Staffing & Classification Review Presented by Elizabeth White, - - PowerPoint PPT Presentation

Business Systems Analyst Presentation July 21, 2011 1

Business Systems Analyst Staffing & Classification Review

Presented by Elizabeth White, Division of Staffing Services Bill Davis, Division of Classification & Compensation

Business Systems Analyst Presentation July 21, 2011 2

Business Systems Analyst Staffing Services Review

Presented By Elizabeth White, Division of Staffing Services

Business Systems Analyst Presentation July 21, 2011 3

Merit and Fitness

• Our mission is to provide our State and

local government agency partners innovative, cost-efficient human resources solutions for change and diversity based

• n fitness, merit and equal opportunity

Business Systems Analyst Presentation July 21, 2011 4

Article V, Section 6 of the State Constitution

• §6. Appointments and promotions in the

civil service of the state and all of the civil divisions thereof, including cities and villages, shall be made according to merit and fitness to be ascertained, as far as practicable, by examination which, as far as practicable, shall be competitive . . . .

Business Systems Analyst Presentation July 21, 2011 5

Division of Staffing Services

• Provides service to 70 NYS agencies in

administering the merit system

– Appointment oversight – Maintaining eligible lists – Administering lay-offs – Provide policy on personnel issues – Recruitment – Exam planning/development

Business Systems Analyst Presentation July 21, 2011 6

Business Systems Analyst Classification Review

Presented by Bill Davis, Division of Classification & Compensation

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• The set of tasks and techniques used to work as a

liaison among stakeholders in order to understand the structure, policies and operations of an

• rganization, and to recommend solutions that

enable the organization to achieve it’s goals. Source: IIBA International Institute of Business Analysis (IIBA) – A Guide to the Business Analysis Body of Knowledge v2.0

What is Business Analysis?

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Classification and Compensation Purpose and Function

• Manage the classification and pay

program in partnership with operating agency human resource directors

• Respond to agency and employee

requests for position classification reviews

• Specialize in classification studies and pay

issues that facilitate the recruitment of candidates to the State workforce

Business Systems Analyst Presentation July 21, 2011 9

Business Analyst History in the State

• What year did the State first classify titles

to perform business analysis activities?

– Answer: 1937 - Examiners of Methods and Procedures title series

• Other Titles Classified for Business

Analyst Functions (1950’s to 1960’s):

– Electronic Computer Programmer (1957); Administrative Analyst series (1962); Computer Systems Analyst (1962)

Business Systems Analyst Presentation July 21, 2011 10

Business Analyst Classification Evolution: 1970’s to the Present

• Multiple Titles Perform BA Work

– 1970’s-1980’s: Administrative Analysts; Computer Programmers/Analysts; Project Assistants, Project Coordinators, and Project Directors – 1995-2003: Systems Support Program Specialist Parenthetic and Generic Titles – 2003-Present: IT Specialists; Business Systems Analyst, Project Managers

Business Systems Analyst Presentation July 21, 2011 11

Systems Support Program Specialist

• Created to transition temporary, Project

Assistants, NS, to permanent, allocated titles for Tax and Social Services only

• All provisional employees had existing State

service and worked on major agency information system automation projects dating to the 1980’s

Business Systems Analyst Presentation July 21, 2011 12

Systems Support Program Specialist

• All new positions were classified with a Tax
• r Social Services parenthetic to allow for

agency-specific minimum qualifications. There was no generic title until 2000

• Civil Service contemplated classifying the

function as generic Systems Analyst or Business Systems Analyst

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Systems Support Program Specialist

• We classified generic Systems Support

Program Specialists in 2000 at OSC via title structure change of multiple payroll titles

• The Insurance parenthetic was classified in

2001 to transition Insurance Examiners performing office automation, systems analysis, and systems support functions

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Business Systems Analyst 1-4

• Created July 2003 via Title Structure

Change of Systems Support Program Specialists and parenthetic titles

• New parenthetic titles classified at

Environmental Conservation (2005); Mental Health (2006); Tax (2008); Health (2008); and Workers’ Compensation Board (2010)

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Why Classify Parenthetic Titles?

