Position Description Questionnaire (PDQ)
Review
“The PDQ and YOU”
Human Resources
The University of Tennessee - 2015
Employee & Organizational Development
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.
Employee & Organizational Development
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
Part 1: Why Do We Have the
PDQ?
1. Gives information about the duties and
responsibilities of an employee’s position.
2. Supports the employee and supervisor in
discussing and summarizing the position.
3. Provides a consistent means to analyze and
determine position size.
Employee & Organizational Development
Role of Compensation
Regarding PDQs
• Assist with departmental reorganizations
• Classify staff positions across campus including:
• New positions
• Vacant positions
• Reclassifications
• Assist departments with creating, implementing,
and updating career paths
• Processing IRIS electronic position forms
Employee & Organizational Development
Learning Objectives
• To identify the purpose of the Position
Description Questionnaire (PDQ).
• To describe the relationship between the
PDQ and the evaluation of your position.
• To provide guidance for completing your
PDQ.
Employee & Organizational Development
THE PDQ PROCESS
Employee & Organizational Development
Job Analysis Definition
Systematic way to gather information about
what people do in their jobs and what is
needed to be successful in the job. Specific
components of job analysis include job
duties; knowledge, education and
experience requirements; and working
conditions.
Employee & Organizational Development
Purpose of Job Analysis
• Management tool for supervisors
• Document work performed
• Basis for legal & regulatory compliance
Employee & Organizational Development
Position Description
1. Gives information about the duties and
responsibilities of an employee’s position
2. Details minimum requirements for the position
3. Supports the employee and supervisor in
discussing and summarizing the position
4. Provides a consistent means to analyze and
determine position size
Employee & Organizational Development
PDQ Tool for Job Analysis
• Position Summary
• Measures of Impact:
o Responsibilities
o Budget
• Position Duties
• Decisions
• Supervision
• Minimum Qualifications
• Additional Information
o Organizational Charts
• Physical Requirements
Employee & Organizational Development
Purpose of Job Evaluation
Job evaluation is the process whereby the
relative level of positions within the
organization is established:
• Categorizes job families
• Identifies job titles
• Assigns pay grades
Employee & Organizational Development
UT Job Evaluation Methods
Point factor system intended to put structure to a job/job class and value or
relative pay worth from the University’s point of view.
– Point factor systems do not evaluate PEOPLE; they evaluate POSITIONS.
– Evaluate positions against a set of common factors that measure:
o Know-how
o Problem-solving
o Accountability
– Each position is analyzed and given a numerical value
Employee & Organizational Development
Job Evaluation Steps
1. Review of job analysis/PDQ
2. Obtain additional information as needed
3. Determine compensable factors.
4. Assign the position to a pay grade by
comparing against other positions in
department, UT and in market.
Employee & Organizational Development
Part 2: The Connection--PDQ
and Position Evaluation
1. The PDQ is the basis for position
evaluation.
2. Detailed information is critical.
Think more details, not fewer details.
3. Information should be as accurate and
specific as possible.
Employee & Organizational Development
PDQ Myths:
The PDQ is NOT designed to:
1. measure work load.
2. measure performance or length of
time in a position.
3. take into account your
current salary.
Employee & Organizational Development
Part 3: Definitions of Key Terms
1. Position Description Questionnaire
is a document describing the duties,
responsibilities, and requirements of
a specific position.
Employee & Organizational Development
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.
Employee & Organizational Development
Part 3: Definitions of Key Terms
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.
Employee & Organizational Development
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
Part 4: The Elements of the PDQ
Position Summary asks
“Why (or for what
reason) does this
position exist?”
Employee & Organizational Development
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: Provide various engineering
and related technical services to the
University of Tennessee.
Employee & Organizational Development
The Elements of the PDQ
• Example #3: 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.
Employee & Organizational Development
The Elements of the PDQ
• Example #3 cont: 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.
Employee & Organizational Development
Measures of Impact
What areas does this position impact?
(Mark all that apply.)
Program
Campus/Institute
Department
University
Division/College
External to the University
Employee & Organizational Development
Measures of Impact
What areas does this position
impact? (Mark all that apply.)
Program
Campus/Institute
Department
University
Division/College
External to the University
Employee & Organizational Development
Measures of Impact
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)
Employee & Organizational Development
Measures of Impact
•
UNIVERSITY
•
EXTERNAL TO UNIVERSITY
Provides educational assistance to
other campuses/institutes
Educational assistance to high
school; Interpreters for local
hospitals
Employee & Organizational Development
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
Position Duties
What are the essential functions and
responsibilities of this position (please
indicate approximate percentage of time
devoted to each function)?
• Essential Functions
• % of Time
Employee & Organizational Development
Position Duties
Function/Responsibility
% of Time
Diagnostic Testing/Research
35%
Identifies Organisms and performs antibiotic susceptibilities
Performs serological testing.
Assists with research projects conducted by vets and graduate
Students.
Supervision/Training
25%
Monitors and assists in training new technologists
Trains new assistants
Supervises personnel in absence of lab section chief
Employee & Organizational Development
Position Duties
Technical Judgment
20%
Utilizes the proper protocol for setting up individual specimens
Compiles antibiotic data to monitor drug resistance
Quality Control
20%
Performs quality control of media, antibiotics, and reagents
Reviews chemical hygiene plan
Reviews laboratory procedures
Employee & Organizational Development
Position Duties
Volunteer coordination and support
Committee coordination and support
Program development and support
Financial management
Clerical
Function/Responsibility
40%
25%
20%
10%
05%
% of Time
The Laboratory Section Chief oversees daily assay quality
100%
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.
Employee & Organizational Development
Position Duties
Fundraising and donor relations
80%
Alumni relations
20%
Research:
70%
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:
20%
Reviews chemical hygiene plan and laboratory procedures
Maintains a working inventory of all lab supplies
Performs routine maintenance on laboratory equipment
Supervision/Training:
10%
Monitors and assists students working in the lab
Trains new technicians and students in the lab
Supervises in the event of the PIs absence
Employee & Organizational Development
Position Duties
Function/Responsibility
% of Time
University Leadership:
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.
Employee & Organizational Development
Position Duties
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
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
Employee & Organizational Development
Decisions
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.
Employee & Organizational Development
Decisions
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
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
Employee & Organizational Development
Decisions
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
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:
Employee & Organizational Development
Supervision
What is the number of employees
and/or students that this position
supervises?
___ Exempt employees
___ Non-exempt employees
*Explanation:
Employee & Organizational Development
___ Students
___ Others (Explain)*
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.)
Employee & Organizational Development
Additional Information
Please provide any additional
information you believe will
assist in understanding this
position.
Employee & Organizational Development
Additional Information
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
The Organizational Chart
It’s Important Because the
Chart Illustrates:
1. How does your position relate to the rest of the
organization?
2. To whom do you report?
3. Who else reports to the same person?
4. Who reports to you?
Employee & Organizational Development
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
Supervisor’s Signature
Date
_______________________
_____
Dean, Director, or Dept. Head
Date
Employee & Organizational Development
Appeal Process
• Immediate supervisor/dept. head
• Local HR Office
• Statewide Committee
Employee & Organizational Development
Closing Remarks
• Review what has been learned
• Define ways to apply training
• Request feedback of training session
THANK YOU!
Employee & Organizational Development