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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">Hi Wendy,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">Please see New York’s responses below.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">Thanks,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">Adam
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:16.0pt;font-family:"Arial",sans-serif;color:black">Adam Reinemann</span></b><b><span style="font-size:16.0pt;color:black"><o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">Human Resources Specialist 2 (Classification & Compensation)<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#3174C5"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#458993">Department of Civil Service</span></b><b><span style="font-size:12.0pt;color:#458993"><o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">Empire State Plaza, Agency Building 1, Albany, NY 12239</span><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">(518) 474-0789 l
<a href="mailto:Adam.Reinemann@cs.ny.gov"><span style="color:blue">Adam.Reinemann@cs.ny.gov</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><a href="http://www.cs.ny.gov/"><span style="color:blue">www.cs.ny.gov</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
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<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> [NCASG] Process questions<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p align="center" style="text-align:center;line-height:105%"><i><span style="font-size:10.0pt;line-height:105%;color:yellow">ATTENTION: This email came from an external source. Do not open attachments or click on links from unknown senders or unexpected emails.</span></i><o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<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></ol>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">We essentially have three types of transactions that require some form of paperless documentation. Non-decentralized transactions (ones
that come to us for review, typically problematic job classes) require a justification letter, duties description, and organization chart. For requests that are decentralized to agencies, we require either the above documents and an attestation, or a duties
description with attestation if the title is coded as “duties only” in our system. Duties only titles are coded as such if we determine that the criteria for classifying is well understood by agencies with minimal issues, and/or if reviewing would not be worth
staff resources (lower-level clerical jobs). Agencies upload these documents to a system (see below). Classification & Compensation conducts audits on a sampling of decentralized transactions each month.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">The attestation is one sentence and requires that agencies attest to the fact that the requested position compares favorably to the classification
criteria and the duties of other properly classified positions in the State service. We have a training program where we certify agency HR generalists to review and submit decentralized transactions on behalf of their employing agencies.
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">Agencies usually submit documents in Word or PDF to the system noted below. The system can accept multiple document types.
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="2" type="1">
<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></ol>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">For the majority of our business processes, we use an electronic system (see below). We also maintain Excel tracking logs for tasks not
tracked in the system. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="3" type="1">
<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></ol>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black">New York uses a heavily modified PeopleSoft system for the majority of its classification transactions (New York State Electronic Personnel
System (NYSTEP)). This system primarily handles appointment and classification transactions. An agency submits classification transactions via the system with the required documentation, and the assigned classification analyst for the agency automatically
receives the transaction to review. We issue a determination through the system, and email the agency HR contact the determination as well. If the request requires Division of the Budget (DOB) approval, the request is automatically routed to DOB after approval
in the system by the classification analyst. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:black"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="4" type="1">
<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>
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