<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=utf-8">
<meta name="Generator" content="Microsoft Word 15 (filtered medium)">
<style><!--
/* Font Definitions */
@font-face
{font-family:Wingdings;
panose-1:5 0 0 0 0 0 0 0 0 0;}
@font-face
{font-family:"Cambria Math";
panose-1:2 4 5 3 5 4 6 3 2 4;}
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
@font-face
{font-family:"Segoe UI Emoji";
panose-1:2 11 5 2 4 2 4 2 2 3;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0in;
font-size:11.0pt;
font-family:"Calibri",sans-serif;}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:#0563C1;
text-decoration:underline;}
p.MsoListParagraph, li.MsoListParagraph, div.MsoListParagraph
{mso-style-priority:34;
margin-top:0in;
margin-right:0in;
margin-bottom:0in;
margin-left:.5in;
font-size:11.0pt;
font-family:"Calibri",sans-serif;}
span.EmailStyle21
{mso-style-type:personal-compose;
font-family:"Calibri",sans-serif;
color:windowtext;}
.MsoChpDefault
{mso-style-type:export-only;
font-size:10.0pt;}
@page WordSection1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.WordSection1
{page:WordSection1;}
/* List Definitions */
@list l0
{mso-list-id:74129589;
mso-list-type:hybrid;
mso-list-template-ids:-473507834 67698705 67698713 67698715 67698703 67698713 67698715 67698703 67698713 67698715;}
@list l0:level1
{mso-level-text:"%1\)";
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level2
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level3
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;}
@list l0:level4
{mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level5
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level6
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;}
@list l0:level7
{mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level8
{mso-level-number-format:alpha-lower;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;}
@list l0:level9
{mso-level-number-format:roman-lower;
mso-level-tab-stop:none;
mso-level-number-position:right;
text-indent:-9.0pt;}
@list l1
{mso-list-id:153030689;
mso-list-type:hybrid;
mso-list-template-ids:-544731966 67698693 67698691 67698693 67698689 67698691 67698693 67698689 67698691 67698693;}
@list l1:level1
{mso-level-number-format:bullet;
mso-level-text:;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l1:level2
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l1:level3
{mso-level-number-format:bullet;
mso-level-text:;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l1:level4
{mso-level-number-format:bullet;
mso-level-text:;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l1:level5
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l1:level6
{mso-level-number-format:bullet;
mso-level-text:;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l1:level7
{mso-level-number-format:bullet;
mso-level-text:;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Symbol;}
@list l1:level8
{mso-level-number-format:bullet;
mso-level-text:o;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:"Courier New";}
@list l1:level9
{mso-level-number-format:bullet;
mso-level-text:;
mso-level-tab-stop:none;
mso-level-number-position:left;
text-indent:-.25in;
font-family:Wingdings;}
@list l2
{mso-list-id:456921943;
mso-list-template-ids:1827407342;}
ol
{margin-bottom:0in;}
ul
{margin-bottom:0in;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-US" link="#0563C1" vlink="#954F72" style="word-wrap:break-word">
<div class="WordSection1">
<p class="MsoNormal">Good afternoon, Wendy. We use <a href="https://www.smartsheet.com/">
Smartsheet</a> for the classification process. Agencies click on a link to the submission template we created on our web page or through our Total Rewards SharePoint site. They can enter information in designated fields there, and upload required PDFs too.
The PDFs that are uploaded by the agencies include required, consistent documentation:
<o:p></o:p></p>
<ul style="margin-top:0in" type="square">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo4">Agency HR Director Approval Form (Word template),
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo4">Current and proposed position descriptions (exported from PeopleAdmin),<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo4">Org charts (exported from SAP), and<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo4">Their agency class/comp analyst notes (standard format used across the state)<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The system is fully customizable and alerts us when something new comes into the queue. It gets routed to our analysts based on job family assignment. We set it up so we can track and report on all sorts of information from status of the
reviews to metrics on just about everything related to the positions, job evaluation decision-making activities, turnaround times, etc.. We have an “internal notes” field that we can all see in OSHR but is not accessible by the agencies. It can be set up so
that they can receive reports/track our progress on their requests. We also have separate smartsheets set up for other processes (e.g., salary administration requests).<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Last year, Smartsheet removed the free functionality that also allowed us to communicate classification decisions to agencies directly from within the application; now we have to communicate those by email. Other than that, the tool works
well for us in managing the workflow and documentation without paper. We archive each fiscal year’s activity for future online reference.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I should mention that in early 2020, we gave agencies classification flexibility (delegation of authority) for about 95% of our job classifications.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Our state is also in the late stages of an in-depth technology review of all HR systems so platforms may change for us in the next year or two. -Joe<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Mays, Wendy A <Wendy.A.Mays@wv.gov> <br>
<b>Sent:</b> Tuesday, November 17, 2020 10:53 AM<br>
<b>To:</b> dhr_ncasg_survey_list@admws.idaho.gov<br>
<b>Subject:</b> [External] [NCASG] Process questions<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<div style="border:solid #0099CC 1.0pt;padding:2.0pt 2.0pt 2.0pt 2.0pt">
<p class="MsoNormal" style="line-height:12.0pt;background:#00CCFF"><b><span style="font-size:10.0pt;color:yellow">CAUTION:</span></b><span style="font-size:10.0pt;color:black"> External email. Do not click links or open attachments unless you verify. Send all
suspicious email as an attachment to </span><span style="color:black"><a href="mailto:report.spam@nc.gov"><span style="font-size:10.0pt;color:red">report.spam@nc.gov</span></a></span><span style="font-size:10.0pt;color:black"><o:p></o:p></span></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal">Good morning from WV!<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">Hope you guys are staying safe. We have been modifying our procedures since the pandemic. To the point where we are now operating paperless. So, I was looking for some information from you guys.<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">Do you guys operate paperless for classification determinations? (We require a position description form and a writeup.)<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">How do you manage the flow of documents?<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">Do you use a specialized computer system that helps keep you organized?<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo3">Any other thoughts/suggestions on going paperless?<o:p></o:p></li></ol>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">Thank you so much in advance!<o:p></o:p></p>
<p class="MsoNormal">Wendy Mays (former Elswick – I got married during the pandemic
<span style="font-family:"Segoe UI Emoji",sans-serif">😊</span>)<o:p></o:p></p>
<p class="MsoNormal">Assistant Director, Classification and Compensation<o:p></o:p></p>
<p class="MsoNormal">WV Division of Personnel<o:p></o:p></p>
</div>
</div>
<br>
<hr>
<font face="Arial" color="Gray" size="1"><br>
Email correspondence to and from this address may be subject to the North Carolina Public Records Law and may be disclosed to third parties by an authorized state official.<br>
</font>
</body>
</html>