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Washington Management Service WMS Coordinator Training. November 30, 2010 / December 15, 2010 Melia Olsen, Department of Personnel Fred Owen, Owen-Pottier HR Consultants Jan Smallwood, Department of Licensing. Welcome and Introductions. WMS Coordinator Training. Training outline.

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washington management service wms coordinator training

Washington Management Service WMS Coordinator Training

November 30, 2010 / December 15, 2010

Melia Olsen, Department of Personnel

Fred Owen, Owen-Pottier HR Consultants

Jan Smallwood, Department of Licensing

slide3

WMS Coordinator Training

Training outline

  • Course objectives
  • Overview and background of WMS
  • Definition of ‘manager’
  • WMS coordinators
  • WMS rules and requirements
    • New forms, tools, resources and process requirements
    • Inclusion criteria
    • Exercise
slide4

WMS Coordinator Training

Training Outline (continued…)

    • Evaluating WMS positions and evaluator challenges
    • Exercises
  • WMS committees and facilitating committee meetings
  • Compensation considerations
  • Required WMS committee member curriculum and DOP approval process
  • Audits
  • Transitional items and next steps
  • Questions/wrap-up
slide5

WMS Coordinator Training

  • Define and describe the RCW definition of a manager and criteria for positions to be included in WMS.
  • Understand your role as a WMS coordinator for your agency.
  • Understand all WMS procedure and policy requirements set forth in WAC.
  • Understand what must be included in your agency’s WMS procedure and the DOP approval process for your procedure.
  • Understand the required forms, tools and processes required for inclusion and evaluation reviews of WMS positions.
  • Understand the difference between the two WMS Job Value Assessment Charts (Individual Contributor and Traditional Manager).

Course Objectives

slide6

WMS Coordinator Training

  • Apply WMS inclusion criteria and JVAC tools on positions.
  • Understand how your agency’s WMS committee ensures the use of WMS is in accordance with DOP rules and agency procedures, and meets the goals of objectivity, consistency and transparency.
  • Understand the training curriculum requirements for training your WMS committee, and the DOP approval process for your curriculum.

Course Objectives (continued…)

slide8

WMS Coordinator Training

  • 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;

Definition of WMS Manager

slide9

WMS Coordinator Training

(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.

Definition of WMS Manager (continued…)

wms coordinator role

WMS Coordinator 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 your agency’s expert on WMS.
  • Participate on audit teams as requested by DOP.
  • Help to provide accountability, consistency and transparency with the WMS.
wms rules and requirements

WMS Coordinator 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*
new forms tools and processes

WMS Coordinator 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
wms position description form

WMS Coordinator 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
determining wms inclusion

WMS Coordinator Training

Determining WMS inclusion
  • Policy and procedure requirements
    • Inclusion and Evaluation Procedure – DOP approval required
    • Overview of inclusion criteria and guidance
evaluating wms positions

WMS Coordinator 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
slide17

WMS Coordinator 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

Nature of Impact

Authority to Act

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

WMS Coordinator Training

Evaluator challenges
  • Ensuring you truly understand the duties of the positions and what it requires of an incumbent.
  • Separating the requirements of the job with the KSAs of a particular incumbent.
  • Knowing what to ask from a subject matter expert (clarification is good, advocating for a position is not).
  • Deciphering poorly written PDs or wading through embellished PDs with lots of fancy words.
  • Group dynamics – one person should not be allowed to dominate the discussion.
wms committees

WMS Coordinator Training

WMS committees
  • Evaluation committees must include at least three representatives ─ one from HR, one manager and one representative from another agency. WMS Coordinators must be from Human Resources.
    • Committee members must be trained before determining inclusion or evaluating positions.
    • Considerations for outside representation, someone who:

- Understands your business

- Works at an agency with similar types of jobs or missions

- May have worked at your agency previously

- Is a respected HR colleague who will provide you with an alternative perspective

facilitating wms committees

WMS Coordinator Training

Facilitating WMS committees
  • Review materials for completeness prior to convening committee.
  • Distribute materials in advance so committee members may review ahead of time.
  • Conduct individual ratings first, then have group discussion.
  • Review for internal and external alignment (if appropriate).
  • Have members with potential conflicts of interest recuse themselves for decisions that affect them.
  • Provide supervisor and/or Appointing Authority opportunity to make a brief presentation to committee.
facilitating wms committees continued

WMS Coordinator Training

Facilitating WMS committees (continued…)
  • Outline roles and responsibilities of committee members.
  • All committee members have a voice.
  • Strive for consensus, this is not a vote.
  • Best practice ideas – group discussion
compensation considerations

WMS Coordinator Training

Compensation considerations
  • Policy and procedure requirements
    • Salary Determination Policy - DOP approval required
  • For consistency in salary setting, develop a salary setting and adjustment decision matrix.
curriculum for committee training

WMS Coordinator Training

Curriculum for committee training
  • 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.
curriculum approval by dop

WMS Coordinator Training

Curriculum approval by DOP
  • Use the PowerPoint and tools provided by DOP – submit e-mail to DOP indicating this is what you are doing – no approval required
  • Develop your own PowerPoint and tools – DOP approval required
  • Templates to be provided for use by end of December
reviews and audits

WMS Coordinator Training

Reviews and Audits
  • Results of a DOP prescribed agency self-audit are submitted to DOP.
  • Periodic targeted audits are completed by DOP and/or external representatives.
transitional items and next steps

WMS Coordinator 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, 2014.
  • Use of crosswalk for layoff – explore updates to rules or updates to agency layoff policies; following training DOP will be seeking additional agency input on impact.
  • Updating of other WMS rules – discussions begin in January
  • Full WMS handbook – coming in 2011.
questions wrap up

WMS Coordinator Training

Questions/wrap-up
  • Questions?
  • More information available on the DOP website: http://www.dop.wa.gov/CompClass/CompAndClassServices/Pages/HRProfessionalTools.aspx

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

  • If you have questions in the future, contact Melia Olsen, WMS Program Manager at:

meliao@dop.wa.gov or (360) 664-6267