UNIVERSITY OF WISCONSIN – MADISON TITLE AND TOTAL COMPENSATION Project Update
TITLE AND TOTAL COMPENSATION PROJECT 01 | CORE COMPONENTS 02 | COMPENSATION PHILOSOPHY 03 | JOB FRAMEWORK RECAP 04 | STANDARD JOB DESCRIPTION 05 | MARKET ANALYSIS 06 | BENEFITS ANALYSIS 07 | PROJECT TIMELINE 2
TITLE AND TOTAL COMPENSATION PROJECT Core Components Focus Standard Job Total Job Descriptions Compensation Families/Groups Creates a Matches pay and Categorizes work baseline profile benefits to by function and for roles workforce type Linking to Defining Pay & Work Benefits Level Guides Market Analysis Organizes work Links jobs and by level / type of benefits to contribution market data 3
TITLE AND TOTAL COMPENSATION PROJECT Compensation Ensures the compensation Philosophy 01 programs work in harmony Creates a framework for A compensation philosophy is a 02 compensation policy written statement that lays out an organization’s guiding principles for Structures organizational its compensation program. 03 approach to different total rewards elements Ensures consistency in the 04 pay practices used throughout the organization 4
TITLE AND TOTAL COMPENSATION PROJECT UW-Madison 01 Clear and accessible Compensation Philosophy 02 Flexibility Competitive compensation 03 Provide competitive and equitable opportunities salaries to attract, retain and engage 04 highly qualified individuals into a Recognize and reward wide range of occupations. 05 Support career growth Continuous monitoring and 06 review Employees will not lose jobs or have a reduction in pay as a result of this project 5
TITLE AND TOTAL COMPENSATION PROJECT Job Framework A job framework is the overall organization of jobs for administering compensation and managing career progressions. 6
TITLE AND TOTAL COMPENSATION PROJECT Steps to create UW-Madison’s Job Framework Stakeholders assembled to create job groups and sub- 01 groups based on current jobs Listening sessions with SMEs for input on sub-group 02 placement 03 Forums for team and employee input in fall of 2017 7
TITLE AND TOTAL COMPENSATION PROJECT Job Framework 8
TITLE AND TOTAL COMPENSATION PROJECT Job Framework Example Job Group Sub-Group Job Titles Contribution Level Financial Accounting, Fin Manager I Supervisor Ops, Reporting Financial Planning Financial Organizational and Budgeting Assistant III Contributor IV Financial Financial Organizational Bursar Assistant II Contributor III Financial Organizational Procurement Assistant I Contributor II 9
TITLE AND TOTAL COMPENSATION PROJECT Standard Job Communicate an overall Description 01 picture of the nature of work performed (SJD) Communicate the position’s 02 role in the organization A standard job description is a statement of facts about: Determine the kind of work, level of difficulty, • Scope of the work 03 accountabilities and working conditions required of the job • Accountabilities (outcomes) of the work that are essential to Focus on the requirements of a job’s existence the job and not any specific 04 incumbent who might fill the position. 10
TITLE AND TOTAL COMPENSATION PROJECT SJD Components 01 Summary Typical Responsibilities 02 03 Career Path and Level Qualifications 04 Physical Demands and 05 Working Conditions 11
TITLE AND TOTAL COMPENSATION PROJECT Employee Level/Position Descriptions (Current State) Position Employee A Description A Position Employee B Description B Position Employee C Description C Position Employee D Description D 12
TITLE AND TOTAL COMPENSATION PROJECT Job Level/ Job Descriptions (Future State) Employee A Employee B Job Standard Job Description Employee C Employee D Job Standard Job Description D 13
Standard Job Description Overview Why: Today, many of our descriptions are out of date, long, and don’t clearly show the work employees do. Definition: A standard job description represents work that is core to the job, commonly done in the role, and regularly needed within the institution. The majority of the work done by an employee will be described via their standard job description. Charge: Standardize the format and components of job descriptions, so they are consistent, clear, and concise. They do NOT include… Standard Job Descriptions include… Summary • A clear, concise statement explaining the Long lists of tasks major functions of the position • Describes the overall end-result of the work Every possible responsibility that the job produces and why it exists the job title may have • 1-2 sentences to give an overview of the job’s main purpose Tasks are identified in supplementary Responsibilities • Brief statements indicating what the major personnel materials (e.g. performance work responsibilities are and why they are management expectations, standard taken. operating procedures). • Typically 4-7 responsibilities listed 14
