Employee Orientation Annual Classification Survey

Transcription

1 Employee Orientation Annual Classification Survey

2 General Information about the Online Position Description Questionnaire (PDQ) You will complete the PDQ online by accessing the Personnel Board of Jefferson County s web-site at or directly at When you have completed your questionnaire, your supervisor will confirm and comment on your completed PDQ online. You will be able to view the responses your supervisor provides. You will be able to complete the PDQ in more than one session, if needed. You will be able to print your PDQ once it is completed. You may complete your PDQ using any computer that has an Internet connection. Computers will also be available to you at the Personnel Board if you do not otherwise have access to a computer or need assistance completing your PDQ. Simply call and schedule a convenient time. We have provided a checklist of items you should collect in advance and have readily available when completing the online PDQ. Determinations regarding your classification will be communicated to you through the PBJC Interactive Voice Response (IVR) System which may be accessed by calling , option 6. Please refer to the timeline for the dates this information is scheduled to be available to callers. Contact Us For questions about the Survey process information: Classification and Compensation Andre Dickerson Charles Williams Kim Kinder For technical issues with the Position Description Questionnaire: PBJC Help Desk For classification determinations: Interactive Voice Response , option 6 2

3 Estimated Survey Time Line During the month of July During the month of August September through October November through January February through mid March Mid March through mid April Late May Late May through June Mid June June 30 PDQs completed by Employees PDQs reviewed by Supervisors and Dept Heads PDQs reviewed, audits identified and scheduled by Classification & Compensation (C&C) Audits conducted by C&C Follow up with Dept Heads and Appointing Auth Determination notification via IVR Online Appeals Public Hearing Post-appeal determination notification via IVR Final Lists sent to Appointing Authorities Survey adoption Employee Check List NOTE: Once you have completed and submitted your PDQ, you will not be able to go back and change your answers. Therefore, we have prepared a checklist of items you will need to assist you with completing the online PDQ. There will be required data fields for you to complete. If not completed, the system will not allow you to move forward until you have provided the required data field information. ITEMS FOR PREPARATION Employee ID# (if not known, call , option 4) Birth Date Supervisor s Name Department Head s Name Work Street Address City/State/Zip Department Name Additional job duties, knowledge, skills and abilities. Type of equipment and/or tools you use in your position. Licenses, certifications, and/or registrations required for your position. The official title and number of each employee you supervise. Budget amount for which your position is directly responsible. Amount of annual revenue generated by this position. CHECK 3

4 Beginning the Survey PDQ Access the PDQ by logging onto the PBJC Website and selecting the Classification Survey link. Go to the PBJC website: Select Classification Survey on the left side navigation bar. Click Survey Login to access the login screen. 4

5 The following screen will be displayed: To Login: Enter your Employee ID# in the User Name field. Press Tab. (To obtain your Employee ID # call , option 4 or contact your Payroll Coordinator). Enter your Birth Date in the Password field (for example, if your birth date is January 1, 1956, you will enter ). Click the Login Button. 5

6 The following screen will be displayed. Here you will begin the Survey PDQ Actions: To begin PDQ Actions: Select Begin New Action under Position Descriptions on the left side of the screen. 6

7 The following screen will be displayed: To start PDQ Actions: Click on the Start Action Link beneath the Job Title tab. 7

8 The following screen displays the tabs (screens) to be completed for Survey PDQ: To continue completing the Survey PDQ: Enter required data in each field. Click the Save button often while completing the fields on each screen. Click the Save button again prior to clicking the Continue to Next Page button. Continue to follow the steps listed above until the Survey PDQ is completed. 8

9 Frequently Asked Annual Classification Survey Q & A s What is the Annual Classification Survey? The Enabling Act of the State of Alabama mandates that all positions in the Merit System be reviewed at least once every five years to validate classifications. The purpose of the survey is to validate classifications and identify employees who are performing duties that are significantly different from their classification. When does the Annual Classification Survey Begin? The Survey begins July 1 st. Which classifications will be reviewed each year? Classifications are reviewed by job category. For example, all classifications within the Accounting and Fiscal Control job category may be reviewed during a given Survey year. You may refer to the website, Survey, for a schedule of jobs to be reviewed each year through How will I be informed when my position is to be reviewed? Your department head will be notified and he or she will notify you. There will also be periodic articles in the Merit Matters Newsletter and all information is available on our website, > Classification Survey. How will you collect information about my position? You will be asked to complete an online Position Description Questionnaire (PDQ), through the website, The PDQ will contain the classification statements that the PBJC has on file for your position. You will be asked whether you agree or disagree with the statements. If you disagree, you will have an opportunity to add any duties or make any comments you feel are appropriate. Once you have completed your PDQ, your supervisor and department head will have the opportunity to review and comment on your PDQ. How do I sign on to complete the PDQ? Go to the website, and select Classification Survey > Survey Login from the left side navigation bar. You will then enter your Employee I.D. and birth date for your sign on information. What if I do not know my sign on information? If you do not know your employee I.D., call , option 4. What if my supervisor is not in the drop down menu? You will need to select No User and continue completing the information, but will have to save the information until your supervisor creates an account. Once your supervisor creates an account, you will need to submit for their review. What if my title is incorrect? You will need to call, and ask for your classification to be updated so the job duties will be populated with the correct description. Once you contact PBJC, you should wait approximately 2 days and sign back in to see the correct information. 9

10 Can I see the comments my supervisor makes about my PDQ? Yes. What if I am not familiar with computers or do not have access to a computer? There are computers at the Personnel Board that you can use. If you are not comfortable using computers, you can refer to the instructions provided, attend one of the training sessions or someone from the Board will be happy to assist you. Will my position be audited? Not all positions will be audited. The PDQ s will be reviewed and, based on the responses; some will be selected for audit. How will I be notified as to whether there is a recommended change to my classification? All notifications will be through the Board s Interactive Voice Response (IVR) System. To access the system, call , option 6. You will be prompted to enter your employee number and date of birth. The message will tell you whether your position has been recommended for reclassification. What happens if my position is reclassified? Refer to Section 7.7 of the Rules and Regulations, revised April, These can be viewed at the PBJC website, > Rules and Regulations. What if I do not agree with the recommendations concerning my position? If you do not agree with the recommendation, you will have an opportunity to appeal using the online Appeal Form that will be available to you on the PBJC website. This information will be reviewed and a final determination made by the Board. Will I have an opportunity for a verbal appeal? No. All appeals are submitted using the online Appeal Form. However, there will be a Public Hearing at the end of the process where you may address the Board, if you wish. The date will be posted on the PBJC website under Public Notices. Can I appeal the grade or pay assigned to my job? No. Only your classification is subject to appeal. What if I do not complete a PDQ? If you do not complete a Position Description Questionnaire, it will be assumed that you feel you are properly classified. You will have no right of appeal. However, whether you complete a PDQ or not, your jurisdiction has the right to request that your position be reviewed. 10