Evaluating and Comparing jobs using HR TMS Jobs

Webinar Slides – October 2011Mitch Stephens

Product Architect

Agenda

• Quick overview of HR TMS Jobs

• Job Evaluations

• Job Families

• Related Jobs

• Other Jobs Features (time permitting)

• Question and Answer

Part IQuick overview of HR

TMS Jobs

HR TMS Jobs - Business Challenge

To keep Job Descriptions relevant and accurate

Meet legal requirements (ADA, FLSA, Joint Commision)

Reduce the burden on the HR groupCollaborate effectively with managers who

supervise the positionsHave a secure, structured and auditable

processAutomate the Job Evaluations

HR TMS Jobs Summary of Features

Web-based Job Description

Management system

• Fully customizable form builder

• Powerful widgets to handle all data structures

• Relational database• Template-driven• Attachments (for

compliance)• Archiving • Export to Word, PDF,

HTML• Custom Export Layouts• Role-based access

Collaboration between HR and

Managers

• Delegate revisions to Managers/Committees

• Leverage the expertise of all parties

• Powerful tools to review changes

• Compare before and after

Reference Libraries

• Default job descriptions and competencies for over 1000 jobs

• Central repository of key information

• Standardized values across job descriptions

• Cascade updates

Job Evaluations

• Evaluate jobs• Compare jobs• Side-by-Side View• Job Families• Related Jobs

Integration with other systems • Organization structure from

HRIS System• Export to Recruiting,

Compensation• Access by all stakeholders

• Managers• Employees • Legal• Recruiting • HR• Compliance• Compensation• Performance Management

HR TMSJobs

Compensation and market

pricing system

Performance Management

Recruiting System

Managers and Employees

Legal and Compliance

HRIS System

Components of a TMS Job Description

•Attachments to the Job Description

•Original documents

•Job Evaluations•Market Pricing •Comparable Jobs•Compensation Planning

•Measurable elements•Used for Performance Evaluations

•Compliance checklists

•Elements of the job description•Bullet Lists •Descriptions•Working Conditions

Core elements CompetenciesCompliance

Documentation (FLSA, ADA)Job Evaluations, Market Data

and Job Families

HR TMS Jobs – Admin View

Main Administrator View of Jobs.

Search, Edit, Add, Delete, Assign Employees

HR TMS Jobs – Edit Job

Customizable Form builder to reflect your organization’s Job

Description Layout

Sample screen shots of HR TMS Jobs

Compare jobs using the color-coded compare tool

Part IIEvaluating Jobs

Job Evaluations

• DefinitionThe process of systematically determining a

relative internal value of a job in an organization.

In all cases the idea is to evaluate the job, not the person doing it.

Types of Job Evaluations• Job Ranking

• Simple Ranking based on importance to organization• Fast and inexpensive.. Not suitable for larger companies

• Job Component Method• Ranking based on statistical analysis of the behavioral demands • Data usually pulled from questionnaires

• Classification Method• Based on title and description, compared to Benchmark jobs• Used in large hierarchical organizations such as the civil service

and local government

Types of Job Evaluations (2)• Factor-comparison method

• Jobs are compared with each other in terms of compensable job factors, such as skill, effort, decision making, working conditions, and responsibility for people, finance, or equipment.

• Total scores determine pay grades, usually by comparing to benchmark jobs

• Point Factor Analysis • Jobs are scored on a number of different features

• e.g., Skills, effort, level of responsibility, working conditions, etc.). • This is a refinement of the Factor Comparison Method• Hay Point system is a combination of Point and Factor

Hay Job EvaluationMost recognizable “Factor Comparison”

methodologyEvaluation Factors

AccountabilityMeasures the type and level of value a job can add

Know-HowMeasures every capability or skill for the job

Problem SolvingThe utilization of Know-how to get the job done.

Optional: Working Conditions

Hay Group offers proprietary “Hay Guide Charts” These are often customized and calibrated by client.

