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Mapping Employees

to New
Job Standards

June 2009

© 2007-2009 UC Regents
Welcome to Career Compass Job
Standards Mapping

ƒ Career Compass Overview

ƒ Job Standards

ƒ New Salary Structure

ƒ Tools for Mapping to New Job Standards

ƒ Customizing the Job Description Template


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Oh R
Career Compass Overview
http://careercompass.berkeley.edu

University Mission

Career
Job Standards
Development
¾ Clarify key ¾ Training linked to common
responsibilities job success factors and
¾ Aligned with job market individual development
¾ Connected with plans
performance evaluations Performance ¾ Programs that support
¾ Support fair, transparent Management career paths defined by job
job evaluation decisions standards
¾ Common evaluation forms, ¾ Helps prepare the
scale, and job success factors workforce of the future
¾ Linked to individual goals and
development plans
¾ Aligned with campus and
departmental goals
¾ eTrain link:
http://dtsetrain.berkeley.edu/user_home.cfm
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Job Structure Layout

Job Field: A group of jobs in the same general occupation.

Job Family: A more specific area within a field.

Job Operational & Professional Supervisory &


Category: Technical Managerial

Job Level*: Level 1 Entry Level 1 Supervisor 1


Level 2 Intermediate Level 2 Supervisor 2
Level 3 Experienced Level 3 Manager 1
Advanced Level 4 Manager 2
Expert Level 5 Manager 3
Manager 4

* Potential Levels of Job Standards for a given job family


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Sample Job Standard

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New Approach - Salary Grades and Ranges

Employee pay
ƒ No salaries will be decreased as a result of mapping

ƒ Equity funds may be available in the future

New salary structure based on market

ƒ New salary ranges will provide better guidance for future pay decisions

ƒ Jobs grouped in ranges based on similar market pay rates

ƒ Structure re-evaluated every 1-2 years

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New Salary Grades

HYPOTHETICAL
Salary Sample
Grade Midpoint
Brain Surgery Mgr 4 65 MSP 178.0
64 MSP 167.0
Brain Surgery Mgr 3 63 MSP 155.0
Air Traffic Manager 4 62 MSP 144.0
Brain Surgeon 5 Brain Surgery Mgr 2 61 MSP 133.0
Even though we are changing
Air Traffic Manager 3 60 PSS MSP 123.0
the job structure and salary Not a 1:1
Brain Surgeon 4 Brain Surgery Mgr 1 59 PSS MSP 114.0
grade structure in Career correlation
Brain Surgeon 3 Air Traffic Manager 2 Airwith
Traffic Controller 5
total 58 PSS MSP 106.0
Compass, the total number of
Beekeeping Manager 1 Air Traffic Manager 1 Airnumber of
Traffic Controller 4 57 PSS MSP 98.0
salary grades will be job levels
Air Traffic Controller 3 56 PSS 87.0
approximately the same as the
current Beekeeper 4
salary grade structure. Air Traffic Controller 2 55 PSS 76.0
Beekeeper 3 54 PSS 66.0

Beekeeper 2 53 PSS 58.0


52 PSS 51.0
Beekeeper 1 51 PSS 44.0
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Salary Grades and Personnel Programs

HYPOTHETICAL
Salary Personnel Sample
Grade Program Midpoint
Brain Surgery Mgr 4 65 MSP 178.0
64 MSP 167.0
Brain Surgery Mgr 3 63 MSP 155.0
Air Traffic Manager 4 62 MSP 144.0
Brain Surgeon 5 Brain Surgery Mgr 2 61 MSP 133.0

In Career Compass, Air Traffic


jobsManager
in the3 MSP 60 PSS MSP 123.0
Brain Surgeon 4 Brain Surgery Mgr 1 59 PSS MSP 114.0
(Manager and Senior Professional) and PSS
Brain Surgeon 3 Air Traffic Manager 2 Air Traffic Controller 5 58 PSS MSP 106.0
(Professional and Support Staff) personnel
Beekeeping Manager 1 Air Traffic Manager 1 Air Traffic Controller 4 57 PSS MSP 98.0
programs will share the same overall salary
Air Traffic Controller 3 56 PSS 87.0
Beekeepergrade
4 structure. Air Traffic Controller 2 55 PSS 76.0
Beekeeper 3 54 PSS 66.0

Beekeeper 2 53 PSS 58.0


52 PSS 51.0
Beekeeper 1 51 PSS 44.0
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Jobs in different families at the same job level
(e.g., Professional 4) may be in different salary
grades or personnel programs based on market

