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Point Rating Evaluation Plan

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Job Evaluation

What is Job Evaluation?

A systematic process of determining the value of jobs in relation to other jobs within the organization.

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Job Evaluation

Job Evaluation Principles

focus on the work done not on the individual doing the work

concerned with what is done, how it’s done and why - not with how well

job worth is measured using factors

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Job Evaluation

Objectives of Job Evaluation

to establish a hierarchy of jobs or groups of jobs in the organization

to provide a consistent approach to the way jobs are evaluated

to recognize that similarities and differences among jobs is an important aspect

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Job Evaluation

Factors

Factors are the yardsticks by which job size or job worth is measured.

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Job Evaluation

Factors

measure the variables/differences in jobs

identify what the organization values

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Job Evaluation PlanFactors

Knowledge Creativity Responsibility

Complexity & Diversity

Professional/Content Knowledge

Human Relations Skills

Input Throughput Output

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Job Evaluation PlanFactors

KnowledgeProfessional/Content Knowledge

knowledge about practical procedures, specialized techniques, professional and scientific disciplines

measures both depth and breadth (i.e. specialist and generalist jobs)

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Job Evaluation PlanFactors

KnowledgeComplexity and Diversity

analytical/conceptual skills needed for planning, organizing, directing and staffing…

may be exercised consultatively or directly

skills to harness resources, reconcile conflict, bring units/interests together

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Job Evaluation PlanFactors

KnowledgeHuman Relations Skills

skills needed for direct interaction on a person-to-person basis with peers, subordinates, teams, clients, the public or those with higher authority within or outside the organization in order to produce end results

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Job Evaluation PlanFactors

Creativity measure of original thinking

use of knowledge factors in environment ranging from highly controlled to unstructured

thinking environment and thinking challenge

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Job Evaluation PlanFactors

Responsibility

degree that the job directly impacts the end results

and

importance of the end results to organization

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Job Evaluation PlanOverview

Job Evaluation Guide Charts

present the factors, dimensions and point values used to evaluate jobs

define what the organization values and describe a continuum of the levels

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Job Evaluation PlanOverview

Job Evaluation Guide Charts

evaluation to Guide Charts is one step in the evaluation process

factor rating selected should represent what the job is responsible for “for the most part”

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Job Evaluation PlanOverview

Benchmarks

examples of jobs that are representative of work

show levels of work both for individual job evaluation factors and for total evaluation

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Job Evaluation PlanOverview

Benchmarks

reference point against which other jobs are measured to ensure cross government equity and consistency

integral part of job evaluation process

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Job Evaluation PlanOverview

Current Plan New Plan

Class Specs

•Kind of Work

•Level of Work

Whole Job Comparison

Guide Charts

•Factor Definitions

•Factor Degrees and Points

Factor to Factor Comparison

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Job Evaluation PlanEvaluation Process

Job information is documented on the new job description form.

Job information is reviewed and clarified, as required.

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Job Evaluation PlanEvaluation Process

Jobs are evaluated using the Guide Charts.– each factor is rated and scored.

– total points calculated.

The job is compared to benchmark jobs with similar points to verify the rating.

The job is allocated within the plan.

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Job Descriptions and Profiles

Job Descriptions

Provide written statement identifying key information about a position within an organization

Job ProfilesProvide a description of a “role” vs. an individual job

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Job Descriptions

Uses job evaluation

recruitment

performance assessment

human resource planning

training and development

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Job Descriptions

Basic Principles

job information relates to the job not the incumbent

keep it in plain language, simple and factual

no relationship between length of description and size of job

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Job Descriptions

PREP Job Description FormatMoving away from “task” oriented descriptions to “results” oriented.

Example:

Task = I sweep the floor.

Results = A clean floor.

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Job Description

Job Evaluation

Responsibilities and Activities

ResponsibilityCreativity

ScopeComplexity and Diversity

Knowledge, Skills and Abilities

Professional KnowledgeComplexity and DiversityHuman Relations Skills

INPUT THROUGHPUT OUTPUT

Knowledge Creativity Responsibility

Professional Knowledge

Complexity and Diversity

Human Relations Skills

Job Descriptions

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Job Descriptions

Job Description Format

Purpose - summary of:

main job responsibilities

framework in which these are carried out

key contribution to the organization i.e. why this job exists.

