ppt0000010 final 7-27-12 (2).ppt - moses - massachusetts...

Copyright ©2012 by The Segal Group, Inc., parent of The Segal Company. All rights reserved.

CLASSIFICATION STUDY

Presentation to Employees

July 2012

Doc# 7652358v7

Information about this study will be available internally onMassDOT’s intranet or externally on the following union websites.

http://teamsters127.org/ http://moses-ma.org/ http://www.nage.org/state/local368.shtml


About The Study

Initial Timeline

Employee Expectations

Job Analysis Questionnaire

Why Are We Doing a Classification Study?

MassDOT and its unions want to:

1. Identify instances in which persons who perform the same orsimilar work are not similarly classified

2. Make recommendations as to the most efficacious mannerfor correcting the inequity for each such instance identified

3. Describe any instances found where classifications areoutdated or incorrect

4. Propose new or corrected classifications

5. Complete the project within 6 months

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Who is Overseeing This Project?

Three Labor-Management Committees have beenformed:

Bargaining Units B & C – Service & Maintenance and BuildingTrades & Crafts (7 management and 7 union representatives)

Bargaining Unit D – Professional Administrative (5 management and5 union representatives)

Bargaining Unit E – Engineering & Science (3 management and 3union representatives)

Each Committee will have equal representation fromunions and management.

3

Project Approach and Expected Outcomes

Employee orientation sessions to explain process

Employee input through Job Analysis Questionnaire processand interviews (what you are doing now)

Understand each position’s role and responsibilities

Recommend new or updated classifications

Identify employees that may be reclassified

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5

Common Concerns About The Study

This project is about what you are currently doing on thejob and the skills needed to perform the work.

There will be no decrease in salaries

Employees whose positions are reclassified to a lower titlewill remain in the higher title and continue to receiveapplicable step increases

Employees whose positions are reclassified to a higher ordifferent title will be updated accordingly

Per the Master Labor Integration Agreement, MassDOT willmake and support requests for any required additionalfunding

This is not about…

How well people are doing in their work (performance)

How many people are required to do a particular job(staffing levels)


About The Study

Initial Timeline



Initial Timeline

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Step July Aug. Sept. Oct. Nov. Dec.

Project kick-off meeting 7/19

Labor-management committee meetings7/23 -

7/25

Employee Presentations (3 days) 7/30 to 8/1

Distribute job analysis questionnaires (JAQs) to employees 7/30 to 8/1

Employees complete JAQs, send to supervisors 8/17

Supervisors complete JAQs, send to HR 8/31

Segal completes initial review of JAQs 9/28

Employee interviews (3 days)10/9 -

10/11

Segal delivers preliminary recommendations 11/2

Meetings with L/M Committees 11/9

Segal delivers revised recommendations 11/20

Meetings with L/M Committees 12/3

Segal estimates implementation costs 12/14

Segal presents final results 12/21


About The Study

Initial Timeline




Success depends largely on your commitment.

What Is Expected of Me?

Participate in one of the orientation sessions

Complete a Job Analysis Questionnaire(JAQ) on a timely basis

Some employees may be asked toparticipate in individual or group interviews(in October)

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About The Study

Initial Timeline



JAQ Process

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What you do – yourmajor duties andresponsibilities

The skills andabilities needed to doyour work

The minimumrequirements for theposition – education,experience,certifications, licenses

Your workenvironment andphysical demands

Supervisorsprovide commentsand additions

Can’t changeemployee’sresponses

Recommend titleassignments

Conduct interviews

Recommend anychanges to the jobstructure

Employeescomplete JAQs

Supervisorsreview JAQs

Segalconductsanalysis

LaborManagementCommittees

guideoutcomes

Provide guidancethroughout the process

Review and commenton recommendations

Employee Role

What is your role in this process?

Think about your major job responsibilitiesand requirements

Give your completed JAQ to your supervisorby Friday August 17, 2012

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The JAQ Explained

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Cover Page

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Your Name:

Your Employee ID Number:

Your Job Classification:

Your Functional Title (if different):

Your Department:

Your Regular Work Location:

Your Regular Shift:

Your Supervisor’s Name:

Your Supervisor’s Title:

Instructions

EMPLOYEE INSTRUCTIONS

1.Please read each item carefully and enter your responses.

2.We encourage you to complete this survey electronically (in Microsoft Word), but you may alsocomplete a paper copy if you wish.

3.When completed, please forward to your supervisor no later than Friday August 17, 2012.

SUPERVISOR INSTRUCTIONS

1.Ensure employees complete the JAQ by the deadline.