HYPOTHETICAL
Salary Personnel Sample
Job Title
Grade Program Midpoint
65 MSP 178.0
64 MSP 167.0
63 MSP 155.0
Air Traffic Mgr 4 62 MSP 144.0
61 MSP 133.0
Air Traffic Mgr 3 60 PSS MSP 123.0
59 PSS MSP 114.0
Air Traffic Mgr 2 Air Traffic Controller 5 58 PSS MSP 106.0
Beekeeping Mgr 1 Air Traffic Mgr 1 Air Traffic Controller 4 57 PSS MSP 98.0
Air Traffic Controller 3 56 PSS 87.0
Beekeeper 4 Air Traffic Controller 2 55 PSS 76.0
Beekeeper 3 Beekeeper Supr 1 54 PSS 66.0

Beekeeper 2 53 PSS 58.0


52 PSS 51.0
Beekeeper 1 51 PSS 44.0
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A PSS professional in one job family may be at a
higher grade than a manager in another job
family based on market

HYPOTHETICAL
Salary Personnel Sample
Job Title
Grade Program Midpoint
Brain Surgery Mgr 4 65 MSP 178.0
64 MSP 167.0
Brain Surgery Mgr 3 63 MSP 155.0
Air Traffic Mgr 4 62 MSP 144.0
Brain Surgeon 5 Brain Surgery Mgr 2 61 MSP 133.0
Air Traffic Mgr 3 60 PSS MSP 123.0
Brain Surgeon 4 Brain Surgery Mgr 1 59 PSS MSP 114.0
Brain Surgeon 3 Air Traffic Mgr 2 Air Traffic Controller 5 58 PSS MSP 106.0
Beekeeping Mgr 1 Air Traffic Mgr 1 Air Traffic Controller 4 57 PSS MSP 98.0
Air Traffic Controller 3 56 PSS 87.0
Beekeeper 4 Air Traffic Controller 2 55 PSS 76.0
Beekeeper 3 Beekeeper Supr 1 54 PSS 66.0

Beekeeper 2 53 PSS 58.0


52 PSS 51.0
Beekeeper 1 51 PSS 44.0
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What do we gain from Job Standards?

ƒ Time

ƒ Alignment with the marketplace

ƒ Demystify classification

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Getting Started

ƒ Consult with Mapping Coordinator

ƒ Departmental review and approval

ƒ Internal Mapping Timeline

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Mapping Timeline for Non Represented
Positions

Group 1 Group 2 Group 3 Group 4

March 3 - June 30, 2008 April 1 - June 30, 2008 May 1 - July 31, 2008 June 2 - August 29, 2008
Information Technology Health Care Educational Services Research and Laboratory
Finance External Affairs Library Services Student Services
Research Administration Security and Public Safety Museum Services Engineering
General Administration Sports and Recreation General Services Communications

Human Resources Facilities Development/EH&S Skilled Crafts & Trades Performing Arts

Group 5

July 1 – September 30, 2008

In General Administration:
- Administrative Operations
- Executive Assistance
- Project/Policy Analysis
In Human Resources:

- Academic Human Resources

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Steps to Mapping Employees

ƒ Select the field and family on


Berkeley Job Builder*
ƒ Select the category
ƒ Select the level
ƒ Review the Job Standard, download and save a Job
Description Template, and create a customized Job
Description
ƒ Review and approval
ƒ Submit to Mapping Coordinator, who will review and
forward to HR Compensation for review
*http://careercompass.berkeley.edu/jobbuilder.html 14
Selecting a Family for Hybrid Jobs

When in doubt, match to a family based on the duties


that…

ƒ Constitute at least 50% of job

ƒ Constitute the greatest overall percentage

ƒ Would be emphasized for recruiting

ƒ Are captured in “multi-functional” job family

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Steps to Mapping Employees

ƒ Select the field and family on Berkeley Job Builder*

ƒ Select the category


ƒ Select the level
ƒ Review the Job Standard, download and save a Job
Description Template, and create a customized Job
Description
ƒ Review and approval
ƒ Submit to Mapping Coordinator, who will review and
forward to HR Compensation for review
*http://careercompass.berkeley.edu/jobbuilder.html

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Operational & Technical Category

ƒ Support, operational, technical, skilled or semi-


skilled positions

ƒ Skills acquired through special certifications or on-


the-job training

ƒ Problems solved by understanding of practices or


procedures

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Professional Category

ƒ Positions require theoretical or conceptual knowledge of a


profession (example: Accounting)

ƒ Analysis and strategic thinking

ƒ At more senior levels, may independently manage or


administer professional or independent programs, policies
and resources

ƒ Supervision of others not primary focus of job


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Supervisory & Managerial Category