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Job Descriptions

Sample Purpose Statement

Position is on the personal staff of the Executive and has primary responsibility for providing leadership and coordination for the day-to-day operation of the Executive’s Office. Senior executive administrative support is provided by: coordinating complex departmental and/or divisional administrative projects; providing general support to the Executive in all administrative matters including: supervising other administrative support staff; coordinating all department and/or divisional assignments and requests; reviewing and assessing correspondence directed to the Executive; resolving issues regarding the personal schedule of the Executive; and briefing the Executive on administrative issues that may impact the Ministry.

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Job Descriptions

Responsibilities and Activities

start with a shopping list of all activities/tasks involved in doing the work

group common activities into responsibility areas (typically you will have between 4 -8)

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Job Descriptions

Responsibilities and Activities

describe each of the responsibility areas in one sentence including:

What Within Outcomes

Activity Context End Results

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Job Descriptions

Responsibilities and Activities

Describe three major activities associated with each area of responsibility

Not every task performed is included

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Job Descriptions

Responsibilities and Activities – example

1.       Provides leadership and coordination of the administrative functions of the Executive’s office:

• Supervises administrative staff assigned to the Executive’s office including: recruiting, training and supervising staff; establishing service standards for work performed; and preparing performance assessments and learning plans.

• Identifies administrative issues with potential to impact the operation of the Executive’s Office; recommends solutions and courses of action to deal with issues e.g. developing a template for formatting memos for the Executive’s correspondence.

• Participates in budget related activities for the Executive’s Office including: budget preparation; forecasting expenses; tracking expenditures; preparing variance reports; and serving as expenditure officer.

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Job DescriptionsActivities - cont’d

2. Resolves issues regarding the personal schedule of the Executive.

• Uses judgement and knowledge f division and or departmental issues, priorities and relationships, to respond to requests for meetings with the Executive. Books appointments or refers requests for meetings to senior department and/or division staff.

• Schedules and organizes meetings involving GoA executives, senior department, government and private sector stakeholders.

• Collects and prioritizes discussion items for meetings, prepares agendas and minutes, prepares briefs, and follows up on action items as required.

• Meets with Executive to organize initiatives and discuss priorities and targets.

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Activities - cont’d   3. Ensures effective communication flow to and from the Executive’s Office.

• Responds to inquiries from Minister and/or deputy Minister’s Offices.

• Communicates extensively with offices of key stakeholders to request and distribute information, schedule meetings, and anticipate stakeholder inquiries to determine appropriate response strategies.

• Independently researches and provides background material from a variety of sources to the Executive in advance of meetings.

• Drafts and/or prepares correspondence on behalf of the Executive including proof reading for accuracy.

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Job Descriptions

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Job Descriptions

Scope

influence/impact of the job has on external/internal groups/areas

diversity and complexity of the job.

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Job Descriptions

Scope is described by:

variety and size of projects

variety and size of programs/functions and services

stakeholders and/or client groups

geographical spread

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Job Descriptions

Knowledge, Skills and Abilities

all knowledge, skills and abilities required to be fully functioning in the job.

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Job Descriptions

Knowledge, Skills and AbilitiesIt includes: formal knowledge i.e. academic, e.g. accounting

principles/practices, scientific theories.

informal i.e. experience/training, e.g. specialized techniques, analytical skills.

knowledge and skills required to interact with others e.g. mediation skills, negotiation skills.

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Job Descriptions

Knowledge - example Excellent knowledge of political sensitivities and the diverse

interests of stakeholders. Working knowledge of office software databases (Outlook, Excel,

Word). Considerable working knowledge of the electronic communication

requests system (ARTS) as well as legislation governing (FOIP), IMAGIS (people soft based financial and human resource information system), and Exclaim (expense claim system) is essential.

Excellent supervisory, communication and organization skills are required in order to lead, develop and evaluate staff..

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Job DescriptionWriting

For more information visit:

http://www.chr.alberta.ca/class/forms/write-job-description/index.html