• Parenthetic titles represent specialized

functions within a broader base title classification

• Parenthetic titles (Tax and Social Services)

were originally classified to recruit internal State employees from a variety of titles working on major agency IT automation projects

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Why Classify Parenthetic Titles?

• Current parenthetic titles exist at

Insurance, Tax, Environmental Conservation, Mental Health, Health, and the Workers’ Compensation Board

• Agencies must justify the reasons why a

specialized parenthetic title is necessary to meet its operational needs

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Why Classify Parenthetic Titles?

• C&C wishes to partner with agencies with

parenthetic titles to align the core minimum qualifications with the generic BSA titles at Grade 18 and 23

• External research and meetings with

business analysis experts revealed that employers prefer new hires to have industry specific business analysis experience

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How Do Parenthetic Titles Impact the Agency/Employees?

• Promotion, open competitive, and

provisional candidates would need to meet the minimum qualifications established for the parenthetic title

• Existing State employees may be eligible

to transfer to Business Systems Analyst positions pursuant to Section 52.6 of the Civil Service Law

Business Systems Analyst Presentation July 21, 2011 19

Classification Standard Development

• Agencies, C&C, or C&C organized work

groups develop a draft standard

• A tentative Classification Standard is

released for comment

• Comments are reviewed and final changes

are based upon documented reasons, or evidence that previously classified positions perform the proposed duties

Business Systems Analyst Presentation July 21, 2011 20

Classification Standard Development

• C&C may hold a classification standard

review meeting

• Class Standards cannot and do not

include all possible duties that employees may perform in a title series

• The minimum qualifications reflect those

that existed at the time the standard was written; Staffing Services approves examination minimum qualifications

Business Systems Analyst Presentation July 21, 2011 21

Summary of Recent Activity to Evaluate Business Analysis Functions

• Updated classification standard, and created

a classification questionnaire

• Reviewed and approved updated open

competitive minimum qualifications (2009)

• Classified new positions, titles, and

responded to agency inquiries about BSA’s

• Approved updated minimum qualifications for

the WCB parenthetic to align with core title

Business Systems Analyst Presentation July 21, 2011 22

BSA 1-4 Classification Today

Title Number of Agencies Filled Vacant Total BSA 1, G-18 11 33 43 75 BSA 2, G-23 11 35 21 56 BSA 3, G-25 4 11 8 19 BSA 4, G-27 3 9 3 12

Business Systems Analyst Presentation July 21, 2011 23

BSA 1-4 Parenthetic Classification Today

Title (Parenthetic) Number of Agencies Filled Vacant Total BSA 1, G-18 4 4 19 23 BSA 2, G-23 4 2 15 17 BSA 3, G-25 5 5 2 7 BSA 4, G-27 3 4 1 5

Business Systems Analyst Presentation July 21, 2011 24

Business Systems Analyst Classification Characteristics

• Classified to support enterprise IT

automation projects

• Assigned to BA Centers of Excellence,

dedicated BSA organizations, or IT

• Grade 18 (staff); Grade 23 (1st supervisory);

Grade 25 (2nd supervisory); Grade 27 (manager/director)

Business Systems Analyst Presentation July 21, 2011 25

Business Systems Analyst Staffing Services Review

Presented By Elizabeth White, Division of Staffing Services

Business Systems Analyst Presentation July 21, 2011 26

Examination History

• Examinations held on June 13, 2009
• Open competitive exams were held for

BSA 1 and BSA 2

• Promotion exams held for BSA 1 and 2

(including titles with parenthetics)

