Transcript Position Description Questionnaire (PDQ) Review “The PDQ and YOU” Human Resources The University of Tennessee - 2005 Compensation UT Conference Center Building 600 Henley Street Suite 231 Knoxville, TN.

Position Description Questionnaire (PDQ)
Review
“The PDQ and YOU”
Human Resources
The University of Tennessee - 2005
Compensation
UT Conference Center Building
600 Henley Street
Suite 231
Knoxville, TN 37996-4125
Phone: 865-974-2456
Fax: 865-974-3856
Objectives:
•
•
•
To identify the purpose of the Position Description Questionnaire (PDQ).
To explain the relationship between the PDQ and the evaluation of your
position.
To provide guidance for completing your PDQ.
Program Outline:
Part 1:
Part 2:
Part 3:
Part 4:
Part 5:
Why Do We Have the PDQ?
The Connection Between the PDQ and Position Evaluation
Definitions of Key Terms
Elements of the PDQ
Completing the PDQ
Employee & Organizational Development
2
Part 1: Why Do We Have the PDQ?
1.
Gives information about the duties and responsibilities of an
employee’s position.
Supports the employee and supervisor in discussing and summarizing
the position.
Provides a consistent means to analyze and determine position size.
2.
3.
Part 2: The Connection--PDQ and Position
Evaluation
1.
2.
The PDQ is the basis for position evaluation.
Detailed information is critical.
Think more details, not fewer details.
Information should be as accurate and specific as possible.
3.
PDQ Myths
The PDQ is NOT designed to:
1.
2.
3.
Employee & Organizational Development
3
Part 3: Definitions of Key Terms
1.
Position Description Questionnaire is a document describing the duties,
responsibilities, and requirements of a specific position. You may get to the PDQ
online: uthr.admin.utk.edu/classcomp/default.html.
PATHS TO FORMS
UT WEBSITE
ADMINISTRATION
HUMAN RESOURCES
COMPENSATION
PDQ FORM
IRIS CHECKLIST
ANDI CHECKLIST
Employee & Organizational Development
4
Part 3: Definitions of Key Terms
2. Position
•
•
A position reflects the duties and responsibilities assigned to an
employee.
A position is assigned a unique number that identifies its location,
classification, and pay grade within an organizational unit.
3. Position Review
•
•
Position Review is the process used to analyze duties, responsibilities,
and requirements of a specific position as described on the PDQ.
Positions are evaluated based on the know-how, problem solving, and
accountability required by the position.
Part 4: The Elements of the PDQ
•
•
•
•
•
•
•
•
•
•
Position Summary
Measures of Impact
Position Duties
Decisions
Supervision
Minimum Qualifications
Additional Information
The Organizational Chart
Appeal Process
Approval
Employee & Organizational Development
5
Part 4: The Elements of the PDQ
Position Summary asks “Why or for what purpose does
your position exist?”
Example #1: Provides administrative assistance to the associate dean.
Example #2: Functions as manager of the Instructional Technology Team whose
mission is to blend traditional training curriculum content with technology-based
instructional tools, implement office software solutions, and provide trainings and
technical assistance. The team designs and develops a full range of training and
information products and services focused on satisfying the specific learning
needs of the unit, its projects, and the users, both internal and external to it.
Example #3: To be the primary manager of the Office’s short-term international
training programs; To assist in the development, promotion, and administration of
student and faculty international experiences such as study tours; To assist the
office coordinator in other activities of the office as deemed appropriate by the
coordinator.
Example #4: Provide various engineering and related technical services to the
University of Tennessee.
Example #5: To direct and implement the Principal Investigator research
responsibilities; To actively participate in grant proposal by developing,
initiating, and presenting research ideals to the Principal Investigator to obtain
extramural funding; To present and publish research results in referred journals
and professional meetings.
Example #6: This position exists to oversee and support the clinical virology
service for the College of Veterinary Medicine. The personnel in this laboratory
perform various diagnostic assays for infectious diseases of animals. This
position is supervisory for this service and is also involved in supporting research
in this area.
Employee & Organizational Development
6
Measures of Impact
What areas does this position impact? (Mark all that apply.)
