Compensation Management

1
Compensation Management

• VDH Job Evaluation System
• Responsibility Benchmark Levels
• Responsibility Benchmark Descriptions

2
VDH Job Evaluation SystemBackground

• Why is a Job Evaluation System Needed?
• Pay Bands are not homogeneous
• Dozens of different occupations, different levels
  of complexity and responsibility grouped together
  in the same pay bands

3
VDH Job Evaluation SystemBackground

• Why is a Job Evaluation System Needed?
• Examples
• Pay Band 3 includes
• Computer Ops Tech Exterminator
• Forensic Autopsy Tech Practical Nurse
• Public Health Associate Storekeeper Senior
• Personnel Analyst Radiologic Technician
• Admin Staff Assistant Health Educator
• Install Repair Tech Public Relations Assist
  Spec Radiation Safety Tech Social Worker

4
VDH Job Evaluation SystemBackground

• Why is a Job Evaluation System Needed?
• Within the same occupations, different levels of
  complexity and responsibility are included in the
  same pay band

5
VDH Job Evaluation SystemBackground

• Why is a Job Evaluation System Needed?
• Examples Continued
• Environmental Specialist Career Group, Pay Band
  4, Includes
• entry level
• senior level
• supervisory level

6
VDH Job Evaluation SystemBackground

• Why is a Job Evaluation System Needed?
• Supervisors need to know the value of duties to
  establish new positions and recruit
• Supervisors need to know if new duties they
  assign warrant additional pay
• Are new duties lower level, same level, or higher
  level?
• Lower or same level duties should not earn higher
  pay
• If duties are higher level, how much higher?
• Negligible? Worth 1 more salary? 5? 10?

7
VDH Job Evaluation SystemBackground

• Why is a Job Evaluation System Needed?
• VDH needs to assure that pay practices are
  consistently and fairly applied
• One supervisor gives 5 another gives 10
  another 0 for the same transaction type
• A job evaluation system establishes a consistent,
  agency-wide framework for recognizing job
  complexity, results and accountability for
  purposes of compensation

8
VDH Job Evaluation System Design Considerations

• VDH has taken a proactive stance and designed a
  system with 3 Responsibility Benchmark Levels in
  each pay band.
• A B C

9
VDH Responsibility Benchmark Levels

• Example Environmental Specialist I Band 4
• Level Class/Working Title
• A Environmental Health Specialist (Trainee
  Level)
• Least complex/accountable in
  role/band
• B Environmental Health Specialist Senior
  (Journey Level)
• Moderately complex/accountable in role/band
• C Environmental Health Supervisor (Expert/First
  Level Supv)
• Most complex/accountable in
  role/band

10
VDH Job Evaluation System

• Before CR, VDH job evaluation was centralized
• Field units sent PDs to central office
• Analysts determined grades and titles, using
  class specs
• To enable delegation of authority, a second
  component of the VDH job evaluation system was
  developed
• Responsibility Benchmark Descriptions

11
VDH Responsibility Benchmark Descriptions

• A cross-section of PDs for most VDH patterns of
  work was analyzed - about 90 of VDH positions
• Developed brief statements containing the essence
  and scope of duties and responsibilities
  supervisory relationships organizational
  placement
• Each description was evaluated in relation to
  other positions in the pay band, applying DHRM
  criteria
• Assigned to Occupational Family, Career Group,
  Role, Responsibility Benchmark Level, FLSA, EEO
  code, etc.

12
VDH Responsibility Benchmark Descriptions

• Benchmark Descriptions have been incorporated in
  job evaluation software tools to support
  delegation of job evaluation authority to local
  managers
• Software tools provide consistent, accurate
  assessments in accordance with VDH evaluation
  standards
• Software provides full documentation

13
VDH Job Evaluation System Procedures

• Supervisor studies DHRM Career Group Descriptions
  for his/her positions to understand role
  relationships
• Compares duties responsibilities of positions
  against list of benchmark descriptions
• Finds description that closely parallels purpose,
  scope, supervision received, independence, KSAs
• Enters selected benchmark(s) into evaluation
  software, producing documentation
• Submits to OHR for screening and processing

14
VDH Job Evaluation System Quality Assurance

• During transition, OHR reviews each case
• When confidence level is attained, review will
  shift to sampling
• OHR will conduct post-audits of transactions
• Periodically, OHR will produce statistical and
  demographic analyses of transactions to identify
  anomalies

15
VDH Job Evaluation System Procedures

• Evaluating a Job - Step 1
• Supervisor reviews DHRM Career Group Descriptions
  - with VDH supplements - for positions under
  his/her supervision
• clarify the significant distinctions between
  positions
• become familiar with role structures in the
  various occupations

16
VDH Job Evaluation System Procedures

• Evaluating a Job - Step 2
• Supervisor/Employee Identify the Core
  Responsibilities of the position to be reviewed.
• Write down the core responsibilities in your own
  words to make certain that the key job content is
  known.

17
VDH Job Evaluation System Procedures

• Evaluating a Job - Step 3
• Compare position with Responsibility Benchmark
  Descriptions, seeking one that closely parallels
  the positions purpose, scope of responsibility,
  operating characteristics, supervision received,
  independence of action and KSAs
• This is the critical step in the process.
  Selection of inappropriate benchmark description
  will likely result in incorrect evaluation

18
VDH Job Evaluation System Procedures

• Evaluating a Job - Caution
• When selecting a benchmark description, view the
  description as a whole dont focus on one or two
  words out of context.
• Note the significant distinguishing
  characteristics
• scope of authority state-wide vs district-wide
• independence of action limited vs broad
• supervision received close vs general

19
VDH Job Evaluation System Summary

• VDH positions in each band separated into 3
  benchmark levels of responsibility and complexity
• VDH work patterns and skill sets within each band
  analyzed
• Responsibility Benchmark Descriptions created and
  pre-evaluated
• Responsibility Benchmark Levels and Descriptions
  incorporated in software tools
• Decentralized evaluation of positions implemented
• Quality assurance procedures implemented

20
Compensation Management

• VDH Job Evaluation System
• Responsibility Benchmark Levels
• Responsibility Benchmark Descriptions