Hay Points – Job Size and ShapeStarting point for most jobsJob Size

Determined by total point valuesReflects the relative value to the company

Job ShapeDetermined by the relative proportions of

Accountability, Know-How and Problem SolvingReflects the level and type of workFor example:

Entry level focus on Know-HowHigher level positions shift more to Problem solving

(leveraging Know-How)

Hay Points – Proportions of Factors

PS

KH

AC

Division Manager PS

KH

AC

Admin Assistant

Note the size of the job reflects the relative

importance to the company

Applying the Hay Method

An evaluation of a Research Scientist may be as follows:

•460Know how

•230Problem Solving

•132Accountability

•822Full points

What is the Weighting of factors?No universal

weightingGenerally the same

for similar types of jobs, regardless of the total number of points

The ratios would differ for different types of jobs

•Scientist 55%•Trade – 65%•Clerical – 70%•Managerial – 47%

Know how

•Scientist 27%•Trade – 15%•Clerical – 15%•Managerial – 21%

Problem Solving

•Scientist - 18%•Trade – 20%•Clerical – 15%•Managerial – 32%

Accountability

How are evaluations Linked to pay?Evaluations result in full point values

These are related to pay through specific points, pay grades, broad bands and work levels

The point system allows you to relate all jobs using a consistent approach

Ranges can be developed that compare points

Increasing points

Incr

ease

d pa

y

Max

Mid

Min

Custom Job Evaluations• Most companies develop their own blend of Job

Evaluation methodology• Borrow ideas from Hay Guides• Adapt to the unique conditions in their organization

• May have different number of factors for different classes of jobs or locales• For example, Canadian jobs require working conditions

in response to equal pay legislation• End result is the equivalent: establishing a point-

value for jobs in the company• Excel is widely used as the evaluation tool

So how does HR TMS Jobs help Evaluations?• TMS Jobs allows you to:

• Capture every factor used in the evaluation• For example:

• Accountabilities • Education and Know-How• Financial Impact • Working Conditions

• Integrate your Excel Worksheet as the calculation engine• Pull data automatically from the job description to the

Evaluation worksheet• Calculate the pay grade in the Evaluation sheet• Post data back to the Job Description from the sheet• All data is stored securely in one place

Lets see a walk-through!

Sample Job Evaluation Excel Workbook • Jobs are classified as B,

C, or D.• The classification is based

on the number of accountabilities for a given classifications

• The “% in Classification” is automatically calculated.

• Each measure has a range of values

• Grade level is determined using VLookup tables

HR TMS Form Engine background• Use Master Template to define form layout• Form is divided into Tab Pages

• Tab pages consist of building blocks• E.g., Textboxes, bullet lists, etc.

Summary• Title• Description• Reports to• FLSA • Department• Position Code

Accountabilities• Manage 30%• Customer

Service 20%• Employee

Development 50%

Job Evaluation• Type : [B]• Score 1 [80]• Score 2 [240]

• Total [320]

Master Template Editor

Bullet list of accountabilities with column for Level (“B”,

“C”, “D”)

Edit and Evaluate the Job description

• The next series of slides will show how we select the job description, edit values, and then do the evaluation using the spreadsheet

Select the job, double click to Edit

Job Description Form is displayed

Switch to the Accountabilities Tab

Enter the Job Accountabilities

Each accountability has the classification

Enter the Job Accountabilities

The Evaluation worksheet appears in the Job Description

as a custom field.

In this case, the sheet is designed to support 3 types of

jobs with different scales of grades

Accountabilities are rolled in the eval tab

The Accountabilities are taken from the previous tab and

inserted into the worksheet

The sheet totals the values

Score factors in the job evaluation tab

Each factor has its own list of allowable values.

The total score is updated automatically.

Score factors in the job evaluation tab

Grade Level is determined based on overall score and

class of job.