2.Please review the employee’s answers to each question. Employee responses should reflect theircurrent major tasks, not anticipated changes. If you would like to elaborate, explain, or expressdisagreement with any of the answers, please write comments in the Supervisor Comment box providedin each section and/or use the pages provided at the end of the questionnaire.

3.Please do not edit or change the employee’s responses. Also, do not make any comments regardingthe employee’s performance or personal capabilities.

4.Please complete your review of the questionnaire no later than Friday, August 31, 2012. Sendthe completed JAQs to Joan Makie in HR through interoffice mail to the State Transportation Building (10Park Plaza, Suite 3170, Boston) or [email protected].

5.We encourage you to share your comments with the employee.

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A. Your Duties and Responsibilities

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BASIC JOB SUMMARY

Briefly describe the basic purpose of your job. This job summary should be two or threesentences that describe the primary responsibility and purpose of the position. The next sectionprovides the opportunity to describe each duty and responsibility in more detail.

Example: To receive and process incoming invoices in an efficient and timely manner. To assist vendors withbilling questions and issues.

A. Your Duties and Responsibilities

Instructions for the Next 5 Pages:1. In the following section, please list and describe your most important essential job duties and

responsibilities. Think in terms of broad areas of responsibility – not tasks.

2. Start with the major duty or responsibility that takes the greatest portion of your time eachyear.

3. Please describe these major duties as if you were explaining them to a new employee who isnot yet familiar with your work. Please do not use abbreviations or acronyms.

4. Indicate about how often you perform each duty (daily, weekly, etc.).

5. List any equipment, machines, or software that are required for you to perform the work.

6. Describe the knowledge, skills, and abilities that you think are needed to perform this dutyor responsibility.

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List your actual current duties, even if they differ from your job specification.

A. Your Major Duties and Responsibilities

1.

Approximate Frequency (check one) Equipment, machines and/or software

Daily (or almost daily)

Weekly (or almost weekly)

Monthly (or almost monthly)

Semi-Annually (about 2x a year)

Annually or less often

In your opinion, what are the knowledge, skills, and abilities that are needed to perform thisduty/responsibility?

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B. Work Leadership and Supervision

How many MassDOT positions do you directly supervise (full-time equivalent positions, including bothfilled and vacant positions) in the following categories?

Maintenance and Trades employees # of FTEs

Office support or Para-professional employees # of FTEs

Professional or Technical employees # of FTEs

Supervisors or Managers # of FTEs

Total # of MassDOT employees that report directly to you (including any openpositions)

# of FTEs

If you manage any supervisors, how many positions (full time equivalent, filledand vacant) report to the supervisors that report to you?

# of FTEs

Formal Supervision

Please answer this section if you have formal supervisory responsibilities.(You have formal supervisory responsibilities if you sign time sheets, approve leaveor sign performance reviews.)

If you are NOT a supervisor, go to the next page..

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B. Work Leadership and Supervision

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Work Leadership

Name(s): Title:

Name(s): Title:

Name(s): Title:

Name(s): Title:

Name(s): Title:

Is it part of your job to….? Please check YES or NO YES NO

Train employees?

Assign work to other employees?

Assign work to contractors?

Plan or prioritize other employees’ work assignments?

Distribute work among employees?

Review or inspect the work of other employees?

Review or inspect the work of contractors?

Do you consider your job to be the lead worker or working supervisorin your work unit or section?

If you answered “YES” to any of the above, please list the names and job titles of theother employees/contractors for which you have these responsibilities.

C. Communication and Interactions - Internal

Please indicate the types of communications and interactions you have on a regular basis with individualsinternal to MassDOT. Check all that apply.

No Communication (None) – Do not currently communicate with this audience

Basic communication (Basic) – giving or receiving straightforward information and instructions, such as directingcalls/visitors to appropriate individuals, explaining simple rules or procedures

Information sharing (IS) – giving or receiving information such as options, technical direction, reporting on results

Collaborate and solve problems (C&PS) – working with others to resolve problems, clarify or interpret complexinformation/policies, providing initial screening/negotiations without approval authority

Negotiate and influence (N&I) – interpreting strategies and services, resolving major conflicts, influencingoutcomes on matters of significance for the division/department, conducting final negotiations and coordinatesapprovals/decision making below the executive level

Oversee and direct (O&D) – serving as one of MassDOT’s spokespersons in area of expertise; defining andchampioning change initiatives, organizational strategies, services, policies and practices

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Internal to MassDOT None Basic IS C&PS N&I O&D

Co-workers or supervisors inyour section

Co-workers or supervisors inother sections

Managers

Other

C. Communication and Interactions - Internal

GroupExample of typical communication and interactions (if you don’tregularly interact with a group, leave blank)

Co-workers orsupervisors inyour section

Co-workers orsupervisors inother sections

Managers

Other

Describe typical examples of any communications or interactions you have with each group.