 Program
 Campus/Institute
 Department
 University
 Division/College
 External to the University
Describe the levels of responsibility this position has in areas checked.
PROGRAM
Spanish
DEPARTMENT
Modern Foreign Languages and
Literature
DIVISION/COLLEGE
College of Arts & Sciences
CAMPUS/INSTITUTE
UTK (Serves as interpreter on
campus)
UNIVERSITY
Provides educational assistance to
other campuses/institutes
EXTERNAL TO UNIVERSITY
Educational assistance to high
school; Interpreters for local
hospitals
Employee & Organizational Development
7
Measures of Impact
What type of budget impact does this position have on the area(s) for which
it is responsible?
 Full authority to commit funds (Explain)*
Size of budget impacted ____
 Effective recommendations to commit funds (Explain)* Size of budget impacted ____
 Maintain or audit funds committed (Explain)*
Size of budget impacted ____
 Little or no budget responsibility
*Explanation:
Employee & Organizational Development
8
Position Duties
What are the essential functions and responsibilities of this position (please
indicate approximate percentage of time devoted to each function)?
Function/Responsibility
Diagnostic Testing/Research
Identifies Organisms and performs antibiotic susceptibilities
Performs serological testing
Assists with research projects conducted by vets and graduate
Students
Supervision/Training
Monitors and assists in training new technologists
Trains new assistants
Supervises personnel in absence of lab section chief
Technical Judgment
Utilizes the proper protocol for setting up individual specimens
Compiles antibiotic data to monitor drug resistance
Quality Control
Performs quality control of media, antibiotics, and reagents
Reviews chemical hygiene plan
Reviews laboratory procedures
Volunteer coordination and support
Committee coordination and support
Program development and support
Financial management
Clerical
Employee & Organizational Development
% of Time
35%
25%
20%
20%
40%
25%
20%
10%
05%
9
Position Duties
What are the essential functions and responsibilities of this position (please
indicate approximate percentage of time devoted to each function)?
Function/Responsibility
% of Time
The Laboratory Section Chief oversees daily assay quality
assurance in addition to performing the various assays. This
includes any needed validation procedures, quality control
measures or troubleshooting of problems with all assays offered
by the service. Produce various data forms to request assay
procedures.
100%
Fundraising and donor relations
Alumni relations
80%
20%
Research:
Performs reactivity and toxicity assays of chosen chemicals
Assists graduate and veterinary students with research projects
Trouble shoots technical problems that may occur in the lab or
during research
Quality Control:
Reviews chemical hygiene plan and laboratory procedures
Maintains a working inventory of all lab supplies
Performs routine maintenance on laboratory equipment
Supervision/Training:
Monitors and assists students working in the lab
Trains new technicians and students in the lab
Supervises in the event of the PIs absence
70%
Employee & Organizational Development
20%
10%
10
Position Duties
What are the essential functions and responsibilities of this position (please
indicate approximate percentage of time devoted to each function)?
Function/Responsibility
University Leadership:
% of Time
40%
Represent the University by participating in various activities
on campus and in the local and national communities.
Maintains relationships with various community organizations
and agencies. Communicates with various campus units to
remain current on policies, procedures, and opportunities
for students.
Leadership and Management:
40%
Creates an environment where the office resources are used
In an efficient and effective manner with attention to include
oversight responsibility for specific programs and supervision
of staff.
Facility/Financial Management:
20%
Uses resources in a reasonable, efficient, and productive manner
by managing facilities and fiscal budget.
Employee & Organizational Development
11
Decisions
What types of decisions does this position make?
•
Timing and need for distribution of department/college/university
policies
•
Determine what policies apply to different circumstances impacting
faculty and staff activities and if necessary implement actions.
•
Evaluate and determine distribution of office workload.
•
Advise/select appropriate actions concerning all travel matters.
•
Review department head calendar regularly and select appropriate action
items to be initiated in a timely manner.
•
Optimal system(s) for departmental records
What types of decisions are referred to others?
•
Personnel issues involving hiring, work schedules and disciplinary
actions, etc, are referred to appropriate supervisors.
•
Overall operation of the department are referred to the department head.
•
Complaints from outside people/companies are referred to the
department head.
How are decisions implemented?
