Job descriptions are an anchor to a successful talent management program. The balance of competencies, criteria, tasks and outcomes define the primary context for what will and will not get accomplished…to the extent that they are also the basis for assessment of job performance. However, There are two overarching reasons that we were driven to create a special tool for managing job descriptionsThe accreditation requirements imposed by the Joint CommissionThe explosion of highly-technical and specific job descriptions
Tms webinar job evaluations, october 2011
Webinar Slides – October 2011 Mitch Stephens Product Architect
• Quick overview of HR TMS Jobs• Job Evaluations• Job Families• Related Jobs• Other Jobs Features (time permitting)• Question and Answer
To keep Job Descriptions relevant and accurate Meet legal requirements (ADA, FLSA, Joint Commision) Reduce the burden on the HR group Collaborate effectively with managers who supervise the positions Have a secure, structured and auditable process Automate the Job Evaluations
Web-based Job Collaboration betweenDescription Management Reference Libraries Job Evaluations HR and Managers system• Fully customizable form • Delegate revisions to • Default job descriptions • Evaluate jobs builder Managers/Committees and competencies for • Compare jobs• Powerful widgets to • Leverage the expertise over 1000 jobs • Side-by-Side View handle all data of all parties • Central repository of • Job Families structures • Powerful tools to review key information • Related Jobs• Relational database changes • Standardized values• Template-driven • Compare before and across job descriptions• Attachments (for after • Cascade updates compliance)• Archiving• Export to Word, PDF, HTML• Custom Export Layouts• Role-based access
• Organization structure from HRIS System Compensation• Export to Recruiting, and market pricing system Compensation• Access by all stakeholders Performance HRIS System • Managers Management • Employees HR TMS • Legal • Recruiting Jobs • HR Legal and Recruiting • Compliance Compliance System • Compensation • Performance Management Managers and Employees
•Measurable elements•Elements of the job •Used for Performance description Evaluations•Bullet Lists •Compliance checklists•Descriptions•Working Conditions Core elements Competencies Job Evaluations, Compliance Market Data Documentation and Job (FLSA, ADA) Families•Job Evaluations •Attachments to the Job•Market Pricing Description•Comparable Jobs •Original documents•Compensation Planning
Main Administrator View of Jobs. Search, Edit, Add, Delete, Assign Employees
Customizable Form builder toreflect your organization‟s Job Description Layout
Compare jobs using the color- coded compare tool
• DefinitionThe process of systematically determining a relative internal value of a job in an organization.In all cases the idea is to evaluate the job, not the person doing it.
• Job Ranking • Simple Ranking based on importance to organization • Fast and inexpensive.. Not suitable for larger companies• Job Component Method • Ranking based on statistical analysis of the behavioral demands • Data usually pulled from questionnaires• Classification Method • Based on title and description, compared to Benchmark jobs • Used in large hierarchical organizations such as the civil service and local government
• Factor-comparison method • Jobs are compared with each other in terms of compensable job factors, such as skill, effort, decision making, working conditions, and responsibility for people, finance, or equipment. • Total scores determine pay grades, usually by comparing to benchmark jobs• Point Factor Analysis • Jobs are scored on a number of different features • e.g., Skills, effort, level of responsibility, working conditions, etc.). • This is a refinement of the Factor Comparison Method • Hay Point system is a combination of Point and Factor
Most recognizable “Factor Comparison” methodology Evaluation Factors ◦ Accountability Measures the type and level of value a job can add ◦ Know-How Measures every capability or skill for the job ◦ Problem Solving The utilization of Know-how to get the job done. ◦ Optional: Working Conditions Hay Group offers proprietary “Hay Guide Charts” ◦ These are often customized and calibrated by client.
Starting point for most jobs Job Size ◦ Determined by total point values ◦ Reflects the relative value to the company Job Shape ◦ Determined by the relative proportions of Accountability, Know-How and Problem Solving ◦ Reflects the level and type of work ◦ For example: Entry level focus on Know-How Higher level positions shift more to Problem solving (leveraging Know-How)
Admin AssistantDivision Manager AC PS KHAC PS KH Note the size of the job reflects the relative importance to the company
An evaluation of a Research Scientist may be as follows: Know how • 460 Problem Solving • 230 Accountability • 132 Full points • 822
No universal •Scientist 55% weighting Know how •Trade – 65% •Clerical – 70% ◦ Generally the same •Managerial – 47% for similar types of jobs, regardless of the total number of •Scientist 27% points Problem •Trade – 15% Solving •Clerical – 15% The ratios would •Managerial – 21% differ for different types of jobs •Scientist - 18% •Trade – 20% Accountability •Clerical – 15% •Managerial – 32%
◦ Evaluations result in full point values These are related to pay through specific points, pay grades, broad bands and work levels◦ The point system allows you to relate all jobs using a consistent approach◦ Ranges can be developed that compare points Increased pay Max Mid Min Increasing points
• Most companies develop their own blend of Job Evaluation methodology • Borrow ideas from Hay Guides • Adapt to the unique conditions in their organization• May have different number of factors for different classes of jobs or locales • For example, Canadian jobs require working conditions in response to equal pay legislation• End result is the equivalent: establishing a point- value for jobs in the company• Excel is widely used as the evaluation tool
• TMS Jobs allows you to: • Capture every factor used in the evaluation • For example: • Accountabilities • Education and Know-How • Financial Impact • Working Conditions • Integrate your Excel Worksheet as the calculation engine • Pull data automatically from the job description to the Evaluation worksheet • Calculate the pay grade in the Evaluation sheet • Post data back to the Job Description from the sheet • All data is stored securely in one placeLets see a walk-through!
