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Enterprise Management Classification & Compensation FAQ

HR Manager PDQ Review

Download and complete this form for completed agency PDQ’s that may be inaccurate or incomplete enough to impact how position is evaluated.

Please remember to limit corrections to only those outliers that may have an impact on position evaluation. Examples of changes you may make include, but are not necessarily limited to: typos in the number or classifications supervised; budget authority; or substantial oversights in responsibilities performed. Note: for purposes of transparency and buy-in we recommend that you communicate with the job incumbent and/or up-line manager about the PDQ changes you specify.

Completed forms must be returned to CHRO.CnCManagementProject@das.state.or.us by Tuesday, December 10 for changes to be entered for the evaluation.

 

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General Information

The Governor, in partnership with the Legislature, is steering the state through substantial change in the way services are provided to Oregonians – in health care, education, economic and community development, and workforce development. This kind of transformational change demands highly-skilled, innovative leaders to manage a nimbler, leaner, more responsive government. To recruit, retain and support those leaders, the state needs to rethink its employment relationship with managers throughout state government. The Enterprise Leadership Team has begun looking at many facets of this relationship, from greater flexibility in compensation, to training and performance management programs that focus on outcomes, to how we recruit and support the right people, in the right job for the right amount of time.

One piece of that work is taking a look at our current system of classification and compensation. The state has not completed a comprehensive evaluation of this system for state management since the 1990’s. Consequently, our system is very outdated. We’re working to change that, and we need your help to do it.

The frequently asked questions and answers that follow below are based on our experience with other projects of this nature. We will update this document periodically as new questions and issues arise.
 

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Managers and Supervisors, FAQ

Q1: What do I have to do?

A1: Managerial employees will provide accurate and up-to-date information about their job by completing a survey. The project team chose open-ended survey questions for this project as the best way to capture up-to-date and complete information about your job.

 

Q2: When and how will I get a survey to complete?

A2: Employees will begin to complete surveys starting on or around October 28, 2013. Employees who have email and internet access at work will complete their individual surveys online.   Employees without email and internet access will coordinate their surveys with their agency Human Resource office.

Q3: How much detail should I include in my survey?

A3: Focus on your core job and essential functions. These include duties which must be performed as a part of your job and normally make up about 80% of your job. Essential functions are fundamental to the job. A function may be essential because:

  • The position exists to perform the function
  • A limited number of employees are available to perform the function; and/or, 
  • The function is highly specialized and/or there are few others that can perform it.

For example, preparing monthly reports on project status may be essential for an Operations Policy Analyst; it would only be a marginal (non-essential) function for an agency manager.

Q4: How long will it take to complete the survey?

A4: Prior to filling out the on-line survey, management employees should take some time to outline the principle accountabilities and expected outcomes for which they are accountable. This may take 1-2 hours. The survey itself should take approximately 60 minutes to complete. It is vital that managers allocate enough time to complete the survey fully. While this may seem like a lot of time to commit to this effort there is significant value for managers to think about, document and confirm their accountabilities and expected outcomes.

Q5: What is my role as an employee?

A5: Your role is to thoroughly read the survey instructions and then complete a survey. You need to accurately and completely describe your position.  Make it clear and concise so that someone unfamiliar with your position will be able to understand the why, what and how of the position by reading the questionnaire.  Please refrain from copying your position description directly into the survey.

Q6: What is my role as a supervisor of a managerial employee?

A6: Your role is to thoroughly review and approve a survey for each of your managerial employees designated to fill out a survey. We will send you a link to your employee's original survey and you will be able to alter what was submitted.  You need to ensure each survey accurately and completely describes the position. When responding to the survey, please focus duties being performed instead of what is solely stated in the position description.  Consult your agency HR staff if you have questions about the changes you intend to make.  

Q7: What is the timeline to complete the survey?

A7: Managers will receive the survey beginning October 28th. They will have until November 8th to complete the survey.  Supervisors will then have from when they receive the incumbent’s survey to November 22nd to review and validate the survey. 

