[NCASG] [External] Re: NCASG: Decentralized Classification and Position Reviews

Wed Mar 15 08:03:22 MDT 2023

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Good morning,

We have ten pay bands to which state classes are assigned. Non-higher education state agencies have delegated authority to classify and reclassify positions within pay bands 1-6. Classification and reclassification of positions to pay bands 7-10 must be approved by the Division of State Human Resources (DSHR). Our office reviews a sample of delegated actions for each agency every one to two years.

Agency HR staff send these requests to their assigned consultant in our office as attachments to emails. Currently consultants print, review, sign, and scan approved actions back to agencies as email attachments. The approved documents are then uploaded into OnBase for electronic storage. We hope to move to a paperless process with electronic signature approval by consultants in the near future.

Institutions of higher education have delegated authority to classify and reclassify all positions, regardless of pay band.

Please reach out if you have additional questions, Kim.

Thank you,

Cheryl Hinson, SPHR, SHRM-SCP
Classification & Compensation Manager, Division of State Human Resources

The South Carolina
Department of Administration
8301 Parklane Road, Suite 220A, Columbia, SC 29223
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From: Sunderland, Dori B <dori.b.sunderland at wv.gov>
Sent: Tuesday, March 14, 2023 9:07 AM
To: Reynolds, Kim <Kim.Reynolds at oa.mo.gov>
Cc: Roehl, Terrence <Terrence.Roehl at oa.mo.gov>; NCASG Surveys (dhr_ncasg_survey_list at admws.idaho.gov) <dhr_ncasg_survey_list at admws.idaho.gov>
Subject: [External] Re: [NCASG] NCASG: Decentralized Classification and Position Reviews

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.

________________________________
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

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

[cid:image002.png at 01D95725.24AF8770][cid:image003.png at 01D95725.24AF8770][cid:image004.png at 01D95725.24AF8770]
Kim Reynolds
Manager of Classification & Compensation
State of Missouri | Office of Administration | Division of Personnel
(573) 751-1665 | kim.reynolds at oa.mo.gov<mailto:kim.reynolds at oa.mo.gov>
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