Performance Management & Compensation
- Creating PMTs
- Compensation Administration Handbook
- Performance Management
Newly Created Positions
All new positions must be approved through the annual Performance Planning and Budget process. The following procedures must be followed:
- Under the Resource Planning section of the Performance Plan, the Department Head determines the need for a new position and makes the recommendation to the appropriate cabinet member.
- All positions proposed during the performance planning process are submitted to the Division of Human Resource for salary, title and FLSA determination for inclusion in the proposed budget.
- If the new position is approved in the Performance Plan and in the Budget, the position is considered approved.
- Prior to beginning the search process, the hiring manager is responsible for developing a Performance Management Tool (PMT).
- The Performance Management Tool must be submitted to the Division of Human Resources for confirmation of job level, title and FLSA status.
- The hiring manager initiates the search process by
completing a Position Approval Form (PAF). (Refer to the HR
Policy Guidelines for the position justification and hiring
process.) Once a candidate has been selected, managers
should use hiring zones (as indicated on the chart on the
following page) to establish the appropriate starting
salary within the established hiring range. Salary offers
that are outside of the hiring range must be approved by
the Division of Human Resources.
Hiring zones have been established within each salary range as follows:
Zone 1 -- Developing Zone
Minimum to first quartile
- This is the entry pay zone for less experienced individuals
- Candidate has little or no direct specific experience
- Candidate may possess knowledge and skills, that, while not directly related, are transferable to the position
- Candidate possesses some of the desired competencies for the job
Zone 2 -- Market Zone
First to second quartile
- Candidate has applicable job experience
- Candidate possesses required knowledge, skills and competencies
- Candidate is expected to perform all/most aspects of job effectively and independently with a minimal learning curve
Zone 3 -- Performance Zone
Second to third quartile
- Candidate has had recent and progressively responsible job experience in a directly related position.
- Candidate may demonstrate unique knowledge or skill
- Candidate is expected to contribute significantly to the position with little to no learning curve
- * Division of HR approval is required to make an offer in Zone 3
Evaluation of Vacant Positions
- Under the Resource Planning section of the Performance Plan, the Department Head determines the need to reclassify a vacant position to a different level, and makes the recommendation to the appropriate cabinet member.
- Prior to beginning the reclassification request process, the hiring manager is responsible for developing a Performance Management Tool. The Performance Management Tool must be submitted along with a completed Request for Reclassification form to the Division of Human Resources for salary, title and FLSA determination.
- In order for the request for reclassification to be finalized, it must be approved by Human Resources, incorporated in the approved Performance Plan and included in the approved Budget.
The hiring manager initiates the search process by completing a Position Approval Form (PAF). Once a final candidate has been identified, managers should use hiring zones to establish the appropriate starting salary. Salary offers that are outside of these hiring zones must be approved by the Division of Human Resources prior to any offer being extended.
The Division of Human Resources may consider whether providing a pay increase, typically up to 5%, is appropriate when an employee is moving into a new position within the same level. In all cases, managers or the appropriate department administrator should consult with the Division of Human Resources for guidance in making an informed decision. No commitment should be made to employees regarding salary prior to having a conversation with Human Resources.
Evaluation of Occupied Positions
The Institute encourages lateral movement. It is essential that we develop and utilize our employee talent optimally and cross-train employees so that they may continue to add value to the organization. It is also highly beneficial to individual employees, as lateral movement broadens their base of knowledge and enhances their professional growth potential.
When it is determined that the position the employee is transferring to requires new and/or additional skills, and is more complex than the position the employee is transferring from, an increase may be appropriate. The hiring manager/department administrator should be able to articulate what those new skills are, and/or how the particular complexities of their department are different from those of the department the employee is transferring from. This is important so that, if necessary, the logic of the decision can be made clear to others. For example, a change in scope may mean that the employee's prior position did not include financial and budget responsibilities, but in the new position these responsibilities are a regular part of the job.
Transfers to a Position at a Lower Level
At times, it may be necessary for a staff member to transfer to a position in a lower job level. This most likely will occur as a result of a more appropriate fit between the staff member and the skills and competencies of a job in the lower category. In this case pay will be managed within the parameters of the salary for the new position. If the transferring staff member’s current salary is above the maximum of the new range, the staff member’s salary will be reduced to the new maximum.
Transfers that are the result of a search are processed using an employment transaction form. The following guidelines must be followed to process a transfer within the department:
- Under the Resource Planning section of the Performance Plan, the Department Head determines the need to transfer an individual and makes the recommendation to the appropriate cabinet member.
- As a part of the Resource Planning process, the reclassification request process must be initiated. The manager is responsible for developing a draft PMT .
- The draft Performance Management Tool must be submitted along with a revised organizational chart and a Request for Reclassification Form to the Division of Human Resources for salary, title and FLSA determination.
- In order for the request for reclassification to be finalized, it must be approved by the Division of Human Resources, incorporated in the approved Performance Plan and included in the approved Budget.
- At the time that the manager wishes to affect the transfer, the approved reclassification form, an electronic copy of the final Performance Management Tool and a transaction form must be submitted to the Division of Human Resources.