[NCASG] NCASG: Decentralized Classification and Position Reviews

[Sunderland, Dori B]

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Good morning,

The State of West Virginia, Division of Personnel, Classification and
Compensation section does not have a decentralized position review process
where agencies handle their own position reviews and
allocations/reallocations, with the exception that exempt
agencies/positions are not classified by our agency. Prior to COVID-19, we
used a very paper based system. However, the State of West Virginia moved
to using Google and that has allowed us to do all of our reviews
electronically. Our staff currently consists of the Assistant Director, a
Manager (myself), three Specialists who review the Position Description
Forms, and a Human Resources Assistant that sends out the determinations.
The process:


   1. Once a Position Description Form is completed, an agency will send
   the form to our centralized Gmail inbox for processing.
   2. It is assigned to a Specialist who then uses Google Sheets to track
   in our spreadsheet and Google Docs to complete a review of the Position
   Description Form.
   3. The Specialist emails the recommendation and the Position Description
   Form to their second reviewer, who may be our Lead Specialist or the
   Manager. Using Google Docs, the second reviewer makes comments whether they
   agree or disagree.
   4. The second reviewer then emails it to the Assistant Director who
   makes the final determination. Once a determination is made, it is sent to
   the Human Resources Assistant to send the determination via email to the
   appropriate agency. All is saved on our Google Drive for historical
   purposes.


We would love it if you could share your results as we are always trying to
find a more effective way to do our jobs!

Thanks,

*Dori B. Sunderland, M.S.*

Human Resources Manager

Classification and Compensation

WV Division of Personnel

*Phone*: 304.414.0854
*Address*: WV State Capitol Complex, Building 3, Suite 500

1900 Kanawha Boulevard East

Charleston, WV 25305

*Website*: https://protect-us.mimecast.com/s/fj9hCZ6nG0UXZqKJFzMcsv?domain=personnel.wv.gov <https://protect-us.mimecast.com/s/ZUJGC1wNp4uLyAJVIGuutU?domain=personnel.wv.gov>


On Thu, Mar 9, 2023 at 5:13 PM Reynolds, Kim <Kim.Reynolds at oa.mo.gov> wrote:

> * CAUTION: This email originated outside the State of Idaho network.
> Verify links and attachments BEFORE you click or open, even if you
> recognize and/or trust the sender. Contact your agency service desk with
> any concerns. *
> ------------------------------
>
> NCASG Colleagues –
>
>
>
> Good afternoon. The State of Missouri is exploring what other states have
> in place regarding the process for position reviews. Currently, our state
> has around 25,000 positions that fall under our Uniform Classification and
> Pay System. Our centralized Classification and Compensation Team of four
> consultants reviews all position reviews that come through to determine if
> reallocation needs to occur. It is a very manual process of team member
> routing documents to supervisor to appointing authority to agency HR to our
> team. Several years back, we had established what we called “delegated
> authority” where departments could handle their own position reviews for
> certain classifications.
>
>
>
> We are looking to see if there are more efficient ways for us to handle
> some of these processes. Could your state tell us – Does your state have a
> decentralized position review process where agencies handle their own
> position reviews and allocations/reallocations?
>
> ·        If yes, we will likely want to connect with you to learn more!
>
> ·        If no, could you share with us how your state routes your
> position reviews? Is it an electronic form, through a software tool, etc.?
> As mentioned, we do not have an efficient process in place for this.
>
>
>
> Anything you are able to share is greatly appreciated.
>
>
>
> Thanks,
>
>
>
>
>
> *Kim Reynolds*
>
> Manager of Classification & Compensation
>
> State of Missouri | Office of Administration | Division of Personnel
>
> (573) 751-1665 | kim.reynolds at oa.mo.gov
>
> How did we do? https://protect-us.mimecast.com/s/G3GIC2kNqWU0q25MiBmnds?domain=oacares.mo.gov
>
>
>
>
>
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