What’s the timeline for this project?
- Up to this point, the timeline for the project has been as follows:
Timeframe Action Summer 2013 Project steering committee identified Fall 2013 Kenexa competency library identified and procured January 2014-March 2015 Development identified new job classifications through job family workgroups. Pilot job family workgroup identified. April 2015 “Road map” of proposed TEAMS classifications for all job families completed May-July 2015 Vetting with campus, revised as necessary; implementation plan developed Fall 2015 UF Classification and Compensation launched a process to match job titles with position descriptions Spring 2016 TEAMS employees assigned new job titles, as needed and were notified via campus mail Spring 2016 Initiated Final Review process via online form
Key steps associated with the implementation phase of the project:
Week Activities September 1, 2015 On Target job titles web site launched September 14, 2015 On Target toolkit, including instruction guides, completed (and will be available under the Resources section) September 17, 2015 Job codes finalized on the On Target job titles web site September 18, 2015 HR Manager Information Session scheduled September 21, 2015 Project Steering Committee Meeting scheduled September 25, 2015 Reclassifications with and without pay changes frozen. All other ePAFs may be submitted September 25, 2015 All classification specifications completed on the On Target job titles web site Week of October 5, 2015 Tuesday, October 6—Last day to post using “old” job codes
Tuesday, October 6—On Target job codes go live in myUFL
Wednesday, October 7—On Target myUFL file goes live
Wednesday, October 7—Begin to post using “new” job codes
October 7-21, 2015 Open comment and feedback period from university community November 20, 2015 On Target myUFL file closes Week of November 20, 2015 through March 2016 Positions reviewed to evaluate departmental mappings April 22, 2016 Effective date of most TEAMS titles Week of April 25, 2016 ePAFs to reclassify employees hired using old titles during the On Target implementation period can be submitted
- How will new job titles be identified for employees?
- Because UF’s classification system is out of date, job titles cannot be unilaterally updated by the Classification and Compensation team—that is, we can’t decide what new titles to recommend based on current or old titles. Instead, a file will be created and released in October to be updated by HR representatives in various colleges and work units, working in concert with their area’s managers, to choose from among the new job titles and recommend which of the On Target titles should be used for employees in their areas.
To assist with this, the titles have been grouped by family and then by series (to show levels of responsibility, authority, and complexity—and organizational relationship) on this web site as a reference to be used when completing the On Target myUFL file. The On Target myUFL file will need to be completed by November 13—at which point, the Classification and Compensation team will compare the suggested titles made by the university’s managers and HR representatives with the position descriptions on file in the myUFL system. This comparison will occur throughout the end of fall semester, with employees moving into their new titles throughout the spring of 2016.
Implementation of new titles is expected to occur by job family.
- Why do some of the classification specifications not have descriptions?
- The On Target project has been a gigantic effort. Some classification specifications are still being finalized—and we expect to continue to add and refine throughout the implementation phase as we continue to become clear about how best to meet the university’s needs. Your help in providing feedback as well as your patience are both greatly appreciated! Our goal is to have all the classification specifications completed on the On Target job titles web site by September 25.
- When will job codes, minimum qualifications, and salary ranges be added?
- Job codes along with tentative minimum qualifications are expected to be online by September 17. Salary ranges will be examined after implementation of new titles.
- What if an employee doesn’t meet the minimum requirements for the new TEAMS title?
- If an employee doesn’t hold a required degree or have the requisite years of experience for an On Target job title, he or she will be grandfathered into the new title. At this stage in the project, the On Target project team is more interested in assigning the right titles based on an employee’s current duties and responsibilities, than meeting these minimums. However, if a TEAMS title requires a specific license or certification, an employee will need to meet this requirement. We also expect to have a formal degree waiver process in place by fall of 2016.
- Will the use of working titles be affected by the On Target project?
- Given that a primary purpose of the On Target project is to identify titles that are accurate and reflect the work done by the TEAMS employees, it is expected that the On Target project will reduce the need to rely on working titles. Moving forward, Classification and Compensation in the Office of Human Resource Services will follow a working title policy that will include a review of proposed working titles when approving personnel actions to ensure the working title reasonably reflects the responsibilities and level of the employee in question.
Working title parameters:
- Do not use another University of Florida classification as part of a working title.
- Do not misrepresent the level of authority or responsibility of the position.
Working titles may be used to:
- Provide a more specific description of the function or work performed to better facilitate business communications.
- Align with professional/industry practice.
- What happens if I disagree with the new TEAMS title being proposed for me?
- If you have concerns about the title being proposed for you, please begin by speaking with your supervisor or manager to explain your concerns and to discuss the title you believe is a better match. Your area’s HR representative also can be a useful contact to discuss your concerns and questions. Our Classification and Compensation team will be reviewing recommended titles based on the position descriptions currently on file and will decide whether to move forward with each recommended title based on that assessment. In some cases, we expect the Classification and Compensation team will recommend a different title from the one submitted. Once your new title is implemented, if you still have concerns about the new assigned title, you may submit a request for final review, via an online form.
- Some of our employees’ job responsibilities span different job titles. How do we choose a title when the TEAMS employee’s role is a hybrid of two or more of the proposed new titles and descriptions?
- As you can imagine, it’s difficult to develop job titles to address all of the variations in job duties. Below is a hybrid job guide that describes recommended approaches when mapping those type of positions (click to embiggen).
- I need to reclassify a vacant position for posting. Should I use the position action code “CLP Classification Project” in ePAF when updating the position description?
- No. You should continue to use the “JRC Job Re-Classification” code. “CLP” is reserved for actions pushed automatically through the system as job families are implemented. The “CLP” code should also be used for individual ePAFs to reclassify employees who were hired using old titles during the implementation period.