The Job Evaluation Process
A job evaluation should be conducted for-
- A new job that did not previously exist in the department.
- For a vacant or occupied job in which there has been significant changes in the job including addition or elimination of job responsibilities, complexity, and scope (30% or more).
- A “reorganization” occurs when more than one job in a department or unit is significantly changing or when a department’s reporting structures are changing at any level.
When Is Job Evaluation Not Required? +
- The volume of work has changed, but the complexity has not.
- Job description requires minor changes; some duties are added or deleted but the nature of the role is maintained. Submit the updated job description to the HR Partner.
- The title of the job has changed, with no change to duties. Submit the title change to the HR Partner. See attached DPS job title guidelines.
- Higher level duties have been assigned for a temporary period of time. A temporary stipend may be considered in this case. Review your request with your HR Partner.
- Employee performance is outside the expected norm – either exceptional or below standards.
- When an employee has undertaken work voluntarily, without formal agreement or approval of the supervisor. If in fact they do represent a significant change to the job, a re-evaluation of the job, on that basis, should be sought.
Job Evaluation Process
Phase 1: Review -
The manager schedules a meeting with the HR Partner to discuss the business needs such as a request for a new job, change to an existing job, department reorganization, or salary reviews. Existing job descriptions can be found in the Payfactors database. (Please email firstname.lastname@example.org if a current job description cannot be located.)
Phase 2: Plan-
Complete the Compensation Request Form to notify the compensation department of the business need. The compensation department will utilize the request form to assist you with next steps in the process.
The request form can be utilized for the following:
- Request a new job: The manager will provide the necessary information in the request for compensation to determine if a new job description is needed. Compensation will determine the appropriate job title, salary grade, and create the description or identify an alternative job description that may be used and send it back to the manager for final review. A job description is required in order to post a job. Please include a link to an updated organizational chart or other relevant documents in the request.
- Evaluation for a vacant or occupied job: There has been significant changes to the job. The updates may impact the title or pay grade of the current job. If the changes made are to an occupied job and result in a promotion or demotion, please be aware that due the Equal Pay for Equal Work Act, the job needs to be posted and the individual will need to apply to the job.
- Update an existing job description: You would like to make minor updates to the essential functions or other information in the descriptions.
- Salary/Market Review: You would like to have the compensation of an existing employee evaluated based on market factors or experience of the individual.
- Department reorganization: There are changes to leadership structure or multiple workstreams that will require multiple jobs to be evaluated.
- Interim Stipend requests: An interim stipend payment is utilized to compensate an employee who is asked to temporarily perform a job in a higher pay grade due to a leave of absence or vacancy situation. Stipend amounts are contingent upon experience, current salary, delegation of duties, and time spent performing the work.
- Utilize the DPS Titles Table
- For best practices for writing a job description, refer to the Manager Reference Guide
Phase 3: Evaluate and Implement -
The compensation department conducts the job evaluation or review of the request. The manager and HR partner will be contacted with questions or if there is a need to schedule a follow up meeting to gather additional information. The dompensation department returns the finalized job description or information needed to proceed with next steps. The job description contains information needed for the manager to request a new position or post the job.
- Instructions to Create a New Position through Infor HR/Payroll system
- Instructions to Request a Position Update through Infor HR/Payroll System, if a vacant position can be repurposed or an employee’s current position is to be modified