Hay Group Classification Study

Class Specifications
Dissemination & Review Process
July 14 - 22, 2004
 The Hay Classification Study
„ What have we done so far?
„ Collected PDQ’s
„ Formed a Job Evaluation Committee
„ Read and analyzed every individual PDQ
„ What are we doing today?
„ Distributing new proposed class
specifications to each staff member
 How Was the PDQ Used?
„ Hay Methodology identified the content of
each job by measuring the:
„ Knowledge
„ Problem Solving
„ Accountability
needed to perform the duties and
responsibilities of the job as written by
employees in their PDQ’s.
What is Job Measurement?
 Job Measurement
„ The identification of the Knowledge,
Problem Solving and Accountability
components of a job that enable it to be
measured. This measurement results in a
formula that sets the job within the
hierarchy of other positions in the
organization, called the classification
structure.
What is a “classification”?
 Classification
Is a description of the field of work or
levels of a job family that helps to
determine the relative worth of each
position within the classification and
establishes a salary based on the duties
performed.
 Field of Work
„ A “field of work” is a cluster of positions
that have similarities in the:
„ nature of the work performed,
„ the core skills necessary for success, and
„ have operationally similar organizational
results.
 How Were the Class Specifications
Created?
„ In “one to one” relationships between a current
class title and a proposed new title, the current
class specification was updated using information
from the individual PDQ.
„ In consolidated classifications, similar PDQ’s
were grouped and the information from them was
used to update and create a new specification.
How is a Class Specification Different from a
Job Description?
„ Class Specification ƒ Job Description
„ Defines one or more ƒ Identifies individual
positions positions
„ Defines a general ƒ Defines duties of a
concept of work particular job
anticipated by ƒ Does not list MQ’s,
positions performing KSA’s
similar duties
„ Details MQ’s,
KSA’s
Question: Are classifications
grouped based on similarities in
the work performed by the
positions in them?

Answer: Yes, by Job Families

 Job Families
„ A job family is a logical progression of positions
requiring similar core skills and accomplishing similar
work.
„ Information Technology
„ Student Services
„ Instructional Support
„ Trades/Facilities/Maintenance
„ Fiscal Services/Business Adm/HR/PC
„ Administrative/Secretarial/Clerical
„ Public Relations/Community Outreach
„ Public Safety
What are the major sections of a
class specification?
 Sections of an SMC Class Specification?
ƒ Heading

ƒ Concept of the Class

ƒ Distinguishing Characteristics, if applicable

ƒ Essential Duties

ƒ Supervision
 Sections of an SMC Class Specification?
ƒ Knowledge, Skills & Abilities

ƒ Minimum Qualifications

ƒ Working Environment & Physical Demands

ƒ Class Detail
 Heading

„ Lists:
„ Classification title
„ Number of pages in the specification
 Concept of the Class
Describes the overall purpose of the classification
generally in one or two sentences.

Answers the questions:

• what are positions in this classification supposed to
accomplish?
• what wouldn’t get done if the class didn’t exist?
 Essential Duties
„ Statements that describe the nature of and specific results
that a position in the class is expected to achieve through
time
„ “Essential” because:
„ They are the reason for the existence of the position
„ Provide an indication of the number of employees
needed to perform the function
„ Are action oriented
„ Describe the end results positions in the class are
accountable for
„ Groups similar tasks into categories; is not a “laundry
list” of every conceivable duty a position or positions
in the classification may perform
 Essential Duties (cont’d)
„ How are the essential duties of the class
performed?
„ Start with an action verb that specifies how the
activity is performed
„ What are the essential duties of the class?
„ Phrases that identify the object (i.e., process, area,
unit or activity) that is affected by the action
„ Why are the essential duties performed?
„ To accomplish the result(s) identified in the Concept
of the Class
 Essential Duties (cont’d)
„ Specific
„ Not written in vague statements such as: “prepares
reports”, but instead define a specific task such as
“researches and writes monthly reports concerning
the budget and status of active accounts”
„ Measurable
„ Provides a method for determining if an activity
occurred and a yardstick for measuring for how well
it was done
 Essential Duties (cont’d)

„ Attainable
„ Define activities that employees have a reasonable
chance of achieving in a reasonable amount of time
„ Relevant
„ Define duties that can reasonably be assumed are
anticipated by the Concept of the Class
 Essential Duties (cont’d)
ƒ Lists duties, generally, in order of importance
ƒ Provides for the assignment of duties which
are reasonably anticipated by the Concept of
the Class
ƒ “Performs other related duties as assigned or
requested”
ƒ Incorporates a Disclaimer
ƒ “Examples of essential duties are descriptive and
not restrictive in nature, and are generally listed
in descending order of importance”.
 Distinguishing Characteristics

„ Defines lower and higher levels of work

within a class series
„ Describes differences in essential duties,
impact, key measures, and constraints
between positions classified at different
levels within a class series
 What is a Class Series?
„ Definition:
A class series is a progression of
classifications whose specifications
distinguish one level from the next by
defined characteristics of each class.
 Supervision
ƒ Level
ƒ “Under Close Supervision” – Involves the greatest
amount of supervision and control received from
above. It implies that each stage of an employee’s
work is reviewed and checked. The incumbent
should recognize instances that are out of the
ordinary and get advice or further instructions.
 Supervision
„ Level
„ “Under General Supervision” – Means general
control, not intimately bearing upon the details of the
employee’s work. The employee is free from control
or oversight while working. The employee should
solve most detailed problems, except those of an
unusual nature that come up during the work. Work
is usually reviewed upon completion for adequacy
and compliance with instructions.
 Supervision
„ Level
„ “Under Direction” – Means employees are
responsible for organizing the work and choosing the
methods to produce the desired results. Employees
should overcome all technical or subject matter
problems and solve general problems that the plans,
policies, procedures and purposes of their work
govern. Although making no decisions that affect
policy, employees may from time to time make
recommendations on policy as it relates to the
incumbents’ areas of work.
 Supervision
„ Level
„ “Under General Direction” – Means the employee
consults and discusses general management matters
with other senior officers. The employee contributes
to policy formulation and long-term management
planning. Makes decisions on spending large
amounts and approves budgets from and for certain
activities within the organization. Review of work
takes the form of an assessment of the reports
written, the proposals made, and of the efficiency of
the operation controlled.
 What are the remaining sections of a
class specification?

„ List of Knowledge, Skills & Abilities

„ Minimum Qualifications

„ Work Environment & Physical Demands

Knowledge, Skills & Abilities (KSA’s)
„ Phrases which describe the knowledge,
skill and/or ability that an applicant must
have in order to successfully perform the
essential duties of the job
„ Used by the Personnel Commission in the
testing process to identify the “Factors”
that will be assessed in the exam process
 Minimum Qualifications
„ Identify the level of formal education needed for
admission to the classification
„ Education level is tied to the “Know How”
component of the Hay classification methodology
„ Identify the total work previous work experience,
specified in years, needed for admission to the
classification
„ Work experience, either internal and/or external, is
also acknowledged in the “Know How” component
Work Environment & Physical Demands

„ Represents the work “context” v. content

„ Context is the work environment and the conditions
under which positions in the classification are
performed
„ Assumes all appropriate action necessary to eliminate or
minimize undesirable conditions have been taken; what remains
is unavoidable
„ Unavoidable work context is described in physical or
environmental terms, or as requiring sensory
attention.