Summary of Job Evaluations

• What we saw was an implementation of a custom point-based evaluation system

• You can adapt your own Excel-based evaluation into the Jobs Form builder

• We have integrated the core job description data with the job evaluation calculation

• This is an open architecture that supports a wide spectrum of use-cases

Part III Job Families

What is a Job Family? Job families are groupings of jobs related

by common vocations or professions.

Jobs in a job family are similar in that they:Require similar knowledge, skills and abilities;

Have a continuum of knowledge, skills and abilities that represent a career path from the lowest to the highest level job;

Have similar, market-competitive pay characteristics.

TMS Job Family Functionality Job Families are defined using an Admin page

Two level structure:Family Name -> Sub Function

Jobs can be assigned to a Family/Sub Function

Benefits?Can be an effective tool for recruiting and

succession planning Basis for Employee Development and career matrix

Compensation analysisReview and validate pay grades

Side-by-side viewerSearch by Job Family

Job Family Management

Quick Search by Job Families

Search by Job Families in the Admin Page

This pane shows the other jobs in the job family

We can view them side-by-side

View jobs side-by-side in the same family

Side by side is sorted by salary grade (or customizable

sort)

Export Side-by-Side to Excel

Download the side-by-side to Excel

Excel View of Side-by-Side

The content of the side-by-side view is fully customizable.

You can pull any or all of the data from the Job Description and Job Evaluation

Advanced Searching

TMS Jobs supports an advanced Filter screen

You can choose multiple values for a given search element, E.g., 2 job families

You can combine search elementsE.g., Job Family and Salary Grade

Advanced Filter using Job Family

Select multiple families to search for

Now Select Salary Grade

Select multiple salary grades

Filter by Family and Salary Grade Results

Filter by Family and Salary Grade Results

Filter results includemultiple families and salary

grades.

Ad-Hoc Side by Side View

What is this?You can view any combination of jobs side by side

Benefit:Compare jobs from different familiesSalary Grade analysis across the organization

Ad-Hoc Side-by-Side Viewing

Highlight the jobs you want to include

Select the Side-By-Side menu option

Ad-Hoc Side-by-Side Viewing

Ad-Hoc Side-by-Side Viewing

This features allows you to line up similar graded jobs and

compare them

Part IV – Relating Jobs

What Are Related Jobs? A feature that allows you to define relationships

between any two jobs The Relationship type indicates how the jobs are

related The Level indicates if there is a relative level

difference

Higher level

Same Family Selected Job

Lower Level Lower Level

Peer JobSame job, different location

Benefits of Related Jobs

Allows you to define your own job hierarchy Evaluate jobs using ‘Simple Ranking’

Useful information in a Job Description This is printed as a table in the Job Description Indicates other jobs that may be in the career path

for an employee

Used in multi-location companies E.g.,

Plant A Electrician is related to Plant B Electrician Multi-national companies can identify similar positions

in other locales

Related Jobs Tab

Add Related Job

Set Relationship Details

Can view Side-by-Side like Families

Summary and Wrap up

What we have covered in this sessionHR TMS Jobs is an effective tool for Job Evaluations

Embed your own Excel worksheet into the formIntegrate data from the Job Description in the Job EvaluationInclude the Evaluation as part of the job description

For career planning and matrix developmentJob Families allow you to group jobs logicallyAd-hoc viewing lets you compare any selection of jobsRelated Jobs lets you build your own hierarchy and relationship matrix

Background on HR TMS

NC based company, privately held, Focus on Talent Management Software

HR TMS JobsJob Description Management

HR TMS PerformancePerformance Reviews

HR TMS CompensationCompensation using Excel Technology

We offer a Hosted, Saas-based solutions

Some of our Clients

Questions?

Please enter your questions in the GotoWebinar chat window

For More Information

• Mitch Stephens• mitch@hrtms.com• 919-741-5099

• Bill Rost • brost@hrtms.com• 763-249-8050

• Web Site:• www.hrtms.com