[NCASG] Process questions

Tue Nov 17 12:00:45 MST 2020

Hi Wendy,

Please see the answers for Louisiana, below. Let me know if I can be of any further assistance?

1)      Do you guys operate paperless for classification determinations?  (We require a position description form and a writeup.)

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:

·       Agencies complete the Position Description form and submit it as a pdf file through a secure portal.

·       The files come through the portal to a specific file location on our network.

·       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.

·       The consultant provides an analysis and maintains notes in the system justifying the decision.

o   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.

·       Once the consultant makes the decision, it moves to the supervisor’s dashboard for review/approval. (Senior consultants can skip this step.)

·       Once the decision is completed, an approval sheet is auto-generated by the system and applied to the pdf.

·       The file moves to the “completed” dashboards for us and the agency.

2)      How do you manage the flow of documents?

With the dashboards. Reports can also be ran from the system as needed.

3)      Do you use a specialized computer system that helps keep you organized?

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.

4)      Any other thoughts/suggestions on going paperless?

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.

Janelle Haynsworth, CCP
Compensation Program Manager
Louisiana State Civil Service
225.342.8266
janelle.haynsworth at la.gov<mailto:janelle.haynsworth at la.gov>

[cid:image001.png at 01D3C5B9.95C56680]<http://www.civilservice.louisiana.gov/>  [cid:image002.png at 01D3C5B9.95C56680] <https://www.facebook.com/LAStateCivilService>   [cid:image003.png at 01D3C5B9.95C56680] <https://twitter.com/LA_SCS>   [cid:image004.png at 01D3C5B9.95C56680] <https://www.linkedin.com/company/27236696/>   [cid:image005.png at 01D3C5B9.95C56680] <https://www.youtube.com/user/LAStateCivilService>   [cid:image006.png at 01D3C5B9.95C56680] <https://www.instagram.com/lastatecivilservice/>

From: Mays, Wendy A <Wendy.A.Mays at wv.gov>
Sent: Tuesday, November 17, 2020 9:53 AM
To: dhr_ncasg_survey_list at admws.idaho.gov
Subject: [NCASG] Process questions

EXTERNAL EMAIL: Please do not click on links or attachments unless you know the content is safe.

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
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