Employees should be mapped to a Supervisor job


standard if they:

ƒ directly supervise 2 or more FTEs; and

ƒ make decisions or provides significant input


regarding hiring, performance, pay, discipline,
grievances.
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Supervisory & Managerial Category

Employees should be mapped to a Manager job standard if they:


ƒ meet the above requirements for Supervisor; and
ƒ spend 50% or more of their time achieving results through the efforts
of others who report to them by performing the following:
ƒ Assumes accountability for decisions made by subordinates
ƒ Manages employee performance (for example, guides, coaches and
disciplines staff)
ƒ Manages workflow, operations, apportioning the work
ƒ Establishes department goals and objectives (and manages department
progress toward goals)
ƒ Determines techniques and processes
ƒ Plans and oversees the budget
ƒ Monitors or implements legal or policy compliance measures
ƒ Performs strategic planning for function

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Mapping Supervisory Jobs

If employee
supervises 2 or And personally
Then map the
more FTEs and performed
employee to
supervisory duties are
following category:
responsibilities primarily…
represent…
Supervisory & Supervisory &
> 50% of the time
Managerial Managerial

< 50% of the time Professional Professional

Operational & Supervisory &


any % of the time
Technical Managerial

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Steps to Mapping Employees

ƒ Select the field and family on Berkeley Job Builder*


ƒ Select the category

ƒ Select the level


ƒ Review the Job Standard, download and save a Job
Description Template, and create a customized Job
Description
ƒ Review and approval
ƒ Submit to Mapping Coordinator, who will review and
forward to HR Compensation for review
*http://careercompass.berkeley.edu/jobbuilder.html

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Select the Level: Anchored Positions

ƒ Mapping employees consistently and fairly across


departments is essential.
ƒ Comparing anchored jobs to your department’s
employees helps calibrate the mapping of all
other employees.
ƒ Mapping Coordinators can assist with sharing this
information for the various job families as it
becomes available.

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Operational & Technical Levels

Operational & Technical

Level 1 2 3

Creates mechanical
Reads building
Hammers nails into drawings using
Analogy plans to measure
door frame specialized software
hole for opening
program

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Professional Levels

Professional
1 2 3 4 5
Level

Description Entry Intermediate Experienced Advanced Expert

Calculates Knows more


Can tie basic
Learns about rope strength, Understands about rope
Analogy * rope
knots, shown
knows a lot rope making than you
complex knots
about knots ever will

Campus-Wide
Leveling 0% - 5% 15% - 25% 40% - 50% 20% - 30% 3% - 5%
Guideline **
* Analogy excerpted from 2007 Radford Benchmark Survey .
** Guideline represents a typical distribution of levels across all job fields and families in an organization
at completion of the mapping process. It is not intended for use for individual departments and units.
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Supervisory
& Managerial Levels

Supervisor Manager
Level
1 2 1 2 3 4

Senior manager Overall


of a large responsibility
Primary Manages large department or for a major
Direct
Immediate manager of unit department or multiple function.
Supervisor of
Supervisor or department, several smaller departments Usually reports
Description professionals
of O&T manages other units through managing to Chancellor,
or skilled O&T
staff supervisors or other managers through Vice
staff
professionals and supervisors subordinate Chancellor, or
managers Vice Provost

Pilots
Escorts Directs efforts
Guides team Leads extended expedition Controls search
hikers on of both air and
Analogy* while rock alpine mountain- through efforts to find
routine day ground search
climbing climbing trips unexpected missing hikers
trips parties
snow storm
Campus Wide
Leveling 5% 15% 35% 25% 15% 5%
Guideline**

* Analogy excerpted from 2007 Radford Benchmark Survey.


** Guideline represents a typical distribution of levels across all job fields and families in an organization at completion of the mapping process. It is not
intended for use for individual departments and units. 26
Steps to Mapping Employees

ƒ Select the field and family on Berkeley Job Builder*


ƒ Select the category
ƒ Select the level

ƒ Review the Job Standard, download


and save a Job Description
Template, create a customized Job
Description
ƒ Review and approval
ƒ Submit to Mapping Coordinator, who will review and forward to
HR Compensation for review
*http://careercompass.berkeley.edu/jobbuilder.html 27
Berkeley Job Builder
http://careercompass.berkeley.edu/jobbuilder.html

Options for viewing or printing job standards and


descriptions:

Create Job Des cription (MS Word)

Pr int This Job Stan dard

Print A ll Jobs in Information Tech nolog y > QA/Release Manage ment > Super vis ory & Manager ial

Print A ll Jobs in Infor mation Technology > QA /Release Man ageme nt

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Customizing the Job Description Template

