merit process
  for each Unit
• Make recommendations for continual improvement
• Cannot overturn merit award decisions, but will look at processes in
  order to improve them
• Review trend analyses information provided by Human Resources
• Solicit information on the process from all stakeholders using surveys,
  focus groups, etc. as appropriate
• Perform an audit of the process for a random sample of Units on an
  annual basis
• Accept and process audit requests
• Provide a summary of the annual audit and recommendations to HR
  and ASPA Executive
   Spring 2008                                                         15
Merit Distribution
• A defined (forced) merit distribution of up to
  25% of eligible ASPA members
• 25% allotment is further broken down to
   • Up to 10% of eligible members with a base
     salary increase, and
   • up to 15% of eligible members with a lump sum
  Spring 2008                                   16
Overall procedure . . .
• Before the end of the merit review period, Human
  Resources will provide each Unit Leader with a list
  of eligible ASPA members within the Unit.
• Unit Leaders determine which of the ASPA
  members within their Units will receive either of
  the two types of merit award.
• All completed merit recommendation forms, as well
  as the names of members awarded merit, are then
  forwarded to Human Resources in order to initiate
  pay procedures.
  Spring 2008                                     17
Organizational Units
• The units whose leaders develop the decision-making processes are
  based on the current University organizational structure:
    –    Arts & Science                 - Education
    –    Nursing                        - CCDE
    –    Edwards School of Business     - WCVM
    –    Medicine                       - Ag & Bioresources
    –    Kinesiology                    - Engineering
    –    Library                        - Law
    –    Pharmacy & Nutrition           - Dentistry
    –    VP (Research)                  - VP (Univ Advancement)
    –    Provost’s Office               - VP (Finance & Resources)
    –    AVP (ICT)                      - AVP (SESD)
    –    AVP (Financial Services)       - AVP (Facilities Mgt)
    –    Consumer Services

   Spring 2008                                                        18
Individual Merit Award Amounts
• All available funds will be disbursed.
• Individual award amounts will be
  calculated as a percentage based on
  salaries of ASPA members to receive
  merit awards.

  Spring 2008                              19
Sample Award Calculations…
• If there are 900 eligible ASPA members, then:
   • Up to 90 members will receive a base salary increase
           • Example total salaries:      $6,120,000
           • Total merit pool:            $196,000
           • Value of individual merit:   $196,000/$6,120,000 = 3.20%

   • Up to 135 members will receive a lump sum bonus
           • Example total salaries:      $7,200,000
           • Total merit pool:            $252,000
           • Value of individual merit:   $252,000/$7,200,000 = 3.5%

  Spring 2008                                                           20
Timing of Merit Awards
• The 2007/2008 ASPA Merit Awards decisions are
  deferred to fall 2008.
• Base salary increase merit awards will be
  retroactive to July 1, 2008.
• Goal is to have merit awards paid on December pay
• Review period remains May 1, 2007 to April 30,
  Spring 2008                                   21
Resources Available
• Resources on Human Resources website
   •    Report of the JMC
   •    MOA
   •    Merit Form
   •    FAQ
• Workshops
   • Availability and dates will be promoted via the HR website
• Merit Audit Committee
• One to one assistance (Contact your Human Resources
  Spring 2008                                                     22
Next Steps
• Information Sessions:
   • May 9 and June 9
   • Fall 2008
• Workshops:
   • Roles
   • How to Establish Decentralized Decision-Making
  Spring 2008                                   23

 Spring 2008   24

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