Job Matching Training
Presented to:
LMC’s SurveyNavigator Coordinators
April 10, 2014
Presented by:
Shawn Wachtel, Director of E-Solutions
The Waters Consulting Group, Inc.
SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Presentation Roadmap
1)
2)
3)
4)
5)
Job Matching Defined
Importance of Job Matching
Main Factors to Consider
Most Common Mistakes
Frequently Asked Questions
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Job Matching DefinedAbstract:
An effort to minimize the subjective nature of a Job Title (through
standardization) in order to make comparisons of objective salary
data.
Concrete:
Job Matching is the process of pairing a survey title’s summary
and requirements to the content, responsibilities, qualifications
and duties of an internal position.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
The Importance of Accurate Job MatchingValue:
Accurate job matching is the cornerstone from which a
successful survey is built. It is absolutely critical to the validity of
the published data. The entire value of the survey rests on this
process being performed with the highest degree of accuracy.
This value is fully realized when participants conduct their market
comparisons.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Main Factors of ConsiderationMatch Summaries;
Not Titles
Consider Each Survey
Title Independently
Ignore Incumbent’s
Qualifications
The 75% Rule
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Consider Each Survey Title Independently-
① Read each survey job summary individually and consider which of your
positions is best described.
② Survey job titles and organization job titles both in a series of (3)
doesn’t necessarily mean they are all accurate matches. Please
review each summary individually.
③ Ex.- Equipment Operator I, II & III- A good match
may be made for Equip Op I, however the survey
title for Equip Op II may match your Equip Op III.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Match Summaries; Not Titles-
① Base matches on the duties and minimum education/experience
requirements of your position, not on the titles.
② If you have a position titled “Utilities Clerk I” that matches the
duties and requirements of the “Secretary II” survey job summary,
you should match your position to “Secretary II”.
③ Ensure you are basing the match on regularly performed
duties as opposed to temporary ones.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Ignore Your Incumbent’s Qualifications-
① Base matches on the duties and minimum education and experience
requirements of your position, not on the qualifications of the incumbent(s)
in the position.
② The individual incumbent’s education and experience may differ
from that which is required to complete the responsibilities of the
position.
© The Waters Consulting Group, Inc.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
The 75% Rule-
① Rule of Thumb: If the duties and qualifications of your position are at least a
75% match to the survey job summary and requirements, your position is
considered to be an equal match.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Most Common Mistakes1) Matching by Job Title Instead of Job Content:
Ex. 1- You may look at the survey title of Finance Director and automatically
assume that your Finance Director position is a good match. Upon reading the
survey job summary it is determined that the survey job relates to the top
finance executive in the organization while your Finance Director is the second
level finance position, as it reports to the CFO.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Most Common Mistakes Continued2) Forcing Matches:
Ex. 1- A Lead Water Operator who occasionally performs the duties of the Water
Systems Supervisor (in his/her absence) should not be matched to Water
Systems Supervisor.
Ex. 2- A Lead Water Operator who temporarily acts as the Water Systems
Supervisor (while the job is vacant) should not be matched.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Frequently Asked Questions1)
How should I differentiate between positions?
When performing job-matching, a safe approach is to read a job summary first
and ask yourself if it represents at least 75% of the duties of a position in your
pay structure. If it does, then chances are it is a good match and you should
look at the qualifications to determine the degree of match.
If more than one survey position appears to be a good match, for a particular
position, based on the summary and qualifications then you should review the
“job level’ as an aid in discerning between the two survey titles.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
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Frequently Asked Questions2) What should I do if the job summaries are not an exact match?
It is not unusual for a job not to be an exact match to a survey job summary.
Survey job summaries are generic descriptions that describe the essential
functions of a job, rather than the application of that job in various organizations.
If the duties of your position are essentially the same as those of the survey job
summary, but your requirements differ, your position may be an equal, high or
low match. Please see the following slide for some examples of levels of match:
© The Waters Consulting Group, Inc.
SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Frequently Asked Questions2) Accountant Example:
Survey Job Summary
Your Accountant Job
Level of
Match
Duties
Education
Experience
Duties
Education
Experience
1) Professional
Bachelor’s
5 years
Same
Bachelor’s
4 years
Equal
2) Professional
Bachelor’s
5 years
Same
Associate’s
6 years
Equal
3) Professional
Bachelor’s
5 years
Same
Associate’s
4 years
Low
4) Professional
Bachelor’s
5 years
Clerical
Associate’s
2 years
No Match
5) Professional
Bachelor’s
5 years
Clerical
High School
4 years
No Match
6) Professional
Bachelor’s
5 years
Same
Master’s
2 years
Equal
7) Professional
Bachelor’s
5 years
Same
Master’s
5 Years
High
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
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Frequently Asked Questions2) Accountant Example Continued:
As you can see from this example, having higher education requirements and
lower experience requirements, or vise versa, may result in an equal match, if the
duties of your position are essentially the same as those outlined in the survey
job summary.
