Introductions Pat Boswell: HR Consultant, City of Greensboro Deb - - PowerPoint PPT Presentation

 Introductions

▪ Pat Boswell: HR Consultant, City of Greensboro ▪ Deb Grigson : eConsultingNetwork – Our JobBlox Consultant

 Today’s Objective

▪ Learn about the position documentation process and your role in it ▪ Review JobBlox, our on line position documentation resource

 Timing = 2 hours

2 January 2011

 Total Compensation Study

• Examine all of the City’s positions and how they

relate to one another

• Collect relevant current data on pay and benefits

that measures our competitive position to the defined labor markets

• Make all of this as transparent as possible to you

and to our employees

3 January 2011

4

Executive Sponsors:

Rashad Young, Bob Morgan, Andy Scott, Michael Speedling, Denise Turner, Connie Hammond

Advisory Committee:

Larry Davis (Budget), Greg Grayson (Fire), Darryl Jones (IT), Tina Jones (HR), Ken Miller (Police), Sandy Neerman (Libraries), Anthony Wade (Human Relations), and Dale Wyrick (Field Ops)

Core Project Team:

Joe Marro, Larry Cooper, Kevin Adcock, Joan Blackburn, Penny Pruitt, and Pat Boswell (HR) Jerome Fletcher (Finance & Coliseum), Anita Holder (Police), Karen Mabe (Field Ops), Dan Maxson (P&R), Bobby Nugent (Fire), Cindy Summers (E&I), and Kristine Williams (Water Resources)

January 2011

 eConsultingNetwork

• Designed JobBlox position documentation tool
• Collaborated to make the system efficient and

easy to use

 AonHewitt

• Designed job evaluation system
• Is conducting market survey of salaries and pay

and benefits practices

• Will recommend salary structure and pay grade

placements

5 January 2011

 Departmental Managers (you)

• Collect position documentation (position

descriptions)

• Provide input into the evaluation of positions

using factors embedded in JobBlox

• Provide initial review of positions described by

managers reporting to you

Note: Position content will be approved at the end of the Total Compensation Study

6 January 2011

 JobBlox will be the City of Greensboro’s internet

accessible position documentation system going forward

 JobBlox does 3 important things:

• Helps you quickly create and maintain position

descriptions / documentation

• Manages the workflow so that we can see where work is

in the system

• Tracks history of changes to position documentation

7 January 2011

Careers

Pay Differentials Performance Management Recruiting Market Assessments Position Documentation

8 January 2011

 Every employee should have a current copy of his/her

position description. We are planning for you to get an approved copy to distribute at performance review time.

 Supervisors ensure that the position description form

and the employee's knowledge of the description remain current and accurate.

 At a minimum, position descriptions should be

completely reviewed and revised, where necessary, every three years (annual performance appraisal is a good time).

 Retain approved and signed copies of the Position

Description in departmental files.

9 January 2011

JobBlox Process Overview

1

st Manager Logs on to system

Follows wizard to document position content Reviews the position description with the incumbent; adjusts the position description accordingly (being sure to discuss instances where you are “over-riding” the incumbent’s recommendation) Approves and sends to next reviewer Next Manager Reviews, asks questions and then approves and sends the position description on to his/her supervisor - until it reaches the Department Head (Note: A supervisor can send the position description back for changes) Department Head Reviews, approves, or modifies; passes the position description on to “Compensation, City

• f Greensboro.”

Human Resources Reviews , works to gather facts and to ensure consistency; approves and sends to the Job Evaluation Team JE Team The JE Team reviews, assesses, and provide final input into your position's content and placement into the salary structure. Human Resources Final Approval of all content and job evaluation/Salary Structure assignments

10 January 2011

 https//jobblox.econsultingnetwork.com

Your email address

Your user name and temporary password will be emailed to you, along with the JobBlox link following this training

11 January 2011

 Upon logging in – JobBlox recognizes you and your

role

 You have been assigned a “Manager Role” in the

JobBlox System

 This role allows you to:

– Write and maintain the position descriptions assigned to you – View and/or edit other users’ drafts when they are sent directly to you – Write your own position description for review by your supervisor

12 January 2011

Menu Description

Start

Getting Started – Training Presentation Tasks - your assigned position requests Sign In – login to the system Change Password – update your password in the system Recover Password – system provides you a new password via email (Note: We don’t know your password; use your email to request a new password. You can lock yourself out after 3 unsuccessful attempts; we can get you back in.)

