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Research Job Family StudyNew Structure and Implementation

Employee Information SessionsJune 23 & 24, 2015

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Agenda

• Project Overview and Objectives

• Project Process

• Classification and Salary Structures

• Project Timelines

• Salary and Benefit Impact

• Q&A

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Job Classification Redesign

Goal: Create and implement a classification system that provides:

• managers and employees transparent career paths,

• a classification structure that provides clarity and ease of administration,

• optimal utilization of payroll dollars, and

• the ability to attract, engage, and retain high performing employees.

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Job Family Study Overview

• University-wide initiative

• aligned with University’s vision and Operational Excellence

• Civil Service and P&A positions on all five campuses

• 18 total job families; 16 are complete

• Working in partnership with Sibson Consulting

• Collaborative approach focused on communication and consensus-building

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Project Stakeholders

Advisory Team Focus Groups Steering TeamIndividual Employees

Parties Include

• Project Sponsor• HR in the Unit• HR Consultants• Functional Team

Members• Class & Comp

Staff• Sibson

Consultants

Subject Matter Experts

Operational Excellence Team

Employees with Manager Guidance (as interviewees and focus group participants)

Role Develop job family definitions, assign placements, and conduct competitive compensation assessment

Review initial job family definition and career ladder documentation

Helps to ensure project success and provide final approval of key deliverables

Complete position description documentation

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Job Family Collaboration

Advisory Team• Brian Herman• Lisa Johnson• Tim Griffin• Shri Ramaswamy• John Connett• Patricia Homyak • David Johnson• Alan Ek• Michele Morrisey

• Kenny Beckman• Amanda Galster• Paul Snyder• Frances Lawrenz• Greg Haugstad• Jeff Marr• Trish Sodahl• Karen Olsen• Nicole Mattson

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• Lisa Johnson• Amanda Galster

• Katie Mellskog• Denise Windenburg

• Brenda Prich• Leslie Kennedy• Kristelle Mendoza

• Kent Reed• Bruce Walcheck

• Connie Gebhart

• Cheryl Dvorak

• Karen Olsen• Liz Wiedenman

• Devi Patnayak• Dale Setterholm

• Ted Butler• Julie Murphy• Laura Babcock• Denise King• Barry Finzel• Tim Tripp• Tami Jauert

• Kenny Beckman

• Val McCullar• Cindy Eide• Maureen Riedl• Steve Wietgrefe• Chastity Healy• William Weber• Garrett Mosiman• Ashley Graef• Ann Rougvie• Ruth Shaw

Focus Group Members (invited)

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• Bonny Donzella

• Michelle Englund

• Judy Cook• Rhiannon Williams

• Amy Hewitt• Martha Thurlow

• Lee Frelich• Mary Pampusch

• Bradley Kinkaid

• Grace Anderson

• Matthew McNearney

• Klaus Wormuth

• Bruce Alexander

• Kate Brekke• Sara Veblen-

Mortenson• Tim Boyer• Jamie Umber• Jean Forster• Sarah Rydell

• Beth Virnig • Kelli Johnson

• Tola Ou-Quinlan• Gretchen Hultman • Kathleen Harder • Jonathan

Rozenbergs• Mary Vogel• Katherine Huppler

Hullsiek• Deborah Wentworth

• Cynthia Davey• Frank Douma

Focus Group Members cont’d (invited)

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• Curtis Nelson• Sonya Grillo • Guillermo Narvaez• Jill DeBoer• Karen Everstine• John Heine • Lucinda Johnson • Val Brady• Matt Mlinar• Matt Aro • Rolf Weberg 

Focus Group Members cont’d (invited)

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Colleges and Administrative Units Represented

• Science and Engineering

• Medical School

• Academic Health Center

• Vet Medicine

• Design

• Public Health

• CFANS

• Office of VP of Research

• Education & Human Dev

• Biological Sciences

• UM Duluth

• Pharmacy

• Liberal Arts

• Dentistry

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Role Requirements Accountability

· Operational Activity

· Decision-making Authority

· Operational Knowledge

· Education and Experience

· Management Experience

· Technical Capabilities

· Industry Knowledge

· Planning Horizon

· Influence on Institution

· Scope of Measurable Effect

· Problems Solved

How Jobs are Mapped to the Structure

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Steps to Develop a Structure