• Jobs are classified as B, C, or D. • The classification is based on the number of accountabilities for a given classifications • The “% in Classification” is automatically calculated. • Each measure has a range of values • Grade level is determined using VLookup tables
• Use Master Template to define form layout• Form is divided into Tab Pages • Tab pages consist of building blocks • E.g., Textboxes, bullet lists, etc. Summary Accountabilities Job Evaluation •Title •Manage 30% •Type : [B] •Description •Customer •Score 1  •Reports to Service 20% •Score 2  •FLSA •Employee •Department Development •Total  50% •Position Code
Bullet list of accountabilities with column for Level (“B”, “C”, “D”)
• The next series of slides will show how we select the job description, edit values, and then do the evaluation using the spreadsheet
The Evaluation worksheetappears in the Job Description as a custom field.In this case, the sheet is designed to support 3 types of jobs with different scales of grades
The Accountabilities are taken from the previous tab and inserted into the worksheet The sheet totals the values
Each factor has its own list of allowable values. The total score is updated automatically.
Grade Level is determinedbased on overall score and class of job.
• What we saw was an implementation of a custom point-based evaluation system• You can adapt your own Excel-based evaluation into the Jobs Form builder• We have integrated the core job description data with the job evaluation calculation• This is an open architecture that supports a wide spectrum of use-cases
Job families are groupings of jobs related by common vocations or professions. Jobs in a job family are similar in that they: ◦ Require similar knowledge, skills and abilities; ◦ Have a continuum of knowledge, skills and abilities that represent a career path from the lowest to the highest level job; ◦ Have similar, market-competitive pay characteristics.
Job Families are defined using an Admin page ◦ Two level structure: Family Name -> Sub Function Jobs can be assigned to a Family/Sub Function Benefits? ◦ Can be an effective tool for recruiting and succession planning Basis for Employee Development and career matrix ◦ Compensation analysis Review and validate pay grades Side-by-side viewer Search by Job Family
This pane shows the other jobs in the job familyWe can view them side-by-side
Side by side is sorted by salary grade (or customizable sort)
The content of the side-by-side view is fully customizable.You can pull any or all of the data fromthe Job Description and Job Evaluation
TMS Jobs supports an advanced Filter screen You can choose multiple values for a given search element, ◦ E.g., 2 job families You can combine search elements ◦ E.g., Job Family and Salary Grade
Filter results includemultiple families and salary grades.
What is this? You can view any combination of jobs side by sideBenefit: Compare jobs from different families Salary Grade analysis across the organization
Highlight the jobs you want to includeSelect the Side-By-Side menu option
This features allows you to line up similar graded jobs and compare them
A feature that allows you to define relationships between any two jobs The Relationship type indicates how the jobs are related The Level indicates if there is a relative level difference Higher level Same Same Family Selected Job Peer Job job, different location Lower Level Lower Level
Allows you to define your own job hierarchy Evaluate jobs using „Simple Ranking‟ Useful information in a Job Description This is printed as a table in the Job Description Indicates other jobs that may be in the career path for an employee Used in multi-location companies E.g., Plant A Electrician is related to Plant B Electrician Multi-national companies can identify similar positions in other locales
HR TMS Jobs is an effective tool for Job Evaluations Embed your own Excel worksheet into the form Integrate data from the Job Description in the Job Evaluation Include the Evaluation as part of the job descriptionFor career planning and matrix development Job Families allow you to group jobs logically Ad-hoc viewing lets you compare any selection of jobs Related Jobs lets you build your own hierarchy and relationship matrix
NC based company, privately held, Focus on Talent Management Software ◦ HR TMS Jobs Job Description Management ◦ HR TMS Performance Performance Reviews ◦ HR TMS Compensation Compensation using Excel Technology We offer a Hosted, Saas-based solutions
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• Mitch Stephens • firstname.lastname@example.org • 919-741-5099• Bill Rost • email@example.com • 763-249-8050• Web Site: • www.hrtms.com