[NCASG] Process questions

[Reinemann, Adam J (CS)]

Hi Wendy,

Please see New York’s responses below.

Thanks,

Adam

Adam Reinemann
Human Resources Specialist 2 (Classification & Compensation)

Department of Civil Service
Empire State Plaza, Agency Building 1, Albany, NY 12239

(518) 474-0789 l Adam.Reinemann at cs.ny.gov<mailto:Adam.Reinemann at cs.ny.gov>
www.cs.ny.gov<http://www.cs.ny.gov/>

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: [NCASG] Process questions


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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.)

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.

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.

Agencies usually submit documents in Word or PDF to the system noted below. The system can accept multiple document types.


  1.  How do you manage the flow of documents?

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.


  1.  Do you use a specialized computer system that helps keep you organized?

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.


  1.  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
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