•
Direct communication
•
E-mail
•
Memorandums
•
Telephone
•
Collect, correlate, compile and distribute appropriate data as needed
•
Enlist help of department head and/or faculty and staff as needed
Employee & Organizational Development
12
Decisions
What types of decisions does this position make?
This position makes all decisions that are not in conflict with study
protocols and University policies and procedures.
What types of decisions are referred to others?
Decisions referred to others are specific study protocol issues including
length of study, number of participants, experimental data
parameters
How are decisions implemented?
Decisions are implemented through clinical team discussion and
consensus with PI in adherence to study protocol and University
policy and procedure.
Employee & Organizational Development
13
Supervision
What types of supervisory responsibility does this position exercise?
 Hiring, disciplining, supervising, granting increases (Explain)*
 Effective recommendations in hiring, etc. (Explain)*
 Providing work direction to a group of employees (Explain)*
 Assisting others by providing guidance (Explain)*
 Little or no supervisory responsibility
*Explanation:
What is the number of employees and/or students that this position
supervises?
___ Exempt employees
___ Non-exempt employees
___ Students
___ Others (Explain)*
*Explanation:
Employee & Organizational Development
14
Minimum Qualifications
What are the minimum qualifications in terms of education, experience, job
skills, and physical requirements of the job which would be required?
•
•
•
•
Education:
Experience:
Job Skills:
Physical Requirements: (Please complete attached chart.)
Additional Information
Please provide any additional information you believe will assist in
understanding this position.
Example: Position requires someone able to handle effectively
multiple projects with both short and long-term deadlines that may involve
one or more individuals to complete. Additionally, the individual must be
able to interact on a professional level with a broad base of individuals who
interact with the office. The occupant of this position is often the first
contact with those outside the college and the primary contact for
those within; therefore, the work ethics of this individual greatly impact
how the business of the college is conducted and perceived.
Employee & Organizational Development
15
The Organizational Chart
It’s Important Because the Chart Illustrates:
1.
2.
3.
4.
How does your position relate to the rest of the organization?
To whom do you report?
Who else reports to the same person?
Who reports to you?
University of Tennessee, Knoxville
Student Health Service
Organizational Chart
Administrator
Wellness Coordinator
Office Supervisor
Records &
Reception
Nursing Supervisor
Senior Administrative
Services Assistant
Laboratory
Supervisor
Registered
Nurses (7)
Receptionists (3)
Medical Coordinator
Primary Care Physicians (7)
Laboratory
Technicians
(2)
Psychologist
Licensed
Practical
Nurses (4)
Psychiatrist
Clinical
Nurse
Specialist
Surgeon
(PT)
Gynecologist
(PT)
Senior Medical
Insurance Clerk
Appointment
Clerks (2)
Radiological
Technologist
Medical
Insurance Clerk
Senior Secretary
Senior Bookkeeper
Data Entry Operator
Custodians (2)
Employee & Organizational Development
16
Approval
Approval by the employee, supervisor, and
dean/director/department head indicates the PDQ has
been reviewed and accurately reflects the job content of
the position.
__________________________ _________
Employee’s Signature
Date
__________________________________
Dean, Director, or Dept. Head
___________________________ __________
Supervisor’s Signature
Date
________
Date
Part 5: Completing the PDQ
•
PDQ Exercise 1:
The Good, the Bad, and the Ugly.
•
PDQ Exercise 2:
Let’s Begin Yours.
Employee & Organizational Development
17
Appeal Process
An employee may appeal to:
•
•
•
Immediate supervisor/department head
Local HR Office
Statewide Committee
PDQ Training
Reviewed
by Dean/VP
PDQ Written
by Employee
Reviewed by
Direct Supervisor
PDQs Reviewed
By HR Statewide
Committee
Preliminary Results
Shared with
Deans/VPs
Changes Entered
into IRIS
Employee Appeals to
Department Head
Final
Recommendation
Letters Sent to
Employees
Appeals
Goes to Campus/
Institute HRO
HROs for Final
Review
Letter Sent to
Department Head
Employee & Organizational Development
18
Closing Remarks
•
•
•
Restate what has been learned
Review ways to apply training
Request feedback of training session
THANK YOU!
Employee & Organizational Development
19