APO Job Classification Project 2013
Information Session
January 2013
1
Outline
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Introductions
Purpose of Project
What is Job Classification (Evaluation)?
Overview of HAY Job Evaluation Plan
What is a PCQ?
How to Write a Position Classification
Questionnaire (PCQ)
• Overview of Project and Key Dates
• Submitting the PCQ
• Contact information
January 2013
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Purpose of Project
Why are we completing an APO Job
Classification Project?
• Job Classification systems should be reviewed
every 5-7 years due to;
– The total effects of organizational change
– Shifts and evolution of job responsibilities
– Internal Equity
• First of 2 part review - Compensation Review
(Phase II)
January 2013
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What is Job Classification
(Evaluation)?
• Job Classification (evaluation) is an analysis
and evaluation of work (jobs) for the purpose of
determining the relative value of jobs within an
organization,
• Job Classification identifies both the similarities
and differences of jobs,
• Job Classification also provides valuable
information for organizational analysis and for
human resource planning and management.
January 2013
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What is Job Classification
(Evaluation)?
Job Classification (Evaluation) is not…
• A system for measuring job performance of the
person within the job,
• Focused on the “person” in the job, nor their
performance,
January 2013
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Overview of HAY Job
Classification Plan
What is the HAY Job Evaluation Plan?
• It is one of the most widely used and recognized
job evaluation plans in the world
• Used by private, public and not-for-profit sectors
for technical, professional and management
jobs
• Used by more than 7,000 organizations in over
40 countries
January 2013
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Overview of HAY Job
Classification Plan
How does the HAY Job Evaluation Plan
work?
It’s a system that measures work using;
• A “point factor” plan
• Incorporates 4 main dimensions of jobs (factors):
1. Knowledge
2. Problem Solving
3. Accountability
4. Working Conditions
• Utilizes degrees or levels of each factor to differentiate
between jobs
January 2013
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What is a PCQ?
Simply put, a PCQ is a document that;
• Describes the key responsibilities,
accountabilities, duties and tasks of a job;
• Captures the qualifications – experience,
training and education - required to perform the
job proficiently,
• A support tool for the organization for key
management processes:
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Job evaluation
Recruitment
Performance assessment
HR planning and development
January 2013
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Key Elements of the PCQ
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Identification Information
Position Summary Statement
Major Duties and Responsibilities
Special Features and Scope
Job Qualifications
Other Key Areas
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Organizational Chart
Freedom to Act
Problem-solving
Working Conditions
January 2013
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How to write a Position Description
Questionnaire (PCQ)
Position Summary Statement
• Provide a brief description of why the
position exists
– What is the primary reason or purpose for the
position?
• The What ...
• Within which context ...
• Producing the overall end result.
January 2013
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How to write a Position Description
Questionnaire (PCQ)
Position Summary Statement - Example
The Accounting Supervisor supervises a small
group that is responsible for the efficient and
accurate processing of accounts payable and
accounts receivable. The position is
accountable for establishing day-to-day account
processing procedures within guidelines and
policies established by the Accounting Manager.
The Accounting Supervisor will also produce
regular and ad hoc reports for use by the
Accounting Manager.
January 2013
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How to write a Position Description
Questionnaire (PCQ)
Main Duties and Responsibilities
• List/brainstorm all of the job activities tasks
• Group activities into responsibilities, usually 7-10
• Develop a sentence for each responsibility area –
the “What” and “Why”
• Describe the end results required for each
responsibility area.
• Describe “What” is required.
– Use action verbs.
• Describe “Why” each end result is important to the
organization.
January 2013
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How to write a Position Description
Questionnaire (PCQ)
Main Duties and Responsibilities- continued
• Identify project-based and all ongoing tasks/
activities - think of the calendar year
• Max. 3 - 5 activities per responsibility
• Activities should represent 75 - 90% of your
current job at this point in time
January 2013
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How to write a Position Description
Questionnaire (PCQ)
Main Duties and Responsibilities - Example
Supervise (the “what”) the Accounts Payable and
Accounts Receivable units for the purpose of (the
“why”) ensuring accurate and timely processing of
accounts by:
• Creating work assignments and schedules, and
reviewing work in progress,
• Reviewing transactions to ensure adequate
documentation and support.
• Resolving problem and late payments
• Developing and running regular and ad-hoc reports
January 2013
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How to write a Position Description
Questionnaire (PCQ)
Special Features and Scope of the Position
• Describes unique aspects of the position that
may not be captured in “Main Duties” area.
• Supports and clarifies the scope variables
already detailed in responsibilities.
• Describes budgetary authority
– e.g. Responsible for administering a $35,000
annual capital expenditure budget
January 2013
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How to write a Position Description
Questionnaire (PCQ)
Job Qualifications
• Important to distinguish the incumbent from the
position.
• Knowledge, skills and abilities must be
consistent with the position’s responsibilities.
• Education, experience and training should
document typical qualifications required if
needed to recruit to this position.
• Also include any special legal qualifications or
certifications required for position.
January 2013
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How to write a Position Description
Questionnaire (PCQ)
Other Key Areas
• Organizational Chart
• Freedom to Act
• Problem-Solving
• Contacts and Communication
• Working Conditions
January 2013
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How to write a Position Description
Questionnaire (PCQ)
Tips
• Focus on key responsibilities and results
• Document the job as it exists today
• Start with a list of duties and responsibilities
• Quantify and clarify as much as possible
• Ensure that everything reflects the JOB, and not
just the current incumbent
• Explain or express acronyms
• Be succinct and precise
January 2013
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Overview of Project and Key
Dates
• Information Sessions – January 14, 15, 21 & 22, 2013
• Project Kickoff - January 14, 2013
• Date to begin PCQ submissions – January 14, 2013
• Deadline for PCQ Submissions – February 15, 2013
• Completion of Evaluation of system – Mid April 2013
• Recommendation to University – Late April 2013
• Results to APO employees – May 2013
• Reconsideration Process – Late May 2013
• Application of Results – Late June 2013
January 2013
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Method for PCQ Submission
PCQs will be submitted through the existing
PCQ system:
– Log into The Bridge, Click on “Employee” Tab
– Scroll to bottom,
– Click on Position Classification Questionnaire
Menu link
- Download the PCQ Template
- Update, write your PCQ
January 2013
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Method for PCQ Submission
– Review with your manager,
– Once review is done, and final version is
ready, log into The Bridge
– Click on Position Classification
Questionnaire Menu link
- Follow instructions to upload PCQ
– PCQ will then go through queue to be
approved by appropriate management level
– PCQs must be submitted by February 15,
2013 to keep on target with Project
timelines
January 2013
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Information
• Regular email updates, AND
• Go to HR Website at:
www.uleth/hum
OR;
• Send questions to
apo.jobclassproject@uleth.ca, OR
• Contact your Sr. Human Resources
Consultant
January 2013
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Thank You!
Questions?
January 2013
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