Transcript Personnel Study Update

Higher Education
Personnel Study Update
Presented to
Education Subcommittee B
Higher Education
October 8, 2007
Personnel Study Update
• Committee Reports
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Classification Subcommittee
Compensation Steps Subcommittee
Market Study Subcommittee
Performance Management Committee
Professional Development Committee
• Closing
– Maintenance
Margaret Buttrick, Human Resources Administrator
for HEPC
– Strategic Plan
Personnel Study
Nichelle Perkins, Project Coordinator for the
Classification Subcommittee
• Cynthia Curry
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Chair
West Virginia University
Director of Classification and Compensation
• Stephanie Neal
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Marshall Community and Technical College
Assistant to the President
• Amy Pitzer
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Concord University
Editorial Assistant, Public Relations and Marketing
ACCE Vice Chair
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Southern West Virginia Community and Technical
College
Director of Campus Operations
• David Lord
Classification Subcommittee Charge
To review all the components of the
classification system to recommend
improvements with the compensable factor
definitions and weighting, Position
Information Questionnaire simplification,
job titles and job families restructuring,
benchmark job selection, on-campus
classification appeal process development,
statute and rule changes, and determining
consistent terminology
Three Top Goals
Classification Subcommittee
• Goal One:
Review of the current point factor (Mercer) system, in regard to definitions,
factor weighting, “user-friendliness,” per the charge and as work has
evolved
• Goal Two:
Position Information Questionnaire (PIQ) simplification
paperwork and the time it takes to prepare job descriptions
to
reduce
• Goal Three:
Reduction or reallocation of job titles and job families; selection of
benchmark jobs for market study and preparation of thumbnail descriptions
for benchmarks
Current Status
Classification Subcommittee
• Held over twenty meetings since 2005 with the Committee, the
Project Coordinator, the Vice Chancellor, other Subcommittees,
and/or the Classification/Compensation Consultant (longest
standing subcommittee)
• Recommendations developed include maintaining the current point
factor system, with some minor tweaks
• Development of a simplified web form for the PIQ; easier and less
time-consuming to complete and allows for electronic signatures and
routing
• Completion of benchmark descriptions for market study and creation
of new job families and reallocation of positions to these families
Next Steps
Classification Subcommittee
• Reviewing HRIS/systems and technology
needs required to get simplified PIQ developed
and tested
• Recommend implementation and guideline
changes, collapsing titles, creating on-campus
appeals process to forestall grievances
• Recommend “Best Practices” for classification
issues and HR in general— improve
communication across the system
Expanded Charge
• To look at ALL classification related
issues while working collaboratively
with the other subcommittees to ensure
consensus ACROSS subcommittees
and that ideas/plans dovetail and are
otherwise homogenous
Compensation Steps Subcommittee
• Robert Wycherley
•
Chair
West Virginia Northern Community and
Technical College
Director of Career Placement and Alumni
Relations
ACCE Chair
• Glenna Racer
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Marshall University
Human Resources Manager
• Bruce Cottrill
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West Virginia Division of Personnel
Personnel Specialist, Compensation
• Paul Martinelli
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West Virginia University, Extension Services
Program Specialist
ACCE Member and BOG Representative
Compensation Steps
Subcommittee Charge
To develop a step system that rewards
employees for both internal and external
work experience, educational attainment,
and professional competencies
Three Top Goals
Compensation Steps Subcommittee
• Goal One:
To identify the factors that will be considered in a operational step
system
• Goal Two:
To create a step system with fairly even dispersion of employees
across the steps
• Goal Three:
To determine process for moving through the step system and to
recommend options for the fiscal sustainability of the step system
Current Status
Compensation Steps Subcommittee
• Held eight meetings with the Committee, the Project
Coordinator, the Vice Chancellor, other Subcommittees,
and/or the Classification/Compensation Consultant
• Attended the WorldatWork certification courses
• Researched and reviewed other public sector and federal
government compensation step systems
• Developed a draft for hiring new employees above the
minimum
• Finalizing the components of the step system for
incumbent employees
Next Steps
Compensation Steps Subcommittee
• Finalize the components of the step system
for incumbent employees
• Distribute draft step system to employees and
administrators for review and comments
• Research options for fiscal sustainability of
the newly proposed step system
Market Study Subcommittee
• Terry Nebel
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Chair
West Virginia University
Office of Technology, Data Specialist
WVU Classified Staff Council Chair
• Margaret Buttrick
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Higher Education Policy Commission
Human Resources Administrator
• Barbara Rowell
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West Virginia State University
Director of Human Resources
• Jim Stephens
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Marshall University
Director of Human Resources
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Shepherd University
Technology Specialist
SU Classified Staff Council Chair
• Brian Hammond
Market Study
Subcommittee Charge
To assist the HEPC/CCTCE staff
develop request for proposals, to
review the proposals received, and to
select a market analysis consultant
The request will be written so that the
successful consultant understands
that HEPC/CCCTCE staff must be
able to replicate the market salary
study in subsequent years
Three Top Goals
Market Study Subcommittee
• Goal One:
Draft a Request for Proposal (RFP) to meet the needs of Senate Bill 603
with regard to base compensation for classified and non-classified
employees and to assess geographical pay issues
• Goal Two:
Analyze the results from the survey and compare the data to the current
pay structure to identify areas of improvement
• Goal Three:
Recommend changes to the current classification and compensation
systems based on the results of the analysis of the market salary study
Current Status
Market Study Subcommittee
• Held five meetings with the Committee, the Project Coordinator,
the Vice Chancellor, other Subcommittees, and/or the
Classification/Compensation Consultant
• Drafted an RFP that includes 250+ classified and nonclassified
benchmark jobs from the Classification Subcommittee for the
vendor to use for collection of market data
• Provided a list of suggested market study sources that have
been included for review and comment by the vendor
• Developed two data collection templates that dictate the format
of reporting the information back to the Market Study
Subcommittee
Next Steps
Market Study Subcommittee
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Release the RFP for review by HEPC and institutional human resources
administrators, then modify as needed
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Release the RFP to HEPC Procurement for the official bidding process
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Review, rate, and select the successful vendor based on the replies from
the HEPC bid process
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Authorize the successful vendor to gather the data as required and then
report the data in the required format back to the subcommittee for review
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Reconvene members of the Oversight Committee with support from
WorldatWork and analyze the data collected and generate a
recommendation on classification and compensation changes based on the
data analysis
Performance Management Committee
• James Morris
• Chair
West Virginia University
Director of Employee Relations
• Michael Dunn
• Marshall University
Manager II-Plant Operations
Classified Staff Council Member
• Marie Carter
• Shepherd University
Director of Human Resources
• John Estep
• Staff Representative American Federation
of Teachers
Member, Higher Education Policy
Commission
Performance Management
Committee Charge
Examine current management practices
and make recommendations concerning
how to improve performance management
at institutions to ensure that a large-scale
pay-for-performance system would work.
