State Personnel Administration

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State Personnel Administration

• HR Directors Update MeetingJob System Redesign
  UpdatePerformance Management - Phase
  1Thursday, February 7, 2008

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AGENDA

• Welcome Marion Fedrick
• The New Job System
• Pat Kinard-Boutte
• Questions and Answers
• Performance Management - Phase I
• Ronnie Witcher
• Questions and Answers
• Reorganization of Compensation
• Sherma Francis
• Questions and Answers

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WELCOME

• Marion Fedrick

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THE JOB SYSTEM UPDATE

• Pat Kinard-Boutte

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The New Job System

• Go Live June 01, 2008

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Job Redesign

• More than 3500 jobs consolidated into
  approximately 750 jobs
• New jobs determined by data from agency HR staff
  and inter-agency focus group meetings

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How are the new jobs different?

• The new jobs are broader categories of work
• similar to descriptions found in surveys and
• national job information sources.
• New jobs identify occupational area, functional
  level, job series and career level
• Career paths and career milestones are built into
  the job system

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Occupational Areas

• Occupational Areas Examples
• Support Staff Supply, Inventory, Warehouse
• Technical Staff Procurement, Supply, Warehousing
• Professional Staff Purchasing Procurement
• Management Staff Purchasing, Procurement
  Storage

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New Coding
X X X X X X
Occupational Area
Functional Level
Job Series
Career or Job Series Level
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New Coding
HC P 07 1
Health Care
Professional
Registered Nurse
Working Level
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Sample New Job

• GSS032 - Support Staff Clerical (Advanced
  Level)
• Made up of these 17 current jobs
• 60232 Program Assistant (DCA) 60146
  Examination Program Monitor
• 60615 Administrative Operations Asst 60122
  Motor Vehicle Specialist 3
• 61803 Admin Coordinator (Bilingual) 16105
  Clerk, Benefit
• 60164 Office Support Supv 60116
  Support Assistant
• 61712 Administrative Technician (DNR)
• 60113 Program Associate (DHR)
  60072 Clerk, Administrative (SOS)
• 60241 Project Assistant-CDBG
  60172 Clerk 3, Revenue
• 61145 Quality Control Specialist 2
  60169 Program Associate (DOL)
• Elections Coordinator 1
• 60195 Administrative Assistant (DCA)
• 60057 Professional Staff Assistant

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Career Levels

• The new job series may have as many as four
  levels
• Entry or Trainee
• Working or Full Performance
• Expert or Advanced
• Supervisor

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Management Levels

• There are 3 Management levels
• Manager
• Middle Manager
• General Manager

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Components of New Job Description

• Summary Descriptor
• Typical Responsibilities
• Technical Competencies
• Qualification Statements
• Career Development Increments

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Sample Job Description

• See hand-out

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The New Job System

• Current job titles will change to new job titles
• Job Descriptions with new qualifications,
  technical competencies and career development
  criteria will be used
• Current job codes, and pay grades will remain the
  same

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Jobs After June 1, 2008

• What Changes?
• Old job title Personnel Analyst 2
• becomes
• New job title Human Resource Specialist
  (Working Level)
• What does not change?
• Job Code 16009
• Pay Grade 14

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Recruitment Process

• The Job Site
• Will default to New Job Titles
• When posting jobs agencies can change
• Modify job titles
• Modify job descriptions
• Add preferred qualifications

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Implementing the New Job System

• Employees will see
• New job titles in PeopleSoft on pay advisement
• Employees will NOT see a change in
• Salaries
• pay grade
• job code

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Transition to New Job System

• Individual Agency Feedback Sessions
• Feb. 25, 2008 - March 14,2008

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Next Phase New Pay System

• Implementing a New Salary Structure
• Anticipated Change Date
• January, 2010

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Questions and Answers
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State Personnel Administration

• Performance Management Initiative Update
• Ronnie Witcher

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Enhanced Performance Management Process

• Objective
• Drive overall State, Agency and department vision
  to successful outcomes through effective goal
  setting, performance monitoring and measurement.
• Strategy
• Develop a consistent core Statewide performance
  management process
• Measure employee performance based on
  competencies and goals
• Hold managers and employees accountable for
  results
• Provide managers with the proper skills and tools
  
• Educate managers and employees in effective
  performance management
• Link performance management to other critical
  talent programs

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Whats New

• Consistent core Statewide process
• Simple, easy-to-use process
• Provides feedback to individuals to help them
  move toward exemplary performance
• Flexibility to define appropriate performance
  criteria for individual jobs
• New evaluation scale
• Based on Goals and Competencies
• Link between individual performance and
  State/Agency goal
• Identifies and targets competency gaps and
  developmental opportunities
• Provides consistency in performance expectations
  and measures
• Provides a shared understanding of what will be
  monitored and measured
• Traceable, auditable, and legally defensible
• Supports other HR programs