Key Steps

ƒ Select the best job standard

ƒ Download and save a Job Description Template


for that Job Standard

ƒ Customize the Job Description Template to create


a Job Description for a specific employee or group
of employees
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Customizing the Job Description Template

Tips

ƒ Avoid acronyms and jargon

ƒ Describe the job, not the incumbent

ƒ Key responsibilities and requirements will be the basis for


performance evaluation

ƒ Use active verbs rather than vague language (ex: “participates…”) to


provide specificity about incumbent’s role

ƒ Document top 6-8 key responsibilities in increments equaling 100%

ƒ Keep description general to build in shelf life


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Sample Job Description Template Edits

Research Administrator 3
Job Description

Instructions:
1. The “track changes” feature has been activated in this job description template.
2. Edit all pre-filled information below to specifically reflect the employee’s current responsibilities,
with the exception of the following sections which do not change: Job Title, Job Field, Job Family, Job Category, Career
Level, Generic Scope.
3. Provide a copy of the most current department organization chart.
4. Keep the “track changes” functionality activated in the final submitted copy.

Name: XXXXX Employee ID: XXXXX


Department: XXXXX Division: XXXXX
Current Payroll Title: XXXXX Job Code: 6206U
Recommended
Job Title: Research Administrator 3 Working Title: XXXXX
Job Field: Research Administration Job Family: Contracts and Grants
Job Category: Professional Career Level: Experienced
Job Mapping
Submission
Supervisor Name: XXXXX Date: XX/XX.XX

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Sample Job Description Template Edits

1. Job Summary (Purpose of the Position – please give a brief description of the overall purpose of the position. “Why does
this position exist?” The Job Family Summary has been provided as a starting point.) Involves providing analytical and
financial support in proposal processing, contract and grant administration, and budget development, including pre-award
proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors.
Involves activities associated with forecasting, planning, and managing of research portfolios by performing some or all of the
following: coordinating and identifying and developing and/or presenting proposals, contracts and other agreements; reviewing
proposals to ensure institutional compliance; negotiating, administering and monitoring contract and grant awards, including
compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance
and administration.

2. Scope
Generic Scope (Uniform across all jobs at this level - do not modify): Experienced professional who knows how to apply theory
and put it into practice with in-depth understanding of the professional field; performs the full range of responsibilities within
the function; broad job knowledge; works on problems of diverse scope where analysis of data requires evaluation of
identifiable factors.

Custom Scope: The incumbent uses skills as a seasoned, experienced research administrator to independently processes
research proposals, awards and transactions related to contract and grant management and maintains contract and grant
records in compliance with institutional research sponsor policies. Work on proposals of diverse scope where analysis of data
requires thorough understanding of complex regulations. Completes and approves transactions for signature by manager or
other authorized institutional official. Works on complex proposals that may involve multiple investigators, multiple
departments, multiple institutions, and/or multiple sub awards. Guides less experienced staff or works as a team
leader/supervisor when necessary. May review and guide others in the review of financial and administrative
management requirements to ensure compliance with institutional and sponsor policies. May act as a technical
specialist in a particular area, such as travel and entertainment. May be eligible for delegated signature authority.
May review and sign transactions for less experienced staff.

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Sample Job Description Template Edits

3. Key Responsibilities (Indicate key functions and the estimated percentage of time spent performing each function. If there are more than 10
key responsibilities, some of the similar functions may be grouped together and an estimated % applied. Please indicate which responsibilities
are considered "essential" to the successful performance of the job as defined by the Americans with Disabilities Act. Visit the Career Compass
Glossary for an explanation of essential functions: http://careercompass.berkeley.edu/jobstandards/resources/glossary.html)

If applicable, describe the position’s role in planning the programs, functions, activities, and processes of the organizational unit to achieve unit
goals and objectives.

%
of time Key Responsibilities
(To be completed by Supervisor)
5 Dept Role (DR): Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments and privately
funded projects for faculty research programs.
10 (DR): Prepares proposal budgets and support documents that are required by proposal guidelines. Coordinates proposal submission.
15 (DR): Provides independent responsibility for post-award financial administration and management for research funds in accordance with campus policy
and agency requirements.
20 (DR): Monitors transactions, expenditures, identifies and resolves discrepancies, financial and inventory reports. Processes non-competing continuations,
supplements and other award/agreement amendments.
5 (DR): Provides guidance and counsel regarding sponsored projects administration to Department Administrators and PIs.
5 (CR): Develops professional relationships with sponsor representatives.
35 Financial Management
• Balances books periodically and prepares financial statements and projections.
• Manages departmental state and other non-grant funds and gift funds.
• Carries out entry, reviewer and approver roles to process financial transactions.
• Applies professional concepts to perform moderate to complex analysis to understand past performance and determine present and future
performance and/or resource allocations.
• Prepares journal entries, maintains and reconciles ledger accounts.
• Manages state and non-grant funds for the unit.
5 Other
• Assist in the development of financial and administrative procedures and work aids for the department.
• Provide instruction and guidance to less experienced staff.
• Work as part of the administrative team to provide excellent customer service to the units.
• Serve as work leader/supervisor as needed.