Develop a proposal for a pilot, non-base
building pay-for-performance system
Potential Challenges
• Building a program that assures fairness
• Developing a system that works for different institutions
• Developing and conducting training for supervisors
• Sufficient funding to implement the program
• Receiving support from senior and executive
administrators for the program is critical to its success
Three Top Goals
Performance Management Committee
• Goal One:
To increase the ability of each institution to meet its mission and
goals by rewarding the appropriate behaviors, performance and
results
• Goal Two:
To develop an integrated, sustainable program that can be used
across the system with enough structure for consistency but yet
flexible enough to meet individual institutional needs
• Goal Three:
To tie performance management to compensation
Current Status
Performance Management Committee
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Committee formed in March 2007
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Held five meetings with the committee, the project coordinator, the Vice
Chancellor, other subcommittees and/or the Classification/Compensation
consultant
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Attended WorldatWork Workshop on Performance Management
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WV Division of Personnel conducted training on performance appraisal
system to the committee
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Participated in a webinar on organizational metrics
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Have read numerous articles on performance management
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Reviewed all West Virginia higher education institutions performance
appraisals documents
Next Steps
Performance Management Committee
• Will seek broad input on the form and process
from employees and administrators
• Possibly survey employees and administrators
for input
• Continue to refine the form and the process
• Develop a recommended implementation plan
Professional Development Committee
• Brian Warmuth
•
Chair
West Liberty State College
Director of Human Resources
• Nancy Taylor
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West Virginia Higher Education Policy Commission
Associate Statewide Coordinator Veterans’ Education
Programs
Chair, HEPC Classified Staff Council
• Laura McCullough
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West Virginia State University
Program Coordinator Senior
• Dr Randyl Elkin
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West Virginia University
Professor of Industrial Relations and Management
• Steve Leach
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Fairmont State University
Director of Human Resources
Professional Development
Committee Charge
The Professional Development Committee will
assess the long-term professional development
needs and make recommendations for providing
ongoing development for human resources
professionals, managers and supervisors, and
classified and non-classified staff in the West
Virginia higher education system
Three Top Goals
Professional Development Committee
• Goal One:
To assess the current state of “professional development” processes and
activities within all institutions
• Goal Two:
To assess the current and projected needs for “professional development”
from individual employees within identified constituent groups across all
institutions
• Goal Three:
To analyze the results from both surveys and compile a detailed report
containing recommendations regarding implementation and sustainability of a
professional development structure for all higher education institutions
Current Status
Professional Development Committee
• Held four meetings with the Committee, the Project Coordinator,
the Vice Chancellor, other Subcommittees and/or the
Classification/Compensation Consultant
• Developed an action plan and methodology to conduct
assessments and make recommendations for the long term
professional development needs of the constituent groups
• Designed and distributed a survey to assess the level of
professional development programs currently be offered at the
institutions
• Received and compiled the results of the survey
• Scheduled meeting for October 11, 2007
Next Steps
Professional Development Committee
• To meet in October to analyze survey data
• To design and distribute survey to employees
to assess their needs for professional
development by the first quarter of 2008
• Final recommendations by June 2008
Maintenance Plan
• Yearly market review
• Ongoing job family review
• Ongoing review of legislation and rules
• Ongoing training of the human resources community,
administrators, and board of governors on the new
human resources structure
• Quarterly and annual data collection, analysis and
reporting
Maintenance Plan
Resources Needed
• Additional classification and compensation staff
at HEPC
• A Human Resources Information System that
interfaces with the institutions for data collection
and reporting
• Software for conducting market salary studies
and analysis
Strategic Plan
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EightSteps to Change: Eight Tasks for Eight Committees in Eight Quarters
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Five Core Objectives
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Review statutes, policies, rules, and guidelines
Recommend programs for the professional development needs
Evaluate the classification and compensation system
Develop a performance management system
Recommend a reduction in workforce policy
Design a fiscally efficient work process improvement plan (Best Practices)
Conduct a cost-benefit analysis on outsourcing of services
Evaluate the faculty salary structure and promotion process
Flexibility
Accountability
Fiscal Responsibility
Shared Governance
Best Practices
One Integrated Sustainability Human Resources Structure
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Classification System
Compensation System
Performance Management System
Professional Development Process
Based upon an equitable developed and fairly implemented system of statutes, rules,
policies, and procedures
Action Plan
• Present-December 2008
– Study, communicate, and recommend best
practices for each of the eight tasks
• January 2009-June 2009
– Implement and train on new structure
• July 2009-Forward
– Initiate the maintenance plan