New Business Processes

• Classification Review Process changes PDF Documentation – standard business documentation

• Auditing Process

If questions contact us:

compteam@umich.edu

Steve Drews

Jennifer Mitts

~ HR approval for creating newly slotted jobs - continues

~ FLSA compliance review when incumbent involved in exemption status change from non-exempt to exempt - continues

~ When for posting purposes a unit maps a vacant position from a non-exempt job code to an exempt job code - continues

~ Available UHR guidance and consulting role - continues

~ Planned Reviews – post audit cycle – new

~ Establish Classification Advisory Group – new

~ Position review List – new

PDF documentation as standard business

practice

PDF documentation as standard business

practice

UHR Revised Classification Review processes~ July 1,2006

New Business Processes

Classification Review: Position Review List

NEW - Position Review List … a unit check point– “Watch” list – currently 49 job codes and 10

career families– Could be on “cusp” for FLSA

• Leveling issues in application• Calibration sensitive

– Increased probability of audit

Job Code Descr Career Family Career Band Grade100115 Academic And/Or Research Program Officer Associate Administration Administration Professional100231 Administrative Specialist Administration Administration Professional

101541 Associate Director Administration Administration Managerial100197 Program Manager Administration Administration Professional

New job codes added or deleted as needed

UHR Classification Review

Unit Posting Submit PDF

Required

Unit Accountability

VACANT POSITION:No job code change to mapping of vacant position

VACANT POSITION:Mapped to different job code and no change in exemption status

NEWLY CREATED POSITION: Mapped to an existing job code; no slotting required

No UHR Classification

Review required

Guiding Steps: Maintain current PDF documentation Follow Mapping Principles Review “watch list” on web HR consulting available

UHR Classification Review

Unit Posting Submit PDF Required

Unit Accountability

VACANT POSITION: Creation of new slotted job code

VACANT POSITION:Mapped to different job code resulting in exemption change from a non-exempt status to an exempt status

Yes UHR

Classification Review

required in both situations

Unit works with HR rep to determine if slotted job code is needed

Unit needs to notify and work with HR rep prior to posting – when changing the job code of a vacant position from non-exempt to exempt

Provide current PDF documentation

UHR Classification Review

Submittal Form for Job Code Changes

Submit PDF Required

Unit Accountability

If No change in exemption status for incumbent

If Change in exemption status for job incumbent results in change from non-exempt to exempt status

If unit is requesting

new slotted job code

No

UHR Review required

Yes

UHR Review

required

Guiding Steps:•Maintain current PDF documentation•Follow Mapping principles•Follow working title guidelines

•Consulting with UHR rep•Provide PDF documentation for classification review

Classification Review: Useful Guides

• Push Technology

– Monthly Tracking reports

• C-tools – Job Code Changes– CSP Unit Readiness folder

• Website Access – Position Review “Watch list” – Mapping and working title guidelines– Regental Listing– PowerPoint Training material

• Consulting– EPC’s– HR Rep– Compteam

Classification Review: Going Forward

– Participants (6-8) selected for deep expertise and knowledge of classification framework and campus mapping

– Provide strategic advice to UHR in the maintenance and on-going development of the mapping framework

– Provide guidance in the consistent application of the mapping framework across campus

– Engage expertise from special interest groups (such as career family or career band interest groups)

– Assist in formation and guidance of small audit review teams

– Evaluate effectiveness of audit process

– Interaction with other campus groups

UHR Classification Committee

Post Audit Process ….. √ Review job code transactions

√ Review “Watch” list: – Position Review list as check point – Identify frequently used positions for auditing

Audit review process will:

• Use the Classification Committee to assist selection: positions and classifications for audit review

• Establish small audit working groups for review/audit process• Require PDF as standard documentation for all audits• Report out recommendations to UHR for unit consultation and action• Define and establish timeframe for completing audit review and reporting back to units

Next Steps for Units

• Clarify roles relative to classification activity within your unit as stabilization period comes to a close

• Document unit standards for mapping• Educate your unit about new business processes • Identify who should be converted/added from the URC e-

mail group and C-Tools site to the Classification System Update e-mail group/C-Tools site

• Consult with your HR Rep on unit-specific needs