Competency Change
A Competency Change action is designed to change overall competency level of a position or a component competency to one that more accurately reflects the current work that is being done by that position. When appropriate, it is also how the employee's salary gets updated in association with the competency change.
Understanding the Competency Change process
To fully complete a competency change action it may require multiple steps. The only exception to the requirement of multiple steps is when the position is vacant.
The process is started by the department by initiating the action for a competency change. The action routes to the assigned Employment, Classification and Compensation (ECC) Specialist who reviews the request and makes the determination of the appropriate overall competency level for the position; as well as review each component competency to determine if changes are appropriate to one component or to the overall level. For a vacant position, this ends the process and updates the position with the new competency level. For a filled position, the position information is also updated with the new competency level when the EEC Specialist makes their determination. At that point, the electronic version of the Salary Administration Worksheet (SAW) is forwarded to the HR Facilitator as identified for the department . The SAW must be completed even if the employee is not receiving an increase. Once it has been saved, the workflow forwards back to the ECC Specialist for review/approval.
The steps to finalize the action are described below and are based on what data is requested and approved to be changed, and whether or not a salary increase is being granted.
If the action requested as a competency change resulting in a change to the position competency level and/or component competency, and the department is granting a salary increase, once the ECC Specialist saves the SAW, the CB Branch/Role Change Assign Base Pay browser in the Salary and Equity Container will be updated with an entry that must be processed by the department to finalize the action on the employee. This step is necessary to update the employee's salary in both the HRIS and Payroll systems.
If the action requested is a competency change resulting in a change to the position competency level and/or a component competency and the department is not granting a salary increase, when the ECC Specialist saves the SAW, the employee's history is updated in HRIS with the action type of competency change. The assign base pay workflow is not necessary as the salary or compensation data is affected by this type of change.
Accessing the Establish/Maintain Position workflow to process a Competency Change
Double click on Positions & Funding Container.
Identifying Position and Position Action type of Competency Change
1. Select Competency Change from the Position Action drop down list.
2. *Select an employee by double clicking on the Active Employees by Department browser.
3. Drill down to find the list of positions that the reclass request is for.
4. Drag and drop the position name to the lister.
5. Click New Action.
* Employee and position could also be identified by just keying in the seven digit position number in the position ID field.
Completing the Request Banded Position Action Form, pg. 1
1. Type the Requested Eff Date. That is the date that the department is requesting for reclass. This cannot be prior to today's date.
2. If the overall Competency Level is changing, click in the drop down field and select the appropriate option of Contributing, Journey or Advanced. If this change is for a component competency that does not change the overall level, that should be recorded in the comments on pg. 2.
Press F5 on your computer keyboard to go to the next page.
Completing the Request Banded Position Action Form, pg. 2
1. Validate Reporting Relationship, Work Schedule Info. and Payroll Info. Modify as necessary.
2. Add comments as appropriate.
Select File/save from menu.
Acknowledging System Warnings
HRIS will remind users to verify the position title and to indicate 10% shift differential if applicable.
1. If all information is correct, Click Do Save.
Note: If information needs to be adjusted, click close and make changes to the applicable fields. Once changes have been made, save the form again. The warnings will be displayed again.
Completing the Supporting Documentation Form
For certain position actions, supporting documentation will be required. Supporting documentation includes the position description, position competency review (PCR), and a current organizational chart.
1. Enter Date Supporting Documentation Sent.
Note: The date entered in this field starts the time clock for the receipt of the supporting documentation in OHR. Departments have 21 days to get this documentation in to OHR. If after 7 days from the date entered in the field and the documentation is still outstanding, HRIS will generate an email notification to the department as a reminder. A total of 2 reminders will be generated over the period of 14 days from the date entered. After 21 days without receiving the supporting documentation, the action will be returned to the department without action by OHR.
From File menu, select Save.
Accessing the Branch/Role change action from InBasket to process the SAW
Once the position classification decision has been made, the position information is updated with the new branch/role/competency data. At the same time the system sends the SAW to the inbasket of the person that is set up in HRIS as the department HR Facilitator for the department that owns the position.
