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<p class="MsoNormal"><span style="color:#1F497D">Hi Wendy,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Please see the answers for Louisiana, below. Let me know if I can be of any further assistance?<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="color:#1F497D"><span style="mso-list:Ignore">1)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><u><span style="color:#1F497D">Do you guys operate paperless for classification determinations? (We require a position description form and a writeup.)<o:p></o:p></span></u></p>
<p class="MsoListParagraph"><span style="color:#1F497D">Yes, we developed and implemented an electronic position description system (PDS) in 2015 to receive position description forms from agencies. I will provide a simple overview of our process:<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l1 level1 lfo5">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Agencies complete the Position Description form and submit it as a pdf file through a secure portal.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l1 level1 lfo5">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">The files come through the portal to a specific file location on our network.
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l1 level1 lfo5">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Those files are logged into the PDS by SCS staff and assigned to a consultant. Once logged in, it shows up on the dashboards for the agency as well as for the consultant.
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l1 level1 lfo5">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">The consultant provides an analysis and maintains notes in the system justifying the decision.
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.25in;text-indent:-.25in;mso-list:l1 level2 lfo5">
<![if !supportLists]><span style="font-family:"Courier New";color:#1F497D"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">If the consultant cannot make a decision due to questions for the agency, the file can be put in suspense. The consultant can put the questions/notes in the system for the agency to see.
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l1 level1 lfo5">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Once the consultant makes the decision, it moves to the supervisor’s dashboard for review/approval. (Senior consultants can skip this step.)<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l1 level1 lfo5">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Once the decision is completed, an approval sheet is auto-generated by the system and applied to the pdf.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.75in;text-indent:-.25in;mso-list:l1 level1 lfo5">
<![if !supportLists]><span style="font-family:Symbol;color:#1F497D"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">The file moves to the “completed” dashboards for us and the agency.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:.75in"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="color:#1F497D"><span style="mso-list:Ignore">2)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><u><span style="color:#1F497D">How do you manage the flow of documents?<o:p></o:p></span></u></p>
<p class="MsoListParagraph"><span style="color:#1F497D">With the dashboards. Reports can also be ran from the system as needed.<o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="color:#1F497D"><span style="mso-list:Ignore">3)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><u><span style="color:#1F497D">Do you use a specialized computer system that helps keep you organized?<o:p></o:p></span></u></p>
<p class="MsoListParagraph"><span style="color:#1F497D">Described above. The system has features that allow us to attach a classification audit report, maintain internal notes that are not viewable by the agency, and indicate special characteristics that may
necessitate a review date be established.<o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="color:#1F497D"><span style="mso-list:Ignore">4)<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><u><span style="color:#1F497D">Any other thoughts/suggestions on going paperless?<o:p></o:p></span></u></p>
<p class="MsoListParagraph"><span style="color:#1F497D">The PDS system does not replace the agency’s internal process of completing the form and obtaining the necessary signatures. Some agencies may still use paper for this and scan it to us as a pdf. Some
agencies use DocuSign or their own internal electronic system.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal" style="margin-left:3.7pt"><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#1F497D">Janelle Haynsworth, CCP
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:3.7pt"><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#1F497D">Compensation Program Manager<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:3.7pt"><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#1F497D">Louisiana State Civil Service<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:3.7pt"><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#1F497D">225.342.8266<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:3.7pt"><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#1F497D"><a href="mailto:janelle.haynsworth@la.gov"><span style="color:#1F497D">janelle.haynsworth@la.gov</span></a></span><span style="font-family:"Century Gothic",sans-serif;color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal" style="text-indent:3.7pt"><a href="http://www.civilservice.louisiana.gov/"><span style="font-family:"Century Gothic",sans-serif;color:#1F497D;text-decoration:none"><img border="0" width="38" height="36" style="width:.3958in;height:.375in" id="Picture_x0020_1" src="cid:image001.png@01D6BCE1.54345E70" alt="cid:image001.png@01D3C5B9.95C56680"></span></a><span style="font-family:"Century Gothic",sans-serif;color:#1F497D">
</span><a href="https://www.facebook.com/LAStateCivilService"><span style="font-family:"Century Gothic",sans-serif;color:#1F497D;text-decoration:none"><img border="0" width="38" height="38" style="width:.3958in;height:.3958in" id="Picture_x0020_2" src="cid:image002.png@01D6BCE1.54345E70" alt="cid:image002.png@01D3C5B9.95C56680"></span></a><span style="font-family:"Century Gothic",sans-serif;color:#1F497D"> </span><a href="https://twitter.com/LA_SCS"><span style="font-family:"Century Gothic",sans-serif;color:#1F497D;text-decoration:none"><img border="0" width="38" height="38" style="width:.3958in;height:.3958in" id="Picture_x0020_3" src="cid:image003.png@01D6BCE1.54345E70" alt="cid:image003.png@01D3C5B9.95C56680"></span></a><span style="font-family:"Century Gothic",sans-serif;color:#1F497D"> </span><a href="https://www.linkedin.com/company/27236696/"><span style="font-family:"Century Gothic",sans-serif;color:#1F497D;text-decoration:none"><img border="0" width="38" height="38" style="width:.3958in;height:.3958in" id="Picture_x0020_4" src="cid:image004.png@01D6BCE1.54345E70" alt="cid:image004.png@01D3C5B9.95C56680"></span></a><span style="font-family:"Century Gothic",sans-serif;color:#1F497D"> </span><a href="https://www.youtube.com/user/LAStateCivilService"><span style="font-family:"Century Gothic",sans-serif;color:#1F497D;text-decoration:none"><img border="0" width="38" height="38" style="width:.3958in;height:.3958in" id="Picture_x0020_5" src="cid:image005.png@01D6BCE1.54345E70" alt="cid:image005.png@01D3C5B9.95C56680"></span></a><span style="font-family:"Century Gothic",sans-serif;color:#1F497D"> </span><a href="https://www.instagram.com/lastatecivilservice/"><span style="font-family:"Century Gothic",sans-serif;color:#1F497D;text-decoration:none"><img border="0" width="38" height="38" style="width:.3958in;height:.3958in" id="Picture_x0020_6" src="cid:image006.png@01D6BCE1.54345E70" alt="cid:image006.png@01D3C5B9.95C56680"></span></a><span style="font-family:"Century Gothic",sans-serif;color:#1F497D"> <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><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 9:53 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 class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-family:"Calibri",sans-serif;color:#E00000">EXTERNAL EMAIL:</span></strong><span style="color:#E00000"> Please do not click on links or attachments unless you know the content
is safe.</span><o:p></o:p></p>
</div>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman",serif"><o:p> </o:p></span></p>
<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>
<p class="MsoNormal" style="margin-left:.5in;text-indent:-.25in;mso-list:l0 level1 lfo4">
<![if !supportLists]><span style="mso-list:Ignore">1)<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>Do you guys operate paperless for classification determinations? (We require a position description form and a writeup.)<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in;text-indent:-.25in;mso-list:l0 level1 lfo4">
<![if !supportLists]><span style="mso-list:Ignore">2)<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>How do you manage the flow of documents?<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in;text-indent:-.25in;mso-list:l0 level1 lfo4">
<![if !supportLists]><span style="mso-list:Ignore">3)<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>Do you use a specialized computer system that helps keep you organized?<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in;text-indent:-.25in;mso-list:l0 level1 lfo4">
<![if !supportLists]><span style="mso-list:Ignore">4)<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]>Any other thoughts/suggestions on going paperless?<o:p></o:p></p>
<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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