What We Will Cover Today

1. Update on Job Reclassification System Redesign ProjectCivil Service SenatePatti Dion, Employee Relations DirectorSheila Reger, OHR Consulting Team ManagerFebruary 19, 2014

2. What We Will Cover Today • Project Goal • Project Timeline and Progress • University Structure • Metrics • Salary Impact • Employee Group Changes • Q and A

3. Job Classification Redesign Goal: Create and implement a classification system that provides: • managers and employees transparent career paths, • a classification structure that provides clarity and ease of administration, • optimal utilization of payroll dollars,and • the ability to attract, engage, and retain high performing employees.

4. About the Project • Civil Service and P&A positions on all five campuses • Approximately 10,000 employees • management • professional • administrative • 18 total job families; eight are complete • Collaborative approach focused on communication and consensus-building

5. Collaborative Process for Each Job Family • Communicate project purpose to impacted employees, supervisors, and managers. • Gather information from employees, supervisors, and managers. • Position descriptions, org charts, annual reports, other data and information • Consult and collaborate with employees, supervisors, and managers during the data collection process. • Advisory groups, focus groups, interviews • Conduct analysis. • Develop new classification structure. • Conduct market salary analysis. • Map employees to structure in consultation with leadership. • Communicate new structure to employees and implement.

6. Job Family Project Schedule

7. University Structure Labor Represented Positions (not included in study)

8. How Jobs are Mapped to the Structure Role Requirements Accountability • Education and Experience • Management Experience • Technical Capabilities • Industry Knowledge • Planning Horizon • Influence on Institution • Scope of Measurable Effect • Problems Solved • Operational Activity • Decision-making Authority • Operational Knowledge

9. Job Family Study Metrics • Number of job family studies complete: 8 of 18 (44.4%) • Number of positions reviewed: 3256 of 9,819* (33.16%) *9,819 active P&A and Civil Service employees as of 11/6/2013. Note: this number will change as employees are hired, depart, or move into or out of these job families.

10. Positions Reviewed **Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

11. Impact on Employee Salary • Most employees will see no impact on salary • A small number are below the minimum or above the maximum salary range for their classification • For those below range minimum: Salary will be brought up to the range minimum effective February 24, 2014 • For those above the range maximum: Salary will be frozen for three years or until the range catches up to the salary. If still above the range after 3 years, salary will be adjusted to the top of the range.

12. Salary Impact *Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

13. Salary Impact *Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

14. Salary Impact *Numbers will change slightly after completion of appeals and round 2 (new hires and others missed since start of study)

15. HR Job Family Study Results • Total number of positions mapped: 191 (204 reviewed) • Distribution by employee group • Civil Service: 110 • P&A: 78 • Labor Represented: 3 • Distribution by type of moves • Civil Service to Civil Service: 91 • Civil Service to P&A: 4 • P&A to Civil Service: 21 • P&A to P&A: 72 • Civil Service to Labor Represented: 3

16. Legal Job Family Results • Total number of positions mapped: 37 • Distribution by employee group • Civil Service: 10 • P&A: 27 • Labor Represented: 0 • Distribution by type of moves • Civil Service to Civil Service: 9 • Civil Service to P&A: 0 • P&A to Civil Service: 3 • P&A to P&A: 24 • Civil Service to Labor Represented: 1

17. Campus Operations and Protection Job Family Study Results • Total number of positions mapped: 485 reviewed • Distribution by employee group • Civil Service: 292 • P&A: 191 • Labor Represented: 2 • Distribution by type of moves • Civil Service to Civil Service: 269 • Civil Service to P&A: 112 • P&A to Civil Service: 22 • P&A to P&A: 79 • Civil Service to Labor Represented: 2 • Total number of employees moving employee groups: 137

18. Libraries and Museums Study Results • Total number of positions mapped: 192 • Distribution by employee group • Civil Service: 23 • P&A: 168 • Labor Represented: 1 • Distribution by type of moves • Civil Service to Civil Service: 22 • Civil Service to P&A: 38 • P&A to Civil Service: 1 • P&A to P&A: 130 • Civil Service to Labor Represented: 1

19. Tips for Job Family Readiness • Be aware of the project schedule. • Prepare your position description in advance. • Use the template provided on the website • Group like positions together and submit one position description (same duties, reporting structure, etc.) • Attend employee information sessions. • Visit the job family project website: z.umn.edu/jobfamilies

20. Questions?