Introductions Pat Boswell: HR Consultant, City of Greensboro Deb - PowerPoint PPT Presentation

 Introductions ▪ Pat Boswell: HR Consultant, City of Greensboro ▪ Deb Grigson : eConsultingNetwork – Our JobBlox Consultant  Today’s Objective ▪ Learn about the position documentation process and your role in it ▪ Review JobBlox, our on line position documentation resource  Timing = 2 hours January 2011 2

 Total Compensation Study  Examine all of the City’s positions and how they relate to one another  Collect relevant current data on pay and benefits that measures our competitive position to the defined labor markets  Make all of this as transparent as possible to you and to our employees January 2011 3

Executive Sponsors: Rashad Young, Bob Morgan, Andy Scott, Michael Speedling, Denise Turner, Connie Hammond Advisory Committee: Larry Davis (Budget), Greg Grayson (Fire), Darryl Jones (IT), Tina Jones (HR), Ken Miller (Police), Sandy Neerman (Libraries), Anthony Wade (Human Relations), and Dale Wyrick (Field Ops) Core Project Team: Joe Marro, Larry Cooper, Kevin Adcock, Joan Blackburn, Penny Pruitt, and Pat Boswell (HR) Jerome Fletcher (Finance & Coliseum), Anita Holder (Police), Karen Mabe (Field Ops), Dan Maxson (P&R), Bobby Nugent (Fire), Cindy Summers (E&I), and Kristine Williams (Water Resources) January 2011 4

 eConsultingNetwork  Designed JobBlox position documentation tool  Collaborated to make the system efficient and easy to use  AonHewitt  Designed job evaluation system  Is conducting market survey of salaries and pay and benefits practices  Will recommend salary structure and pay grade placements January 2011 5

 Departmental Managers (you)  Collect position documentation (position descriptions)  Provide input into the evaluation of positions using factors embedded in JobBlox  Provide initial review of positions described by managers reporting to you Note: Position content will be approved at the end of the Total Compensation Study January 2011 6

 JobBlox will be the City of Greensboro’s internet accessible position documentation system going forward  JobBlox does 3 important things :  Helps you quickly create and maintain position descriptions / documentation  Manages the workflow so that we can see where work is in the system  Tracks history of changes to position documentation January 2011 7

Careers Pay Differentials Performance Management Recruiting Market Assessments Position Documentation January 2011 8

 Every employee should have a current copy of his/her position description. We are planning for you to get an approved copy to distribute at performance review time.  Supervisors ensure that the position description form and the employee's knowledge of the description remain current and accurate.  At a minimum, position descriptions should be completely reviewed and revised, where necessary, every three years (annual performance appraisal is a good time).  Retain approved and signed copies of the Position Description in departmental files. January 2011 9

JobBlox Process Overview st Manager Logs on to system 1 Follows wizard to document position content Reviews the position description with the incumbent; adjusts the position description accordingly (being sure to discuss instances where you are “over - riding” the incumbent’s recommendation) Approves and sends to next reviewer Next Reviews, asks questions and then approves and sends the position description on to Manager his/her supervisor - until it reaches the Department Head (Note: A supervisor can send the position description back for changes) Department Reviews, approves, or modifies; passes the position description on to “Compensation , City Head of Greensboro .” Human Reviews , works to gather facts and to ensure consistency; approves and sends to the Job Evaluation Team Resources The JE Team reviews, assesses, and provide final input into your position's content and JE Team placement into the salary structure. Human Resources Final Approval of all content and job evaluation/Salary Structure assignments 10 January 2011

 https//jobblox.econsultingnetwork.com Your email address Your user name and temporary password will be emailed to you, along with the JobBlox link following this training January 2011 11

 Upon logging in – JobBlox recognizes you and your role  You have been assigned a “Manager Role” in the JobBlox System  This role allows you to: – Write and maintain the position descriptions assigned to you – View and/or edit other users’ drafts when they are sent directly to you – Write your own position description for review by your supervisor January 2011 12

Menu Description Getting Started – Training Presentation Start Tasks - your assigned position requests Sign In – login to the system Change Password – update your password in the system Recover Password – system provides you a new password via email (Note: We don’t know your password; use your email to request a new password. You can lock yourself out after 3 unsuccessful attempts; we can get you back in.) 13 January 2011

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Approval Status dropdown – Keeps track of every version of the position  Status Description Approved Current approved version of the position; there will only be one approved version Declined Version of the position that has been returned for changes or corrections Draft Temporary update to a position; there can only be one pending or draft per position Pending Position that has been submitted for review; there can only be one pending or draft per position. Previous Older versions of the same position; there can be many of these. 15 January 2011

Find the Position you want to review using the dropdowns or key in the Position code or Position title 1. and the system will return all potential matches on the Position list Tool Tips guide you through the process 2. Sort Positions in ascending or descending order by clicking the column heading 3. Review the list which provides access to the Position description and the Position content via Position 4. Wizard by Selecting the Position you want and choosing EDIT Note: Position Wizard is where you will be writing/editing your Position Descriptions January 2011 16

How to navigate to the Position Wizard to update Position content  Menu Description View Navigates to the position wizard to look at the position content Navigates to the position wizard; provides access to updates; creates a draft of Edit the position; sends an email to the approver or the person who created the draft (Note: if there is already a draft of an approved position the system will not allow another draft.) See PDF Opens a window with a PDF document of the current Position Description 17 January 2011

 We provide you with on-line Information about filling out the screens.  Select the symbol on each page.  Read each information screen prior to completing the position documentation – the information screens describe the City’s standards for recording this data. January 2011 18

 For most existing positions, the majority of the Basic Information will be pre-populated by the Lawson HRIS database. You will need only to fill out the reason for the request and the requested action.  Request Reason: JobBlox Implementation  Requested Action: Create Position Description for Existing Position January 2011 19

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Previous – Takes you back to the last page  Save – saves the screen content (the system automatically saves as you move from  screen to screen) Copy – The Copy Position to Position facility allows you to copy the content of one  position to another. When the position is copied the copy is created as a draft. You may only copy between positions that report to you. (Note: This feature will allow you to copy a finished position description to other positions that share the same content, e.g. Crew Member.) Delete – deletes the Position you are working on – Only Client Administrator roles  can delete descriptions that they did not create. Managers can delete a draft that only they worked on. Close – takes you out of a position wizard session but keeps the saved changes  Next – moves you to the next screen and saves your content  January 2011 21

 The majority of this information will be pre- populated for existing positions. For “working shift,” please indicate whether the employee in the position generally works: ▪ days ▪ nights ▪ weekends ▪ rotating shifts January 2011 22

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 The Responsibility Summary is required and, along with certain other parts of the Position Description Form, will be used for position posting (advertising) purposes.  Use a sentence or two to describe the overall purpose of the position, i.e., the main reason the position exists.  Identify the organization units or functions which are managed/supervised or for which services or controls are provided .  Indicate the function(s) or area(s) affected by the position’s actions or decisions.  This section is not meant to be a list of specific duties or responsibilities; notations such as "see responsibilities listed below" do not constitute an acceptable response for this section. January 2011 24