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D. Communication and Interactions - External

Outside MassDOT None Basic IS C&PS N&I O&D

Residents/customers

Community, neighborhood, or business groups

Representatives of other MA state agencies

Representatives of other local, state, orfederal government offices

Vendors or suppliers

Contractors, consultants, advisors

Other

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Please indicate the types of communications and interactions you have on a regularbasis with individuals outside of MassDOT. Check all that apply.

D. Communication and Interactions - External

GroupExample of typical communication and interactions (if you don’tregularly interact with a group, leave blank)

Residents/customers

Community, neighborhood, orbusiness groups

Representatives of other MA stateagencies

Representatives of other local, state,or federal government offices

Vendors or suppliers

Contractors, consultants, advisors

Other

Describe typical examples of any communications or interactions you have with each group.

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E. Computer Skills

None or practically none

Read and respond to emails

Computerized diagnostic tools or equipment

Use computerized dispatch and communication systems (such as in the HOC

Data entry and/or generation of standard reports

Use standard software (word processing, spreadsheets, etc.) to create, update, andproduce documents and files

Use MassDOT-specific applications/systems (such as HRIS/payroll, inventory systems,customer databases, financial systems, etc.)

Expert-level use of applications and systems, performs “help desk” functions, and/orexpert in unusual, non-standard systems or applications

Basic programming, business analysis, or network administration

Complex or advanced programming, business analysis, or network administration

Develops, designs, or customizes applications or systems for enterprise-wide use

Other:

Other:

Note or comments (if any):

Please select the statements that describe your use of computers or informationtechnology on the job. Check all that apply.

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E. Computer Skills continued

Use? Type of Software or SystemName(s) ofSoftware or

System

REQUIRED Level of Proficiency(Choose one for each type of software/system)

BasicInter-

mediateAdvanced

Programmer orDeveloper

Email, Calendar (Outlook)

Word Processing (Word)

Spreadsheet (Excel)

Presentation (PowerPoint)

Database (Access)

Computerized diagnostic tools

Computerized dispatch/communication system

Financial/Accounting System

Automated License and Registration System(ALARS)

Inventory System

Purchasing/Contract Mngmnt System

Project Management System

Human Resources (HRIS/payroll)

Geographic Info Systems (GIS)

Computer Assisted Design (CAD)

Other:

Indicate which types of computer software or system you use on the job, along withthe level of proficiency that you think is required for the job.

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E. Computer Skills continued

Please provide examples of how you typically use the following in your job.

Type of Software or SystemBriefly describe how you use each one on the job (if you don’t use aparticular type of software of system, leave blank)

Word Processing (Word)

Spreadsheet (Excel)

Presentation (PowerPoint)

Database (Access)

Computerized diagnostic tools

Computerized dispatch/communication

Financial/ Accounting System

Automated License and RegistrationSystem

Inventory System

Purchasing/Contract Management System

Project Management System

Human Resources HRIS/payroll System

Geographic Info Systems (GIS)

Computer Assisted Design (CAD)

Other

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F. Minimum Job Requirements

EDUCATION

Please indicate the:

1) Level of job related education that you had when you started your current job, and2) Lowest (minimum) level of education that you think should be required of any new employee in your position

Level of EducationYou had when you

started this jobWork Requires

Less than High school diploma

High school diploma (or GED)

Apprenticeship in a skilled trade OR Certificate from a technical school

Continuing technical education

At least two (2) years of college or Associate’s degree

Bachelor’s degree (from a four-year college or university)

Graduate degree

Other:

TYPES OF EDUCATION OR FORMAL TRAINING (if any)

List any specific types of education that you think should be REQUIRED for new employees in your job.

Example: Bachelor’s in Engineering Example: Associate’s degree in Accounting

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CERTIFICATIONS AND LICENSES

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Does your job require you to have a Commercial Driver’s License (CDL)?

Yes, Class A Yes, Class B Yes, Class C No

Notes (if needed):

If Yes, indicate any special endorsements that are required

H - Hazardous Materials

N - Tank Vehicles

P - Passenger Transport

T - Doubles/Triples

X - HazMat and Tank Vehicles

L - Air Brakes

Other



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Does your job require you to have a Hoisting Engineer’s License?

Yes No

If Yes, which grade/level is required to do your job? Check all that apply.