Market PricingJob Descriptions Salary Structure

1

2

3

4

5

6

7

8

9

10

$ $$$

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Salary Structure Design

• Reviewed salary survey reports from industry leaders (CUPA, EduComp, Kenexa CompAnalyst)

• Factors Considered:

• Higher education

• Minneapolis metro area (for-profit and not-for-profit companies and government)

• If specific cuts not available, looked at broader regional or national data

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University StructureUniversity Level

SVP / VP

AVP

Director 2

Director 1

Manager 3 IC 3

Manager 2 IC 2

Manager 1 IC 1

Supervisor 4 Professional 4

Supervisor 3 Professional 3

Supervisor 2 Professional 2

Professional 1

Labor Represented Positions (not included in study)

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Research Structure: Current

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Research structure: current (cont’d)

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1. Research Support (453)Engaged in work in support of research activity2. Researchers (1524)• Directly involved in conducting research; involved in

the process of gathering data, analyzing data; principle investigators and those conducting various phases of research and analysis

• Primarily employees in the scientist, fellow, and research associate series

3. Research Nursing (33)Qualified nursing professionals engaged in research activity

Three New Research Structures

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Job Family Level

P & A

Exempt

SVP/VP

AVP

N/A

Research Director 1

Research Support Manager 3 Research Project Specialist 3

Research Support Manager 2 Research Project Specialist 2

Research Support Manager 1 Research Project Specialist 1

Civil

Service

Research Professional 4, Supr Research Professional 4

Research Professional 3, Supr Research Professional 3Non

-exempt

Research Professional 2, Supr Research Professional 2

Research Professional 1

Structure 1: Research Support

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Job Family Level Min Mid Max

P & A

Exempt

SVP/VP

AVP

N/A

Research Director 1 $80,500 $120,800 $161,000

Res Support Mgr 3 Res Project Specialist 3 $70,000 $105,000 $140,000

Res Support Mgr 2 Res Project Specialist 2 $60,900 $91,300 $121,800

Res Support Mgr 1 Res Project Specialist 1 $52,900 $79,400 $105,800

Civil Service

Research Prof 4, Supr Research Professional 4 $48,800 $65,900 $83,000

Research Prof 3, Supr Research Professional 3 $42,400 $57,300 $72,100Non-exempt

Research Prof 2, Supr Research Professional 2 $36,400 $49,800 $62,700

Research Professional 1 $30,400 $43,300 $54,600

Structure 1Research Support

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Job Family Level

P & A

Exemp

t

SVP/VP

AVP

N/A

N/A

Research Manager 3 Researcher 7

Research Manager 2 Researcher 6

Research Manager 1 Researcher 5

Civil

Service

N/A Researcher 4

Researcher 3, Supervisor Researcher 3

Non-

exemp

t

N/A Researcher 2

Researcher 1

Structure 2: Researchers

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Job Family Level Min Mid Max

P & A

Exempt

SVP/VP

AVP

N/A

N/A

Research Manager 3 Researcher 7 $52,800 $100,300 $147,800

Research Manager 2 Researcher 6 $45,900 $87,200 $128,500

Research Manager 1 Researcher 5 $39,900 $75,800 $111,700

Civil Service

N/A Researcher 4 $38,800 $65,900 $93,100

Researcher 3, Supr Researcher 3 $33,700 $57,300 $80,900Non-exempt

N/A Researcher 2 $32,100 $49,800 $70,300

Researcher 1 $30,400 $43,290 $61,200

Structure 2: Researchers

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Job Family Level

P & A

Exemp

t

SVP/VP

AVP

NA

NA

NA NA

Research Nurse Manager 2 Research Nurse Provider 2

NA Research Nurse Provider 1

Civil

Service

NA Research Nurse 4

NA Research Nurse 3Non-

exemp

t

NA Research Nurse 2

NA

Structure 3: Research Nursing

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Job Family Level Min Mid Max

P & A

Exempt

SVP/VP

AVP

NA

NA

NA NA

Res Nurse Manager 2 Res Nurse Provider 2 $83,700 $113,000 $142,300

NA Res Nurse Provider 1 $72,800 $98,300 $123,800

Civil Service

NA Research Nurse 4 $66,000 $89,100 $112,200

NA Research Nurse 3 $59,200 $79,900 $100,600Non-exempt

NA Research Nurse 2 $51,400 $69,400 $87,400

NA

Structure 3Research Nursing

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Implementation Key Dates and Events