• Promotion exams held for generic BSA 3

and 4

• Lists established September 24, 2009

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Examination Information

• Sign up for our automated email notification

https://www.cs.ny.gov/announ/emaillist.cfm

• Business Systems Analyst Classification

Standard:

http://www.cs.ny.gov/tsplan/tsp_display2.cfm? specCode=0816100F

Business Systems Analyst Presentation July 21, 2011 28

Minimum Qualifications

• Minimum qualifications(MQ) are

established at the time the position is classified and are subject to change

• When changing MQ’s, Staffing Services

works directly with the Human Resource Offices to update and change the MQ’s as necessary (see link for past BSA exams)

http://www.cs.ny.gov/announarchive/announcement

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Promotion Examinations

• Civil Service Law 52.1

– Vacancies will be filled by promotion from among persons holding competitive class positions in a lower grade in the department in which the vacancy exists

Business Systems Analyst Presentation July 21, 2011 30

Promotion Examinations

• Civil Service Law 52.4

– The Civil Service Department may establish interdepartmental promotion lists which shall not be certified to a department until after the promotion eligible list for that department has been exhausted

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Voluntary Transfers

• Voluntary Transfer is movement of a

permanent competitive class employee, without further examination

• Types of Transfers

– CSL 52.6 – transfer of a permanent employee in titles designated as administrative – CSL 70.1 – Transfer of a permanent employee is permitted between “similar positions”

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Career Mobility

• Services Offered

– Title Information including past examinations, career ladder, and minimum qualifications – Information on movement within State service – Information on resume writing and interviewing

Business Systems Analyst Presentation July 21, 2011 33

Career Mobility

Career Mobility Office website http://careermobilityoffice.cs.ny.gov Contact Information (518) 485-6199 1-800-553-1322 careermobility@cs. ny. gov

Business Systems Analyst Presentation July 21, 2011 34

Business Systems Analyst Classification Review

Presented by Bill Davis, Division of Classification & Compensation

Business Systems Analyst Presentation July 21, 2011 35

Business Systems Analyst Classification Requirements and Tips

• Documentation Requirements

– Agency Justification Letter – Duties Description – Minimum Qualifications (if parenthetic requested) – Organizational Chart – Completed Business Systems Analyst Questionnaire

Business Systems Analyst Presentation July 21, 2011 36

Business Systems Analyst Classification Requirements and Tips

• Classification Package Preparation Tips

– Prepare business analysis program and staffing descriptions – Discuss staffing plans with agency management and human resources to confirm agency commitment to business analysis – Evaluate the preponderance of duties – Confirm fiscal authorization to fill the positions

Business Systems Analyst Presentation July 21, 2011 37

Not Classification Factors to Consider

• Comparisons to improperly classified

positions

• Employee passed an examination for a

higher graded position or exceeds the minimum qualifications

• Employee is highly productive, works hard,

produces a high volume of work, and is efficient

Business Systems Analyst Presentation July 21, 2011 38

Where is the Profession Heading?

• The future is in your control…
• Key Contacts and Resources:

– Agency Human Resources Office – Civil Service Contacts: Division of Staffing Services (New titles and exams); Classification and Compensation (New titles and classification packages) – Civil Service Resources: Position Classification Manual; CC-3 Position Description Form; Business Systems Analyst Questionnaire

Business Systems Analyst Presentation July 21, 2011 39

Business Analysis Development

Business Analysis Development Civil Service Division of the Budget Agency HR Office Agency Executive Management Agency Program Managers

Business Systems Analyst Presentation July 21, 2011 40

Do Titles Matter?

• IIBA

– No

• New York State Civil Service

– Yes

Business Systems Analyst Presentation July 21, 2011 41

Contact Information

Bill Davis Division of Classification and Compensation 518-474-0949 (direct line) Bill.Davis@cs.state.ny.us Elizabeth White Division of Staffing Services 518-473-9352 (direct line)

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Business Analysis (BA) Panel Discussion

• Barbara Ash (OSC, BA)
• Kelly Smith-Lawless (DMV, BA)
• Larry Moats (DCS, BA)
• Karen McCarroll (OSC, Human Resources)
• Pat Joos (DMV, Human Resources)
• Elizabeth White (DCS, Staffing Services)
• Bill Davis (DCS, Classification)