1A - All hoisting equipment (except electric and air powered hoisting equipment)

1B - Equipment with telescoping booms with or without wire ropes

1C - Equipment with hydraulic telescoping boom without wire ropes

2A - Crawler and rubber-tired excavators, backhoes & loaders

2B - Backhoes and front-end loaders

2C - Front-end loaders

3A - Electric and air powered hoisting equipment.

4A - Unrestricted

4B - Drill rigs

4C - Pipeline sidebooms

4D - Concrete pumps

4E - Catchbasin cleaners

4F - Sign-hangers

4G - Mowers



Please list any other certification or licenses required by your position that you have, you thinkshould be required (or preferred) for any new employee in your job.Assume that the new employee has the minimum education that you indicated on the prior page.

Example: Licensed Electrician You HaveShould BeRequired

Should bePreferred

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JOB RELATED WORK EXPERIENCE

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Please indicate the:

1) Level of job related experience that you had when you started your current position, and2) Lowest (minimum) level of job related experience that you think should be required of any

new employee in this position (regardless of what is on the current job description)

Assume that the new employee has the minimum education and the required certifications orlicenses that you indicated on the prior pages.

Years of ExperienceYou had when

you started yourposition

Work Requires(at a minimum)

Less than three (3) months

At least 3 months, but less than 1 year

At least 1 year, but less than 2 years

At least 2 years, but less than 4 years




10 years or more

Other:

G. Physical Activities

Check one for each type of activity

Amount of the Time

None Up to 1/3 Up to 2/3 Over 2/3

Sitting

Standing

Walking

Driving a vehicle

Operate equipment (such as lawnmower, jack hammer)

Diving

Talking

Hearing

Using hands to finger, handle, or feel

Reach with hands and arms

Climbing up or down ladders, stairs, scaffolding, ramps, poles, and the like

Balancing, to prevent falling when walking, standing or crouching

Bending, stooping, kneeling or crouching

Crawling or moving about on hands and knees or hands and feet

Crawling or walking in extremely deep places (depths 20+ feet)

Pushing or pulling or using hands and arms to push, draw, drag or haul

Lifting or raising objects from a lower to a higher position or horizontally fromposition to position

Other:

Please indicate how often your job requires you to perform the following.

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G. Physical Activities continued

Please indicate how often your job requires you to lift or move objects without assistance.

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Check one for each category

Amount of the Time

NoneUp to

1/3Up to

2/3Over2/3

Up to 10 pounds

Up to 25 pounds

Up to 50 pounds

Up to 100 pounds

More than 100 pounds

Other:

Can you use a handling device (dolly, cart, etc.) or work with another employee to lift ormove objects more than 50 pounds?

Yes No Not Applicable

Please give examples of the types of objects or items you would be required to lift or move

H. Work Environment

Check one for each categoryAmount of the Time

NoneUp to

1/3Up to

2/3Over2/3

Office/Indoor EnvironmentIn person interactions with customers in a potentially confrontational orhighly stressful environment (such as in appeals hearings)Outdoor Environment

Extreme cold (below 32 degrees)

Extreme heat (above 100 degrees)

Close quarters or confined spaces

High, exposed places

Tunnels

Moving traffic

Adjacent to railroad tracks

Moving mechanical parts

Risk of electrical shock

Exposure to high voltage

Vibration

Raw sewage or activated sludge

Biologically contaminated sites

Fumes or airborne particles

Toxic or caustic chemicals, substances or waste

Wetness or humidity

Loud noises (85+ decibels such as heavy trucks, construction equipment)

Explosives

Other:

Please indicate how often your job requires you to be exposed to the following.

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I. Job Series Differences

Give your completed JAQ to your supervisor by Friday August 17, 2012.You can ask your supervisor to share his/her comments with you.

If your job is part of a series at MassDOT (such as Motor Equipment Mechanic I, II,III, IV or Accountant I, II, III, IV, or V), please tell us what you think is the primarydifference between your job and others in the series.

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J. Supervisor’s Review Section

Complete your review of the JAQs by Friday August 31, 2012

Send the completed JAQs to Joan Makie in HR through interoffice mail to the StateTransportation Building (10 Park Plaza, Suite 3170, Boston) or [email protected].

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To be completed by the immediate supervisor of the individual who completed the JAQ.

Supervisor’s Name:

Supervisor’s Title:

Please review the employee’s responses and write any comments in the “Supervisor’sComments” section on each page.

We encourage you to share your responses with the employee; however, please do not changeanything that the employee has written. Also, please do not make any comments regarding theemployee’s performance or personal capabilities.

Please tell us anything else you think we should know about this position.

ppt0000010 final 7-27-12 (2).ppt - moses - massachusetts...

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