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.