SJD Creation & Revision Process Standard Job Descriptions (SJD) Creation Revised Target Dates: June through December Socialization of job descriptions is anticipated to occur through the 4 th quarter of 2018 HR Representatives •Vetting of SJDs •Job Identification •Identify Unique •Draft SJDs •Review SJDs for Components •Input to JDXpert content and consistency •Provide revisions Subject Matter SJD Writing Experts & Team Stakeholders 15
TITLE AND TOTAL COMPENSATION PROJECT Pay rate data that is collected 01 through compensation surveys. Provides an overview of pay rates Market paid for specific jobs throughout 02 Analysis different regions and types of organizations. Used to place a job into a pay range centered around a compensation target such as the 50 th percentile to 03 ensure that employees are paid competitively. 16
TITLE AND TOTAL COMPENSATION PROJECT Salary Survey § Median or average compensation paid Compensation pay data to employees in one are collected from or more jobs. employers and is analyzed to develop an understanding of the amount of compensation § Reports data by paid . industry, field of work, geographic area, etc. 17
TITLE AND TOTAL COMPENSATION PROJECT Benefits Strategy Preparation and Development The Project includes an in-depth review benefits/work-life and leave structures to reshape benefits strategy. This includes: Conduct a leading practices and comparative analysis of value in the market • place via the Benefits Value Analysis with Mercer Consulting Conduct the Benefits Preferences Survey with Mercer Consulting • Develop options and conduct analysis to support recommendations • Decide on long term benefits strategy • Develop Benefits Benefits Value Benefits Preferences Options and Decide on Long Term Supporting Impact Analysis (BVA) Survey Benefits Strategy Analysis 18
TITLE AND TOTAL COMPENSATION PROJECT Upcoming Spotlight: Benefits Preference Survey About: This survey is designed to assess employee preferences regarding available benefits. The results of this survey will be used to evaluate employee benefit preferences and determine if current programs are meeting employees’ diverse needs. Purpose: To provide faculty and staff the opportunity to communicate their preferences and satisfaction with current benefits and share their desires for future benefit updates. Details: • All benefits eligible employees will have the opportunity to participate • Target survey dates are November 26, 2018 – December 14, 2018 • Results anticipated in February, 2019 • Will be administered electronically with anonymous responses Translation sessions will be available • 19
Timeline: Current Project Work TTC Project Timeline August 2018 January 2019 Subject Matter Experts Develop Standard Job Mercer to Complete Review of Standard Job Descriptions Drafts Market Analysis Descriptions Mercer Conducts Develop Benefits Finalize Drafts of Standard Employee Benefits Preferences Survey Job Descriptions Preferences Survey Mercer Continues Benefits Updated Communications Address HRS Needs and Value Analysis and Change Strategy Implications In Progress Upcoming 20
Next Steps: January Through Summer 2019 TTC Estimated Project Timeline Summer 2019 January 2019 Start Job Description Develop Options for Develop Salary Structure Training for Employee/ Future Benefits Program with Mercer Managers Develop Job Description Vetting Baseline Mapping Baseline Mapping to Training Plan for with HR and Department Standard Job Description Employee/Managers Managers Begin Employee/ Analyze Benefits Managers Review Preference Survey Results Standard Job Descriptions Upcoming 21
TITLE AND TOTAL COMPENSATION PROJECT Additional Questions? ttcstudy@ohr.wisc.edu go.wisc.edu/ttc.project 22
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