Executive Summary converted into a communication email format for management:
Deans Office Job Description Project
Executive Summary
Project
Capture all* existing Deans Office position JDs so that there is a one-to-one relationship between all existing positions. Catalog JDs and department position rosters in Box folders available to each unit/sub-unit manager/director. Update any JDs that are not current and create any missing JDs.
Problem/Opportunities
The Deans Office has less than 30% of current positions unique JDs on file within Compensation or HR.
Historically there has been no standard location, organization, or naming convention used for existing JDs (by HR or Comp).
Most departments do not have records of existing classified JDs to be used when making position or compensation requests.
Best practices dictate each employee/position needs to have an updated/current JD on file.
HR has worked for the last two months to go through digital files and locate existing JDs to match up with the position control roster maintained by Finance to determine any gaps.
HR has updated the naming convention on all existing Deans Office JDs so that records can be easily searched, and organized these into sub-unit folders.
Our Solution
HR will collect all existing JDs, match to current positions, and create a roster for each department.
HR will create (and maintain) an organizational system in Box for every business unit, shared with each department, to house existing JDs and corresponding employee position rosters.
HR will work with all departments to update JDs and create any missing JDs (to be worked on my Comp for classification), then organize using a standard naming and filling convention.
Moving forward, HR will maintain rosters and files of JDs to which department management will have access for each sub unit. HR will plan for quarterly audits, and twice-yearly reviews with management (corresponding to appropriate benchmarks like performance evals).
HR will work with Compensation on any new initiatives to update/catalog JDs (potential database solutions, etc.), but this allows for us to have an updated baseline.
What we are asking of management
Deans Office HR will reach out to and work with unit leads or designees to confirm, collect, review, and create any department JDs until all employee/existing position JDs have been appropriately captured.
Project Timeline
Dec. 6: Launch project to unit leads via email and introduce project, supporting materials, and project staff
Dec. 6-Jan. 21: Manager Review (with HR Assistance)
-Review existing JDs
-Create missing JDs
Jan. 24-28: HR compile folders, finalize data, hand off-to Compensation for any new calibrations
