100. Classification Studies

Introduction

The State civil service Classification Plan provides a uniform structure for the allocation review, examining process, and compensation plan of its positions. Each position in State civil service is allocated to a classification based on duties and responsibilities which are formally documented in a class specification. Therefore, the effectiveness of the Plan relies on current and accurate descriptions of the duties, responsibilities, and qualifications of the classes.

Over time, there are likely to be some common occurrences which will require that revisions be made to class specifications. The occurrences may include:

  • changes in the duties performed, including elimination, restructure, or combining of work;
  • significant changes in technology;
  • new requirements, including licenses or certificates to perform the work; or
  • a variety of other changes in the nature and scope of State activities impacting the work and selection of staff.

In order to identify or clarify work changes, DPA and departments are responsible for conducting classification reviews or studies as necessary.

A classification study may be initiated by:

  • Departmental management (user departments or DPA), because of new or revised work, obsolete work, employee complaints/out-of-class grievances, etc.
  • Union, as a result of a negotiated contract agreement for a study.
  • Legislative mandates.

The results of these studies are used to provide the justification necessary to proceed with specification updates and changes to the Classification Plan, outlined in Section 105, Board Items.

This section is intended to assist departments in identifying key steps in conducting studies. The steps are:

  • identify the need for a study,
  • collect and analyze the data,
  • identify available resources, and
  • prepare the report.

Steps of a Classification Study

  1. Prepare project focus statement (purpose of study).
    • Based on preliminary data, determine the general scope of the project.
    • If a solution for the “problem” has already been identified (e.g., specified within a union contract), the scope of the project should be to validate/invalidate the solution based on findings.
  2. Create Work Plan with objectives and time frames.

Collect and Analyze the Data

  1. Review current data.
    • Gather information to identify issues, problems, perceived changes in work, or review specific contract language identifying a need for the study.
    • Preliminary methods may include meetings with stakeholders/user departments or selected departments and/or union representatives.
  2. Review historical data.

    Review background on classification structure, including: board item establishment; revisions; DPA salary history files (management only); Job/Test Validation Studies.

  3. Make determinations on what new data is needed and how it will be collected.

    Data collection method considerations will be based, in part, upon the purpose of the study and the time and resources available (e.g., a detailed study is not necessary for classification changes that may be processed through the State Personnel Board (SPB) Staff Calendar process, Section 105 of the DPA Classification and Pay Guide).

    Several methods may be used individually or in combination. The method used is dependent on such factors as type of job, number of jobs, number of incumbents, and locations of incumbents. Some frequently used methods include:

    • Incumbent interviews
    • Job Description Forms - to be completed by incumbents
    • Supervisor interviews
    • Use of Subject Matter Experts/panels
    • Structured questionnaires or job surveys
    • Task inventories
    • Observation of work performed
    • Incumbent work logs
    • Or a combination of the above such as WRIPAC short or long job analysis

    Other potential sources of data

    • Historical Board Items
    • Existing Class Specifications
    • Current Duty Statements
    • Organization Charts
    • Existing Validation Studies
    • Annual Reports (departmental/budgetary)
    • Salary History Files (@ DPA - management representatives only)
    • Existing Pay Differentials
    • Public/private classification and compensation practices (e.g., Federal Office of Personnel Management [OPM] )
    • Consultation with DPA Analysts

Identify Potential Resources/References

The following partial list is a starting point intended to provide a few references commonly used when developing classification studies.

  1. DPA Classification and Pay Guide
  2. SPB Personnel Management Policy and Procedures Manual
  3. SPB WRIPAC (Job Analysis) Training
  4. National Association of State Personnel Executives (lists all states)
  5. OPM list of federal professions (lists various professions)

Prepare the Report

  1. Analysis and Recommendation

    The format of the report should be similar to an issue paper, including:

    • Purpose of the Study
    • Historical Background/Summary {Optional}
    • Summary of Work Plan
    • Discussion of Methodology - Data Collection
    • Classification/Audit Analysis
    • Impact on Status of incumbents
    • Summary of Findings
    • Discussion of Alternatives {Optional}
    • Preliminary Recommendation Based on Findings
  2. Support for Study/Recommendations
    • Ensure support from user departments’ management; employees; union
    • Obtain feedback from stakeholders (e.g. Focus Group Meetings, etc)
    • Incorporate feedback into Findings/Recommendations
  3. Potential Outcome of Study

    The study may:

    • Validate current content of class specification(s)
    • Validate need for changes to classification(s)
    • Provide a basis for Board Item preparation
    • Fulfill contract obligation of class review