Survey Timeline
Responsible  Activity Start Date End Date
Incumbent​ Complete and Submit Survey ​ October 25 ​
November 8​
Incumbent’s Supervisor ​ Review and Validate Survey ​ Upon submission by Incumbent ​
November 22
HR Manager ​ Assist managers with survey completion and validation ​ October 25 ​
November 22
 
Q8: Can I complete my survey outside of my normal work schedule at home?

A8: You should be able to complete the survey at home on your own time so long as you are exempt from the overtime provisions of the Fair Labor Standards Act (i.e., you don’t get paid overtime). Please keep in mind your agency’s policies and expectations around performing work remotely through its email and internet systems. Please also note the technology we are using for the survey is incompatible with mobile devices such as iPhones and iPads.

 

Q9: What will be done with the information gathered by the survey?

A9: DAS is assembling a team of human resource and other technical/professional staff from across Oregon state government to review and evaluate your survey responses. The team will be given extensive training by the State’s compensation consulting firm to apply structured criteria to rank and level managerial positions. DAS and its consulting firm will use this information to prepare a recommendation for a new managerial classification and compensation plan during the February 2014 Legislative Session.

Q10: Should I expect my classification or compensation to be affected as a result of the survey?

A10: Not immediately. A number of steps need to happen before a new classification and compensation system is implemented. DAS will keep agency HR Offices and you informed as we move further through the planning and implementation process. In most circumstances, Agency HR Offices or your manager will communicate any specific impacts to your classification and compensation rate. 
 

Q11: I ran into difficulty completing my PDQ survey late last week, will I be able to take the survey when it gets re-sent to my manager?

A11: No but you will be able to work with your manager to ensure your PDQ is complete and accurate when your manager submits the final version prior to November 22, 2013.
 

Q12:  How will the positions be compared?  For example, how will you compare the ODOT HR Director compared to the DPSST HR Director?

A12: The project consultant is recommending consistent “leveling” criteria for the evaluation teams to use in reviewing the positions.  The leveling criteria will be shared with state managers and other stakeholders.
 

Q13:  Will the survey evaluation team ask questions of managers to get clarification?  Will there be another opportunity to clarify information?

A13: The evaluation teams will be gathering information to develop a classification concept, not allocating individual positions in a new structure.  When new classifications have been developed and the individual allocation process occurs (implementation phase), it will happen at the agency level and will be the responsibility of the agency HR staff.  CHRO Classification and Compensation will partner with agency staff in the individual allocation effort at that time. We anticipate the implementation phase will involve conversations to clarify job responsibilities.
 

Q14: Is this a way to reduce the number of managers?

A 14: No, this is an Enterprise Leadership Team-sponsored project that is part of a larger comprehensive project to address concerns about recruiting, developing and retaining the state’s management staff.  

Q15:  Will managers have their salaries reduced as a result of this process?

A15: Some positions may currently be paid under market and some above market. The goal is to get our positions compensated consistent with the market in the long run. Some immediate increases may be necessary to bring some manager salaries up to the market. That will be accomplished with a phased and least-cost methodology. The state may decide to “red-circle” or freeze manager salaries for positions that are determined to be above market compensation rates.

Q16: How much is this going to cost and where is the money going to come from?

A16: The market study will be completed in mid-January and we’ll have a better sense of the overall cost of a variety of options then. We generally utilize a least-cost implementation strategy for any compensation changes. Funding any changes is a discussion that will obviously need to include the Legislature and we will evaluate options for funding it long-term in February.

Q17: Is this “going anywhere” or not?

A17: We recognize there is a history that leads employees to be skeptical about this type of project.  The reality is there are a number of factors that may cause difficulty in implementing a new classification structure but we are doing everything we can to make this effort successful. The project was developed at the request of the Enterprise Leadership Team based on their awareness of problems recruiting and retaining managers and awareness of compression with managers’ salaries and represented/unclassified staff salaries.  The goal is to have a proposal ready for the Legislature in February 2014.
 

Q18: Why are you doing this now?

A18: We are fundamentally transforming state government in a way that requires highly skilled leaders in senior management to be successful. In part because of HB 4131, but also because our current structure is not sustainable as we are moving to a leaner management structure. We haven’t done a classification and compensation study for managers in almost 25 years even though we do one for classified employees every 2 years in the collective bargaining process.  It’s time for us to review our fundamental management philosophy so we can continue to make these transformative changes.
 