13 January 2011

14 January 2011

Status Description

Approved Current approved version of the position; there will only be one approved version Declined Version of the position that has been returned for changes or corrections Draft Temporary update to a position; there can only be one pending or draft per position Pending Position that has been submitted for review; there can only be one pending or draft per position. Previous Older versions of the same position; there can be many of these.



Approval Status dropdown – Keeps track of every version of the position

15 January 2011

1.

Find the Position you want to review using the dropdowns or key in the Position code or Position title and the system will return all potential matches on the Position list

2.

Tool Tips guide you through the process

3.

Sort Positions in ascending or descending order by clicking the column heading

4.

Review the list which provides access to the Position description and the Position content via Position Wizard by Selecting the Position you want and choosing EDIT Note: Position Wizard is where you will be writing/editing your Position Descriptions

16 January 2011



How to navigate to the Position Wizard to update Position content

Menu Description

View Navigates to the position wizard to look at the position content

Edit

Navigates to the position wizard; provides access to updates; creates a draft of the position; sends an email to the approver or the person who created the draft (Note: if there is already a draft of an approved position the system will not allow another draft.) See PDF Opens a window with a PDF document of the current Position Description

17 January 2011

18

 We provide you with on-line Information

about filling out the screens.

 Select the symbol on each page.  Read each information screen prior to

completing the position documentation – the information screens describe the City’s standards for recording this data.

January 2011

 For most existing positions, the majority of

the Basic Information will be pre-populated by the Lawson HRIS database. You will need

• nly to fill out the reason for the request and

the requested action.

• Request Reason: JobBlox Implementation
• Requested Action: Create Position Description for

Existing Position

19 January 2011

20 January 2011



Previous –Takes you back to the last page



Save – saves the screen content (the system automatically saves as you move from screen to screen)



Copy–The Copy Position to Position facility allows you to copy the content of one position to another. When the position is copied the copy is created as a draft. You may only copy between positions that report to you. (Note: This feature will allow you to copy a finished position description to other positions that share the same content, e.g. Crew Member.)



Delete – deletes the Position you are working on – Only Client Administrator roles can delete descriptions that they did not create. Managers can delete a draft that

• nly they worked on.



Close – takes you out of a position wizard session but keeps the saved changes



Next – moves you to the next screen and saves your content

21 January 2011

 The majority of this information will be pre-

populated for existing positions. For “working shift,” please indicate whether the employee in the position generally works:

▪ days ▪ nights ▪ weekends ▪ rotating shifts

22 January 2011

23 January 2011

• The Responsibility Summary is required and, along with

certain other parts of the Position Description Form, will be used for position posting (advertising) purposes.

• Use a sentence or two to describe the overall purpose of

the position, i.e., the main reason the position exists.

• Identify the organization units or functions which are

managed/supervised or for which services or controls are provided .

• Indicate the function(s) or area(s) affected by the

position’s actions or decisions.

• This section is not meant to be a list of specific duties or

responsibilities; notations such as "see responsibilities listed below" do not constitute an acceptable response for this section.

24 January 2011



This position serves as a subject matter expert on data maintained in Lawson/HRIS and/or HR databases; responds to public information requests; gathers and analyzes business requirements and interprets business needs and issues in order to effectively communicate business problems to technical teams for production of needed reports.



This position serves as the City’s subject matter expert on all issues/questions regarding the Fair Labor Standards Act (FLSA), time reporting, work schedules, and personnel records management; conducts scheduled and ad-hoc audits of related records throughout the City in order to mitigate legal risks and avoid potential financial penalties associated with non-compliance.



This position manages all employee benefit programs for the City of Greensboro providing strategic input for the development, maintenance, and support of competitive programs; supervises and coordinates activities of benefits and wellness staffs to meet the needs of employees while protecting City government interests; provides professional input to the budget process to meet the objectives of the Human Resources Department and the larger organization.

25 January 2011

26 January 2011

27

2. 

The Responsibilities screen is where you add the Essential Functions for each position (Responsibility 1 etc.).



