[NCASG] [EXT] Re: [External] Process questions

[Cordova, Max I, SPO]

Go ahead and format those columns as “Short Date”
[cid:image001.jpg at 01D6BCD1.C4B129E0]

From: Marro, Joe <joe.marro at nc.gov<mailto:joe.marro at nc.gov>>
Sent: Tuesday, November 17, 2020 11:02 AM
To: Mays, Wendy A <Wendy.A.Mays at wv.gov>
Cc: dhr_ncasg_survey_list at admws.idaho.gov
Subject: [EXT] Re: [NCASG] [External] Process questions

Good afternoon, Wendy. We use Smartsheet<https://www.smartsheet.com/> 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:

  *   Agency HR Director Approval Form (Word template),
  *   Current and proposed position descriptions (exported from PeopleAdmin),
  *   Org charts (exported from SAP), and
  *   Their agency class/comp analyst notes (standard format used across the state)

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).

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.

I should mention that in early 2020, we gave agencies classification flexibility (delegation of authority) for about 95% of our job classifications.

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

From: Mays, Wendy A <Wendy.A.Mays at wv.gov>
Sent: Tuesday, November 17, 2020 10:53 AM
To: dhr_ncasg_survey_list at admws.idaho.gov
Subject: [External] [NCASG] Process questions

CAUTION: External email. Do not click links or open attachments unless you verify. Send all suspicious email as an attachment to report.spam at nc.gov<mailto:report.spam at nc.gov>

Good morning from WV!

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.


  1.  Do you guys operate paperless for classification determinations?  (We require a position description form and a writeup.)
  2.  How do you manage the flow of documents?
  3.  Do you use a specialized computer system that helps keep you organized?
  4.  Any other thoughts/suggestions on going paperless?

Thank you so much in advance!
Wendy Mays (former Elswick – I got married during the pandemic 😊)
Assistant Director, Classification and Compensation
WV Division of Personnel

________________________________

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.
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