Q19: Will labor get the same classification and compensation changes?

A19: Changes in compensation for represented employees are appropriate matters for collective bargaining.
 

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Technical and Process FAQ for HR Professionals


Q1: Was the survey list pulled before or after the PICS roll?  And does it matter?A1: It depends on when PICS rolled for your agency. The final list of managerial employees will run on or about October 24. Contact the DAS Classification and Compensation Unit if your agency has a significant number of new managerial positions as a result of the last legislative session.


Q2: If I have multiple managers performing the same duties, can I complete one survey for all of them?A2: While some managerial positions may appear to have the same duties, we do want to include and evaluate individual positions in the study.  It is important we capture everyone’s voice to contribute to the validity of the study.  Even though some managers have the same position description, there may be some tasks and characteristics not captured well in an official position description. 


Q3: What if the incumbent responds that they are not a supervisor in the survey?  Will they still need to complete the rest of the questions?

A3: Even though non-supervisory managers do not supervise any employees, they will still contribute valuable information regarding their position duties.  This information will be utilized when evaluating whether there are other appropriate classifications (present or future) for their work.


Q4: I hear part of the market research work is collecting organizational charts.  How do we turn them in?A4: Please provide organizational charts for each position that is in-scope for the project (this includes both supervisory and non-supervisory positions in the management and executive service).  With respect to supervisory positions, it’s preferable to have detailed information about direct reports (class title, position number, SR, etc.), but minimally should include the number and level of the positions reporting to it.  Please send charts in PDF format (if possible) to CHRO.CnCManagementProject@das.state.or.us by November 1.

Q5: How is the list of survey recipients being generated?

A5: The list will be generated out of the Position and Personnel Database (PPDB). Please make sure your records are accurate and complete including the work e-mail addresses of your managerial staff.


Q6: What if there are individuals who need to take the survey but are not identified to receive the survey?

A6: During the week of October 21, 2013, DAS is sending each HR Director a list of employees in their agency who will receive the survey for their review. The HR Director will also receive a list of vacancies included in the study. This will give you an opportunity to identify whether we are missing anyone, if someone is on extended leave or if we’ve included someone in error. See questions below for information on handling vacant positions and managers on extended leave.

Q7: If a represented employee is working out-of-class in a management assignment, who completes the survey if the position is actually vacant?  Do you want the employee who is in the position as a WOC or the manager to complete it?

A7: Rotational or WOC employees will not fill out the survey. The survey will be completed by the up-line manager in conjunction with HR.  If the employee is classified as a manager in their base position, they will receive a survey and answer questions for their base position. Q18: How will data be gathered for vacant positions?  Who will be responsible for completing surveys for vacant positions, or individuals on extended leave?

Q8:  How will data be gathered for vacant positions?  Who will be responsible for completing surveys for vacant positions, or individuals on extended leave?

A8: Agency HR staff may complete a survey for a vacant position if it is a unique or specialized job with no current incumbents performing the same job duties. It is NOT necessary to complete a survey for every vacant position. Agency Human Resources staff will be responsible for working with managers to complete surveys for vacant positions.
 

Q9: Can the HR office have the option to complete the survey on behalf of the managers?

A9:  Our strong preference is to have each manager complete the survey.  If this is not possible, contact DAS at CHRO.CnCManagementProject@das.state.or.us.


Q10: What is the process for reviewing and validating survey responses?A10:  After an incumbent completes and submits the survey, a copy will be sent to the Agency HR manager and the incumbent’s supervisor.  The incumbent’s supervisor will review and validate or clarify the survey responses.

Q11:  How can we make sure managers are completing the survey within the deadline?

A11: We will generate reports identifying unopened emails and incomplete surveys.  This information will be sent to agency HR managers so they can follow up with incumbents and supervisors.


Q12: What happens to the surveys after you collect them?A12: The information collected from the surveys will be analyzed and the positions reviewed by an evaluation team. Leveling criteria will then be applied to the positions.  The evaluation team will apply the leveling criteria Kenning Consulting will develop with our leadership team.  Kenning Consulting will train the team on how to apply the criteria.  Positions will be grouped according to program area and teams will be assigned to evaluate the positions in these groups.


