Sesu Manager Training Presentation

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  • 1. SES-U Questionnaire Presentation to Managers August 2007
  • 2. BACKGROUND
    • SES-U or Simple Effective Solution University is the job evaluation system agreed to by the University and Union to evaluate all USW jobs.
    • System assigns points to a number of factors related to a job.
    • Ontario’s Pay Equity Act requires jobs to be assessed based on skill, effort, responsibilities and working conditions.
    • The SES-U plan covers these 4 factors through 17 sub-factors.
  • 3. What are the Sub-Factors?
    • Previous Education
    • Previous Experience
    • Interaction Skills
    • Movement Skills
    • Decision Making
    • Responsibility for Information
    • Responsibility for Materials, Equipment & Outcomes
    • Responsibility for the Safety of Others
    • Financial Responsibility
    • Responsibility to Manage or Direct Others
  • 4. What are the Sub-Factors (cont’d)?
    • Mental Effort
    • Physical Effort
    • Temperature, Noise and other Environmental Conditions
    • Hazards
    • Stress
    • Work Interruptions and Distractions
    • Social Disruption required by Work Schedule
  • 5. Role of Questionnaire
    • Pay Equity Commission recommends that managers and employees utilize a joint questionnaire to obtain additional information about jobs that may not be captured in the job description.
    • Questionnaire helps to gather data in a consistent fashion.
    • Gives employees the opportunity to provide information about their jobs and managers the chance to provide feedback.
  • 6. Questionnaire Format
    • Electronic questionnaire
    • Includes a field where an employee can indicate disagreement with position title and a field where managers can include their comments about position title.
    • User-friendly for employees completing questionnaire.
    • Manager screens less user-friendly, therefore strongly recommend that you print the employee’s PDF version and have alongside when you are inputting your comments.
  • 7. Distribution Waves
    • 1 st wave – August 1, 2007
    • 2 nd wave – August 15, 2007
    • 3 rd wave – September 5, 2007
    • 4 th wave – September 26, 2007
    • 5 th wave – October 17, 2007
    • 6 th wave – catch up wave TBD
    • Note - All dates are tentative
  • 8. Questionnaire Process
    • Employees will receive an email , copied to managers, advising that they have access to the on-line questionnaire. If no email address, employee will receive a letter with a “project key” to use for log in purposes.
    • Questionnaire will include a copy of the job description on file.
    • Employees are to be allowed 3 hours to complete questionnaire.
    • Union will contact employee to arrange an interview if they have not already done so.
    • Employees are to provide one week’s notice of the interview time. Manager can request that it be re-scheduled if operational needs require.
    • Employee can decline an interview with the Union
    • Employees have 3 weeks to complete questionnaire.
  • 9. Questionnaire Process (cont’d)
    • Manager will receive an email 1 to 2 days following the employee’s submission of the questionnaire.
    • Manager then has 4 weeks to review and comment.
    • Manager can review employee’s responses with HR office. May also want to print a copy of employee’s submission for your records.
    • Employee then has 3 days to review manager’s comments and add any further comments.
    • Employees & managers will receive email reminders to complete questionnaire.
  • 10. Eligibility Requirements
    • Employee must be in position for a minimum of 6 months to complete questionnaire.
    • If a new position that incumbent has been in for less than 6 months – will complete the questionnaire during the 6 th wave.
  • 11. On Leave Provisions
    • If employee on maternity, parental or union leave:
      • Replacement incumbent will complete questionnaire if in position for 6 months.
      • If no replacement or replacement in position for less than 6 months, questionnaire will be completed later.
      • If employee on leave contacts the Union or University expressing a wish to complete a questionnaire, he/she will be able to do so.
      • Where 2 questionnaires completed, both will be considered during rating processes.
  • 12. Moratorium on Job Classifications
    • Union and University have agreed that all requests for reclassification of USW positions received after the 1 st wave of the questionnaire will be held in abeyance until December 31, 2007.
    • No adverse impact on possible retroactive payments.
    • Classification of new positions will continue with current system.
    • Revised positions resulting from an organizational change will be handled on a case by case basis.
  • 13. Employees’ Responsibilities
    • Carefully review their job description and questionnaire prior to completion.
    • Accurately reflect their duties & responsibilities in the questionnaire.
    • Seek out assistance with any questions.
    • Notify their manager of their interview time at least one week in advance.
    • Complete the questionnaire within the 3-week timeframe.
    • Contact the Union if they are going to be away and want to change their “wave”.
  • 14. Managers’ Responsibilities
    • Provide employee(s) up to 3 hours to complete the questionnaire and meet with the Union.
    • Carefully review the job description & questionnaire prior to commenting.
    • Accurately reflect the employee’s duties and responsibilities in their comments.
    • Complete all comment boxes in a clear & concise manner.
    • Seek out assistance from HR with any questions.
    • Complete questionnaire within 4 weeks.
  • 15. Tips on Reviewing Questionnaires
    • Managers should ensure that:
      • The information puts the job in the appropriate context in the department.
      • The information provided reflects the true duties and responsibilities of the job.
      • The education and experience requirements are realistic in relation to the responsibilities (and not just a description of the individual’s background or the preferred requirements).
  • 16. Technical Tips
    • Print out the PDF version of the employees’ questionnaire so that you can read their responses while inputting your comments.
    • Remember that if you indicate that you “agree” with your employee’s responses, you will not be able to provide comments.