Log the % of time working on each Responsibility (this adds to 100%).



Check the Responsibilities that are essential.

January 2011



The Evaluation section is designed to capture the manager’s perception

• f the position’s level of skill, knowledge, or competency of a fully

functioning incumbent.



The following is a list of the factors that the City of Greensboro is using to evaluate its positions and to assign its positions to jobs and to salary

• structures. Please read each factor description before completing this

section.

• Complexity of Work
• Contacts Type / Nature
• Supervision Exercised
• Impact / Budget / Financial
• Environmental Exposure
• Skills / Technical
• Education / Experience



Please assess each factor. Selecting the Factor Level heading will open or shut the group of factors.

28 January 2011



Open the factor’s level options by clicking the heading



Select the level by checking the box



Interrelated factors will open after the level is selected (be sure to read to the bottom of the page)

29 January 2011

 Knowledge, Skills, and Abilities

• Specific knowledge, skills and abilities (or KSAs)

required to function fully in the position at a journey level

 Tools and Equipment

• machines or equipment used in the regular

performance of the position’s responsibilities, including general office equipment as well as specialized equipment associated with the job

 Certifications and licenses required for the job

30 January 2011

31 January 2011

 Please identify the working conditions, physical

demands and occupational exposures which relate to the essential functions. This section is necessary for monitoring compliance with the ADA. Supervisors are required to ensure that the responses contained in this section are accurate, realistic and mandatory to perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Using these screens, indicate how much on-the-job

time is spent in a variety of physical activities by selecting the radio buttons that apply.

32 January 2011

33 January 2011

 The Approval Status page manages the Position

Wizard's status in the system.

 Users will select who needs to review the position

next in the open text box provided. Key in the first few letters of the reviewer's last name, and hit

• enter. The system will return a dropdown with all

possible user names. Select the user who you want to review the position.

 If you wish, you may write a brief email to the next

reviewer noting areas to which you would like them to pay particular attention. This message will be delivered along with instructions to "click here" to complete the review of the position description.

34 January 2011

 Select the radio button to determine how the

transfer of the position description should be recorded by the system.

• Approve and send to the next reviewer: system will record that you

updated and sent the document. This step creates an email with a request, a task, and sets the job to pending.

• Decline and return to previous reviewer: system will record that you

declined the position description and sent it back. This step creates an email with a request, a task, and sets the job to pending.

• Forward to another reviewer: the system will not record your

involvement in the creation or updating of the document. This step creates an email with a request, a task, and sets the job to pending.

• Final Approval: only Client Administrator roles can select Final
• Approval. This step creates an approved version. Managers working
• n this position will get an email indicating that it has been approved.

35 January 2011

36 January 2011

1 2



You will receive an email asking you to click here



The link will take you to http://JobBlox.econsultingnetwork.com and the Position that we want you to update

37 January 2011

 JobBlox Experience  Go To: http://JobBlox.econsultingnetwork.com

• Login
• Select the Position tab on the Top Nav Bar
• This will return all the employees who report to you
• Print a Position description – “PDF” by selecting the name of the

position and double clicking. This will open the PDF in a new window. Select the print icon and send the PD to your printer; save the PD by clicking the save button on the upper left hand corner and following the directions

• Close the Position description window (okay to click the red X)
• Select one of the positions to edit by clicking Edit
• Click through screen by screen filling in all open text boxes; select

Next to move to the next screen

• When you reach the approval status screen, click closed

38 January 2011

 Key dates:

• 1/27/2011 – open system to complete position content

updates

• 2/11/2011 – submit position updates to Manager
• 2/18/2011 – submit positions to Department Head
• 2/25/2011 – submit positions to “Compensation”

 HR, Job Evaluation Committee and Job

Evaluation Consultants will take it from here

 Provide formal feedback on system and process

for updates as indicated

39 January 2011

• If you have questions about the process please

contact Pat Boswell at 336-373-2600 or via email at Pat.Boswell@greensboro-nc.gov

• JobBlox provides an option to contact customer

service at support@econsultingnetwork.com

• Please let us know if you experience technical

problems of any sort – we will correct the problem ASAP

• Timelines for any fixes will be communicated to

the Client Admin in Human Resources

40 January 2011