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 their HR Partner to discuss the situation and provides the HR Partner with a summary of the business needs for the change.
Phase 2: Plan-
If a new or updated job description is necessary, the manager, in collaboration with their HR Partner, determines the appropriate job title and job description template to complete. The HR Partner will email the manager a link to an editable job description and questionnaire through our online platform, Payfactors. The manager should complete all applicable sections, attach an updated organizational chart, and route it back to the HR Partner for review.
If a new or updated job description is not necessary or you are requesting a compensation review of an existing employee or job, the manager should complete a job evaluation questionnaire and return it, along with an organizational chart and employee resume (if applicable), to their HR Partner.
Once the HR Partner has agreed with the manager’s recommendations, they will forward the request to the HR Compensation team for review.
- Payfactors Job Description Guide
- Unsure what template to select? Utilize the DPS Titles Table to preview templates by job title.
- For best practices for writing a job description, refer to the Manager Reference Guide
Phase 3: Evaluate –
The HR Partner submits the job evaluation questionnaire, job description, organizational chart, and employee resume (if applicable) to email@example.com. The Compensation Department conducts the job evaluation. Please allow 10 business days for turnaround. Additional time is required for multiple requests.
If there are additional questions regarding the request, the compensation analyst will send a follow-up email or schedule a meeting. Once the request is approved, they will communicate the final decision to both the manager and the HR Partner.
Phase 4: Implement –
The Compensation Department returns the finalized job description with the appropriate job code, position title, and assigned salary grade that the manager will utilize to submit the appropriate transactions through Infor.
- 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