Evaluation of positions as result of managing change

Overview
Abbreviations
Responsibilities
Indicative timeframes
Steps involved in evaluating positions due to managing change

Overview

Proposed change to the organisational structure may result in the creation of new positions and modification of existing positions to fit in with the identified future needs of the work area.

For more information on Managing Change refer to:

Abbreviations

HRU – Human Resources Unit

PD – position description

Responsibilities

It is important that participants in the job evaluation process for managing change have a clear understanding of the steps involved, the indicative timeframes and the responsibilities of each party:

Staff Member

It is the responsibility of the staff member to:

raise any concerns they may have about a ‘modified’ position if the PD closely matches their current role

Local HR staff member

The local HR staff member are trained job evaluators and are able to provide assistance and support to all parties involved in the development of position descriptions and the evaluation process.

This may include but is not limited to:

assisting in the development of the position description
ensuring documentation is completed and forwarded within timeframes
liaising between the staff members, supervisor and HRU
maintaining position descriptions for the local area
collecting all information in relation to the area

Supervisor & PVC/Director or nominee

It is the responsibility of the Supervisor/Pro Vice Chancellor/Director or nominee to:

ensure all position descriptions are updated for the Managing Change process in liaison with the local HR staff member
discuss with the staff member(s) and local HR staff member the duties, responsibilities and expectations required of the position(s)
provide feedback to the staff member(s) when required

Cost Centre Manager

It is the responsibility of the relevant Cost Centre Manager to:

review the documentation
participate in discussions about the evaluation as required

HRU

It is the responsibility of the HRU to:

review ‘new’ and ‘modified’ position descriptions and supporting documentation
evaluate positions based on the proposed position descriptions
be available for consultation with affected staff to discuss the proposed ‘modified’ position descriptions
provide feedback to the relevant Cost Centre Manager
provide an objective and professional approach

Director: HR

It is the responsibility of the Director: HR to:

ensure that the managing change and job evaluation process has been followed

Indicative Timelines

Refers to steps ahead:

Steps 2 to 6 - 10 days (from the HRU receiving all documentation to recommendations on initial classifications)
Steps 7 to 10 - 10 days (from the HRU consulting with staff to final recommendations)

Steps involved in evaluating positions due to Managing Change

STEP 1

The local HR staff member and Manager develop the position descriptions (PDs) for new or modified positions in the proposed structure.

The PD should be based on the requirements of the area and the proposed structure rather than experience or skills of the individual staff.

STEP 2

The Local HR staff member facilitates the collection of all background information regarding the positions in the organisational area and forwards to the HRU for review and evaluation.

The following documents/information is required:

managing change discussion paper
current and proposed organisational structure
proposed new and modified PDs
where positions are modified, the current PDs of affected positions
information on similar positions within the Division/Portfolio and University on which the modified or new positions have been based

STEP 3

The HRU evaluates the new and modified PDs.

The evaluation and subsequent classification of the position will be undertaken utilising the Mercer CED Job Evaluation System and the subsequent classification will be cross checked with the DWM Descriptors. The HRU may also undertake benchmarking across the University.

All evaluations will be undertaken and agreed to by two trained and experienced job evaluators.

An indicative timeline for the accurate evaluation of the positions will be 10 days; however this will depend on the number of PDs that require evaluation.

STEP 4

The HRU provides in writing the evaluation outcome of the new and modified positions to the relevant Cost Centre Manager through the local HR staff member.

This correspondence will include:

job evaluation methodology used
review and feedback of the PDs and organisational structure
classification outcome based on the proposed PDs and organisational structure

STEP 5

The relevant Cost Centre Manager utilises the information received and includes the classification information in the draft recommendations paper.

The relevant Cost Centre Manager can request further clarification from the HRU or ask the HRU to attend their meetings for further discussion.

STEP 6

The Manager of the work unit will issue the draft recommendations paper to affected staff and will provide a copy to the Director: HR or nominee who will forward a copy to the unions.

School Board/Unit meetings will be held with affected staff to discuss the draft recommendations paper (including the proposed PDs and organisation structure) and feedback from staff will be provided to the relevant Cost Centre Manager.

The HRU, local HR staff member, Manager and/or relevant Cost Centre Manager are available to discuss any issues that affected staff may have regarding the classification of modified positions.

STEP 7

Affected staff may request (via the Manager or local HR staff member) a review of the classification of a modified PD outlined in the draft discussion paper. This request can only be considered if the modified position closely matches their current role.

The local HR staff member will notify ‘affected’ staff of the opportunity to discuss a ‘modified’ PD with the HRU. To assist with the discussion, the staff member is requested to prepare a list of any changes to the modified PD which may include the expansion of the responsibilities, change to position titles and other relevant information.

An affected staff member may involve the unions as required.

STEP 8

Following discussions with the staff member(s), the HRU will write to the relevant Cost Centre Manager including any additional information provided by the affected staff member(s) and request further clarification of the role(s).

All matters raised by affected staff and the union in relation to the classification of a position in the draft recommendations paper will be given prompt consideration.

STEP 9

If the additional information provided is a requirement of the role, the relevant Cost Centre Manager will arrange for the HR staff member to update and forward the PD to the HRU for evaluation.

The HRU will re-evaluate the revised PD and inform the relevant Cost Centre Manager of the evaluation outcome.

STEP 10

A Final Managing Change Plan is then issued to all affected staff, the Director: HR and the relevant unions.

STEP 11

Placement of staff into the new structure.

Advice must be sought from the Director: Human Resources prior to the placement of staff.

NB: There is an expectation that, wherever possible, a dispute over the evaluation of the position will be resolved at the local level. If the matter remains unresolved, the staff member may consider lodging a dispute in accordance with the dispute resolution process in the applicable industrial instrument.