3) What should I do if my organization doesn’t have formal pay ranges?
If your organization does not have formal pay ranges, leave that section blank.
© The Waters Consulting Group, Inc.
SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
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Frequently Asked Questions4) What should I do if my base pay is above of the established pay
range?
If base pay is above range maximum for all or most positions because all
employees received pay increases, but pay structures were not adjusted, report
the actual base salaries.
If an employee’s pay is frozen above the established pay range due to demotion,
reclassification, restructuring, or other similar reasons, report the maximum of
the pay range as the base salary.
Base pay above the maximum of the range, particularly if it is considerably
higher than the maximum or if it applies to multiple employees in a position, may
skew the survey average.
© The Waters Consulting Group, Inc.
SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
Frequently Asked Questions5) How should I report part-time employees?
Data for part-time employees should be entered as an hourly rate, as shown
below. The annual amount will be calculated by the system based on the hours
worked per week.
Status = P, Base Salary = $12.00, Hours Per Week = 20, Pay Frequency = H
Note: if base salary is entered as an hourly rate, pay range
minimum/midpoint/maximum should also be enter as hourly rates.
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
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Frequently Asked Questions6) How should a smaller organization approach matching?
Survey job matching may be difficult for smaller organizations, as employees
often serve in more than one role. For example, an Accountant may also
function as a Purchasing Agent. In these cases, it is important to determine the
amount of time spent on each major function. If the position’s job duties match
the duties and requirements of two survey job summaries, the decision
regarding appropriate match is based on the percent of time related to each,
please see the following slide for examples:
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
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Frequently Asked Questions7) Smaller Organization Example:
Accountant –75% / Purchasing Agent – 25% – Equal Match to Accountant.
Accountant– 50% / Purchasing Agent – 50% - Not a good match to either survey
position.
When you pull data from the survey to determine the market value of your
position, is it appropriate to combine data from both survey jobs, prorated
based on the percentage of time related to each, but is not appropriate for
survey matching.
© The Waters Consulting Group, Inc.
SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
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Frequently Asked Questions8) Should temporary and seasonal workers be included?
Temporary and Seasonal workers should NOT be included while performing the
Job Matching function. This has the potential to skew the data. That being said,
you may use a position’s salary data to make a comparison for what you are
paying a temporary or seasonal worker.
9) Should I report employees’ salaries that are above the range max
due to longevity pay?
We are focused explicitly on “Base Salaries”. Longevity pay is in addition to an
employee’s base and therefore excluded for the purpose of this survey.
© The Waters Consulting Group, Inc.
SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
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Frequently Asked Questions10)How are job titles selected for the survey?
LMC is the ultimate authority regarding which titles are included in the survey.
The Waters Consulting Group makes recommendations to titles in order to make
it easier to discern between titles. A link is provided on the website that allows
you to propose new titles and summaries you would like to see in the survey.
11)How is the data “aged”?
Data is “aged” from the effective date through the date you select. For the 2014
Survey; 2.90% (APR) will be the aging percent. We arrived at this figure by
reviewing the figures released by ‘World at Works’ data as well as the CPI index.
Example: Effective Date: 1/1/2014 Date determined by user: 7/1/2014
[ (2.90% / 12) * 6 ] * Salary
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SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
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Frequently Asked Questions12) What data scrubbing techniques are used to ensure integrity?
Interquartile Range- This is an industry standard in statistical analysis. It is a
method used to identify “outliers” (data points that skew the data set). The
equation is as follows: IQR = (Q3 – Q1)
If [ X > < ± (1.5 * IQR) ] then the data point is rejected.
13) How do we update when we have mid-year raises?
This depends on the nature of the raise.
A) If it is a percentage raise for all employees it will be easiest to send a request
asking for all positions to be increased by X%.
B) If only certain positions are receiving increases, you can login to the
Coordinator Account and update those positions accordingly.
© The Waters Consulting Group, Inc.
SURVEYNAVIGATOR: JOB MATCHING
TRAINING SESSION| April 10, 2014
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