Q13: How much time should be allocated for staff participating in the evaluation team?A13: The evaluation process will take place during the first two or three weeks of December and will require the full-time focus of staff participating in the team. The team will reconvene after the Christmas and New Year’s holiday (probably around January 6-10) to check its work.

Q14: What skill sets and characteristics are you seeking in staff participating in the evaluation teams?

A14:  Very large agencies should nominate between 3-5 employees to participate as members of the allocation team. Medium to large agencies should nominate 2 or 3 staff. Some small state agencies may not be able to dedicate staff to the effort but it would be good if our team included perspective from smaller agencies. We are looking for approximately 20-35 individuals that possess strong analytical skills, mindsets, and the ability to apply job leveling criteria in an objective fashion. Nominees may be HR or staff from various program areas in your agency.


Q15: How will agency HR offices and the CHRO communicate information to managers?A15: DAS CHRO will provide an e-mail communication for agencies to distribute to employees in positions covered by the study. DAS will update this FAQ as new questions come up or additional information becomes available.


Q16: How will agencies communicate project information to employees who do not have Internet access?A16: Agency HR offices will work with employees that do not have internet access to complete the survey. Depending on the circumstances, we may need to have the job incumbent fill out a hard copy version of the survey.


Q17: Where can I find information/updates about this project?

A17: Progress updates on this project will be posted on the DAS website: www.oregon.gov/DAS/CHRO/Pages/classcomp.aspx

 
Q18: Who can answer my questions about this project? A18: Please email any questions not addressed in this FAQ to:  CHRO.CnCManagementProject@das.state.or.us

 

​Q19: My agency has a large number of vacant positions in the scope of the management classification and compensation review. How will the surveys be administered for these positions and are there any actions I need to take?

A19: DAS will send survey invitations by e-mail to the HR Director of the agency where the vacancy exists. The HR Director will need to get the survey invitation to an individual in the agency that understands the job content and can respond in the timeframe allotted. Generally this will be the manager of the vacant position. We’ve set up the survey invitation to include the position number and classification of the vacancy so you can identify and determine who to forward it to.

In large agencies with many vacancies, the HR Director may want to delegate the work of finding the appropriate manager to complete the survey to one of their HR staff members. Simply forward the e-mail invitation to the appropriate party.

After the “appropriate party” completes the survey, you may receive a second e-mail invitation to review and validate the “appropriate party’s” survey responses.

 

Q20: Our agency submitted a package to DAS to have a position changed from supervisory to non-supervisory.  The supervisory position is on the list of survey recipients.  Should the employee complete the survey?

A20.  Generally yes. If the service-type is changed from supervisory to non-supervisory while the surveys are being answered, it would be better if the employee completes the survey for his/her supervisory position.  One of the goals of the Management Solutions Reform Project is to gather job content data from supervisory and program management positions. This job content will enable the evaluation team to identify the type of work present in the agency and assist in defining levels. If the employee is no longer performing supervisory duties, but is responsible for the management of a program, the job content data will provide valuable information for slotting the position in a non-supervisory classification.

That being said, agencies may choose whether to require a survey response on a case-by-case basis. We recognize that changes out of supervisory status may be sensitive personnel issues. Please contact the Class/Comp Team if you have questions or would like to discuss.

 

Q21: Managers of people we've targeted to be on this project need to know the time frame their people will be away from their jobs.  Can you give me more specific info?

A21: The team will meet for training and orientation on about December 4-6. From about December 9 through December 20, on a full-time basis, the team will be doing their evaluation work. If individual sub-teams have their assigned group of positions completed they will be able to resume their usual job assignments. After the holidays (about January 6 through January 9) the team will reconvene to review its work (identify and resolve outliers).

 

Q22: Will the evaluation team need to report to a central location or will they stay at their agency office?

A22: DAS will find a single location (office or conference room) for the evaluation team to assemble and perform their work. The reason being is that team collaboration and discussions need to occur and it is important that evaluation team members can concentrate on the work at hand and not be interrupted by other work activities and distractions. DAS is looking for a convenient location with computer access and ample parking. Please contact the Classification and Compensation Unit if you know of any such locations we may be able to use.

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