100% Total

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Sample Job Description Template Edits

4. Knowledge and Skills (typically required of the position)


• Requires independent judgment, initiative, strong organization, communication skills and customer service focus across
broad and diverse subject areas to realize goals of the unit independently.
• Maintains current knowledge of compliance regulations in all areas of research administration.
• Requires thorough understanding and ability to provide interpretation of research administration guidelines of Federal and
non-Federal sponsors supporting research and educational activities, preferably in a university environment.
• Ability to manage significant volume of transactions, to multi-task, prioritize and troubleshoot.
• Thoroughly knowledgeable in applicable compliance requirements related to research, financial conflict of interest, et cetera.
• Ability to translate technical/scientific concepts into a fundable proposal.
• Experience with budget development, long-range forecasting, and accounting practices.
• Ability to complete multiple, competing tasks and deadlines with a high degree of accuracy.
• Ability to develop collaborative working relationships with diverse populations in an academic setting.

5. Education and Training


If needed, edit the pre-filled information below.

Education/Training:
• Bachelors degree in related area and/or equivalent experience/training

Licenses or certifications, if any:

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Sample Job Description Template Edits

6. Problem Solving
Please provide 2-3 examples of problem solving for this position as described below (please be brief: 1-3 sentences).

Common problems solved by the employee:


• Create departmental worksheet for domestic and international travel reimbursements and for non-payroll
expenses; create Excel driven Timesheet used by department.
• Create departmental worksheet for keeping track of cost limits of departmental speakers.
• Create reports for PI’s to make spending, costs and projections of their available funds clearer.

Unusual or complex problems solved by the employee:


• Supervise an individual who repeatedly challenges instructions and suggestions
• Submit a multi-PI, multi-institution grant proposal but encounter difficulties when contacting PI’s to get required
information.
• Coordinate fund source changes across multiple departments.

Problems/situations that are referred to this employee's supervisor:


• Resolve problems created by personnel who refuse to acknowledge or comply with campus/agency policy and
guidelines
• Resolve problems in overhead created by the campus incorrectly charging the fellowship fund. Work
independently with EFA to attempt to resolve but refer to supervisor when this failed.
• Faculty made a commitment to a visiting scholar that was not possible to meet given campus/agency
requirements. Work with faculty and funding agency to resolve the situation to provide promised compensation
without violating campus/agency rules.
7. Supervision
Indicate employees supervised, job title and FTE.

Employee Supervised Job Title FTE

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Sample Job Description Template Edits

Please follow your department's or division's procedures for management review and then submit to your
Department HR Manager.

Document Retention
Review the job description with the employee before submitting it and annually thereafter at the time of the
employee's performance evaluation. Sign and date below and place a copy in the personnel file.

(Signature below is only required for hard-copy retention within the department. Electronic submission does not
require signatures.)

Supervisor Supervisor
Name: XXXXX Title XXXXX
(does not sign until Comp Unit has
Employee approved mapping Supervisor
Signature: recommendation) Signature: XXXXX

Date: Date: XX/XX/XX

The following employees have identical job descriptions:

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Steps to Mapping Employees

ƒ Select the field and family on Berkeley Job Builder*


ƒ Select the category
ƒ Select the level
ƒ Review the Job Standard, download and save a Job
Description Template, and create a customized Job
Description

ƒ Review and approval


ƒ Submit to Mapping Coordinator, who will review and
forward to HR Compensation for review
*http://careercompass.berkeley.edu/jobbuilder.html

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Steps to Mapping Employees

ƒ Select the field and family on Berkeley Job Builder*


ƒ Select the category
ƒ Select the level
ƒ Review the Job Standard, download and save a Job Description
Template, and create a customized Job Description
ƒ Review and approval

ƒ Submit to Mapping Coordinator, who


will review and forward to HR
Compensation for review
*http://careercompass.berkeley.edu/jobbuilder.html
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Resources

Career Compass website


http://careercompass.berkeley.edu/jobstandards/resources.html

Open Sessions for Managers & Employees


http://careercompass.berkeley.edu/newsevents/events.html

Thank you!

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