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Setting and Aligning Goals
Aligned Goals

• Align with the vision, mission, and goals and its
  entities
• Goals are cascaded and translated to be
  relevant to each level of the organization
• Goals included in the performance plan
• Description of linkage between individual and
  agency goals on performance evaluation

Task-oriented goal
Result-oriented goal

• May change year to year
• Focuses on a specific action in a performance
  period with specific terms
• Best used for managers and professional
  individual contributors

• Do not change from year to year
• Provides direction on a critical aspect of ones
  job
• Defines specific behaviors and expected results
• Best used for entry-level professionals

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Competencies

• Definition
• Attributes, knowledge, skills, abilities that
  contribute to successful job performance.
• Technical
• Behavioral
• Benefits
• Translate goals into behavior
• Set objective criteria for evaluating performance
• Legally defensible recruitment, selection, and
  assessment systems
• Reduce hiring costs and absenteeism / turnover
  rates
• Identify areas for employee development linked to
  desired organizational objectives
• Help distinguish exceptional employees
• Assists with development plans that improve
  specific behavior

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Integrated Competency-Based HR
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Performance Management Process
Performance Execution Do the job, achieve
goals, get results

• Performance log
• Updated goals
• Mid-year or quarterly review

• Competencies
• Set Agency Goals
• Align Goals
• Agree on responsibilities, tasks projects

Performance Assessment Judge strengths
weaknesses
Performance Planning Describe fully
successful performance
Performance Management Model

• Results
• Key tasks or activities
• Major achievements
• Development plan
• Career development

Performance Review Go over assessment with
employee
Distribution Review and Calibration

• Ensures consistent rating practices
• Analysis of statistical norms

• Gain understanding

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Process Timeline

• Manager and employee have one-on-one Performance
  Meeting(s) to conduct
• Performance Evaluation Discuss year-end results
  and performance rating Communicate pay increases
  (if applicable)
• Performance Planning Review goals and
  competencies for coming year (may be held in
  separate meeting from Performance Evaluation)

• Complete previous year evaluation.
• PeopleSoft ePerformance Management System begins.

• HR and Sr. Leader reviews ratings, pay
  decisions, and Calibrations

• Mid-year Review Meeting to discuss progress

Ongoing Coaching and Feedback Throughout Year
Note This timeline is based upon the State
utilizing a common review date and uses its
fiscal year to determine the timing of the
performance management cycle. Under this
calendar, managers have discretion to hold
meetings with their employees anytime between
June 1 and August 31
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Performance Evaluation

• The State will use a 5-point scale for evaluating
  performance

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Implementation Dates

• Phase I agencies
• DOAS, DCH, DOC, Econ Dev, DHR, DOR, GBI, SAO, SPA
• Implementation dates

Date Activity
February 2008 HR Forum Performance Management Overview
April 2008 Training begins for all agencies
July 2008 Target end date for training
July 2008 Performance Planning beings with new Performance Management Process ePerformance Management Implementation for Phase 1 Agencies
March 2009 System Training begins for Phase 2 Agencies
July 2009 ePerformance Management Implementation for Phase 2 Agencies
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Desired State

• Expectations are communicated clearly with
  measurable and objective criteria
• Employees arent surprised at performance review
  time
• Employees are more engaged in the process and can
  manage their results
• Employees are rewarded for excellence
• Goals are aligned among state, agency, managers,
  and individuals
• HR and Managerial decisions can be defended and
  supported
• Training dollars can be spent wisely

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Questions and Answers
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Reorganization of Compensation Division

• Sherma Francis

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Organizational Chart
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Agency Assignment

• Griff Knoop
• Corrections
• GBI
• Juvenile Justice
• Pardons Parole
• Natural Resources
• Public Safety
• Defense

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Agency Assignment

• Pauline Moon
• Agriculture - Education
• Forestry - Technical Adult Ed
• Public Service - Early Childhood
• Transportation
• Secretary of State
• Soil Water
• Veterans Services
• Workers Compensation

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Agency Assignment

• NeAndra Dunham
• Labor
• Community Service Boards
• Human Resources
• Community Health

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Agency Assignment

• Berneda Simmons
• Administrative Services - Community Affairs
• Banking Finance - Economic Develop.
• Employee Retirement - State Accounting Off.
• Teachers Retirement - Georgia Tech Auth
• Office Planning Budget - All others
• Law
• State Personnel Admin
• Revenue

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Questions and Answers
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Todays Presentation can be viewed at

• http//www.spa.ga.gov/jobredesign/job_index.asp