1. From the Desktop, double click on the InBasket.
2. Once the InBasket opens, double click on the Branch/Role change action so it opens up to the SAW.
Processing the Department's Salary Administration Worksheet-SAW
1. Verify the new competency level under the Position Data section.
2. Enter the required Recommended Salary under the Salary Recommendation Section. (note: when you click out of the field, the market index field for the new recommended salary populates). This field is required. Actions for Branch/Role Changes that do not result in a salary increase require the current salary to be entered in this field.
3. Enter the required Justification for Salary Action.
4. Indicate Disciplinary Action as appropriate by clicking in the check box.
5. Validate Supervisor information and check the required approval check box to indicate that this action has the approval of the employees Supervisor.
6. Enter Department Head/Dean/Director information and check the required approval check box to indicate that this action has the approval of the Department Head/Dean/Director.
7. Double click to open the Maintain Branch/Role Comparisons Form on the right corner of the form to enter equity comparison information.
Completing the Equity Comparisons Form
1. Double click the Department Employees browser. If you have access to more than one department and you are comparing across departments, you will need to use the Employees by Department browser for any employee not in the home department of the employee receiving the salary adjustment.
2. Highlight employee with the same branch, role & competency level.
3. Drag & drop onto the Employee Name field under the Current Equity Comparison group box. If you need to list additional names, click add to obtain a blank line.
4. If there are no employees with the same title, type an explanation in the Comments field.
From File menu, select Save to return to the Department Career Banding Salary Administration Worksheet.
Validating Career Banding SAW
Validate information. Select Save from the File menu.
At this point, the SAW is routed back to HR to be reviewed by the ECC Specialist. Once the ECC specialist processes the SAW, one of two things will happen based on the overall changes approved on this Competency Change action. The action will either be completed and update the employee and position history inquiry forms; or additional steps will be required to update the funding and/or employee salary/compensation data. If the position is vacant, the position history and inquiry forms will be updated when the ECC Specialist completes the review and save of the SAW.
If the action is requested as a competency change where the result is a change to the position competency level and/or component competency, and the department is granting a salary increase, when the ECC Specialist saves the SAW, the CB Branch/Role Change Assign Base Pay browser will be updated with an entry that must be processed by the department to finalize the action on the employee. This step is necessary to update the employee's salary in both the HRIS and Payroll systems.
If the action is requested as a competency change where the result is a change to the position competency level and/or a component competency and the department is not granting a salary increase, when the ECC Specialist saves the SAW, the employee's history is updated in HRIS with the action type of competency change. The assign base pay workflow is not necessary as the salary or compensation data is affected by this type of change.
Note: If this action results in a salary change, the funding on the position must be changed to support the new salary before attempting to complete the CB Branch/Role Change workflow.
Initiating the CB Branch/Role Change - Assign Base Pay Workflow
Double click on the CB Branch/Role Change Assign Base Pay icon.
Note: The steps that follow are not necessary if the salary is remaining the same.
Identifying Employee
1. Double click on Department to drill down to list of employees that have Branch/Role Change actions pending completion.
2. Drag and drop selected name/position to the lister.
3. Click OK.
Acknowledge Approved Effective Date message & Setting the Event/Effective date
1. Acknowledge Approved Effective Date.
2. Click OK on the Approved Effective date message box and the Set Event Date box will be displayed.
3. Enter the *approved effective date in the Set Event Date box.
4. Click OK.
*The system will display the User Exit Warning and will not allow users to get beyond this point in the workflow until the approved effective date is entered.
Reviewing the Employee in Position Form
1. Validate Position Information.
2. Validate Reason for Position Change is set to Competency Change.
3. Enter Comments as applicable.
Select File/Save from menu.
Completing the CB Branch/Role Change Assign Base Pay Form
1. Validate Event Date. This should be the approved effective date of the action.
2. Validate the Status is Active.
3. Validate the Reason is RECLASS.
4. Validate New Pay Information.
From File menu, select Save.
Finalize action to send to Payroll
Click OK to forward the action to the appropriate offices with the final stop being payroll. Click End on lister.
This completes this workflow. Initiators should check the employee inquiry and employee history to ensure that the action completed by updating those forms appropriately, and to print a copy of the action if necessary.