• June 19, 20, 22*• Employees receive individual results letters• Start of appeal period 6/22• Round 2 begins (positions not yet reviewed)

• June 23, 24 Information sessions for employees

• July 13• Employee deadline for appeals• Round 2 deadline for position descriptions

• August 10• Notification of appeal and round 2 results

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Implementation Key Dates and Events

• Sept 7 • Effective date of new job family structure

• All study results will be held until the effective date, including movement to other employee groups and job families.

• Salary increases (if applicable) will be effective on that day, back pay not awarded.

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Appeal Process 1. Employee discusses classification result concerns

with supervisor2. If the supervisor, in discussion with their unit HR

Office, supports an appeal, the employee submits the appeal form (with documentation and supervisor signature) to their unit HR office

3. Unit HR Office reviews and submits appeal information by the deadline of July 13

4. Appeal panel of subject matter experts reviews5. Appeal results communicated on/before August 17

Appeal process information found at z.umn.edu/jobfamilies

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Employee Salary Impact • 2061 positions were reviewed

• Excluding resigned or positions moved to other job families to be studied

• 222 employees are outside of the new range

• For those below range minimum: Salary most often brought to the range minimum on the effective date. Grant funded positions may be brought up incrementally.

• For those above the range maximum: Salary frozen for 3 years or until the range catches up to the salary. If still above the range after 3 years, salary will be adjusted to the top of the range.

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• Non-exempt positions are not exempt from the overtime pay requirements of the FLSA. • Employees are paid overtime if they work over 40 hours in a

work week. • Advanced supervisor approval of OT is required

• Exempt positions do not require overtime pay by law• UMN civil service rules currently provides OT pay or

V class.

Fair Labor Standards Act: http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa/index.html#generalflsainfo

Fair Labor Standards Act (FLSA)Exemption Status

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Positions that Change Employee Group

• All non-exempt positions are civil service.

• Exempt employees have the option to stay in their current employee group. • If an employee elects to change employee groups, they may

have benefits changes.

• Note: Employees who have already exercised their (one time) option to remain in or change their retirement plan do NOT have another option. (per Faculty Retirement Plan)

• OHR Benefits staff are available to assist these employees in reviewing their options.

• Handout information describing benefit differences is available today and on the web site.*

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Employee Group Info Sheet on the Website

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Job Family Study Results

• Total number of positions reviewed: 2071

• 60 moved to Animal Care (vet diagnostic); not reported here

• 11 moved various job families; not reported here

• Distribution by type of moves• Civil Service to Civil Service: 779• Civil Service to P&A: 231• P&A to Civil Service: 79• P&A to P&A: 921• Civil Service to Labor Represented: 0• P&A to Labor Represented: 0

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Job Family Study Results (cont’d)

• Impact on Salary • No impact: 1788

• Below the range minimum: 208

• Above the range maximum: 14

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Additional Information

• Project Website with Q&A z.umn.edu/jobfamilies

• Civil Service Employee Rules http://www1.umn.edu/ohr/policies/governing/civilrules/.

• Administrative Policy for Appointments of Academic Professional and Administrative Employees http://www.policy.umn.edu/Policies/hr/Hiring/APPOINTPA.html

• Employee Benefits website http://www1.umn.edu/ohr/benefits/index.html

Contact Unit Human Resources orcall 4-UOHR (612-624-8647)

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Employee Benefits Resources

• Employee Benefits: www.umn.edu/ohr/benefits

• Academic Disability Program: www.umn.edu/ohr/benefits/disability/academic/index.html

• Vacation and Leave: www.umn.edu/ohr/benefits/leaves/vacation/index.html

• Minnesota State Retirement Plan: www.msrs.state.mn.us or www.umn.edu/ohr/benefits/events/index.html#msrs

• Faculty Retirement Plan (P&A): www.umn.edu/ohr/benefits/retiresave/frp/index.html

Questions? Contact Employee Benefits at 4-UOHR (612-624-8647) or benefits@umn.edu

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Thank you!

Questions?