COMPENSATION PERSPECTIVES

IMT Considers Agency Suggestions

A summary of the results from the Compensation Reform Survey was published in the April issue of the AHRS Periodical. The Implementation Management Team (IMT) met recently to discuss agency suggestions for improving the compensation management system.

Some of the improvements requested by agencies already are available under the current program.

• Agencies expressed an interest in returning to a five-level performance rating system. Agencies have the authority to implement four or five-level rating schemes that then convert to the three levels defined for the statewide system.
• There were also suggestions to streamline the paperwork required to document pay actions. Agencies have the authority to modify the Employee Work Profile, Pay Action Worksheet and related forms provided the documentation is sufficient to support the pay action.

Suggestions that the IMT will explore include:

• Improving the precision within the job structure while maintaining its flexibility
• Expanding the salary reference data to include more local, versus metropolitan sources
• Reviewing the adequacy of caps on In-band Adjustments
• Increasing the cap on Recognition Awards
• Reviewing the use of Upward Role Changes
• Amending the definition of the In-band Adjustment for Retention
• Requiring expiration dates for Temporary Pay
• Reviewing pay actions that address a reduction in duties

The need for a stable funding mechanism was expressed by nearly every survey participant, and continues to be a priority for the IMT.

Other issues considered:

• Continuing to allow Competitive Salary Offers between agencies. The IMT chose to retain this feature of the compensation program. Agencies have the prerogative to use this tool or not, and to establish internal controls to manage potential abuse by employees.
• Strengthening the central evaluation of agency pay practices. DHRM chose to continue the current practice of reviewing pay action reports on a monthly basis and contacting agencies regarding actions that appear inconsistent with Agency Salary Administration Plans and/or state policy. Agencies will continue to provide documentation on exceptional actions approved by the agency head.
• Revising the job structure so that supervisors and employees are not in the same role and pay band. This arrangement is consistent with the design of broadband compensation systems. The IMT chose to retain the broad role descriptions since agencies have the authority to adopt descriptive work titles and hiring ranges that distinguish levels of expertise and authority.

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More Career Planning and Development Tools

Career Guides for 100 Commonwealth occupations are now available on the Virginia Jobs web site at http://jobs.state.va.us/cc_planningctr.htm . Career Guides are designed to help employees, and prospective employees understand their occupation, career path(s), and what they may personally need to do to develop, advance, or change careers.

Guides are being developed for all major occupations within the Commonwealth's Job Structure, and can be used by agencies to augment Career Development programs and activities. One-on-one career counseling also is available for state employees in the DHRM Career Center. For additional information contact Pat Waller at pat.waller@dhrm.virginia.gov

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Naming Organizational Elements

During agency reorganizations, human resource staff are sometimes asked to help name the new parts of the agency. In such situations, it may be helpful to consult Section 2.2-600 of the Code of Virginia, s standard nomenclature to be employed when naming organizations.

This code section requires that the terms, “department,” “board,” “commission,” and “council,” be used for an agency (i.e. an “independent administrative entity') or the body that supervises, regulates, or advises an agency. The term, “office,” is restricted to the administrative entities representing the Governor, Lieutenant Governor, Attorney General, and cabinet secretaries.

Agencies or institutions with unique characteristics, such as libraries, museums, and universities, may have names that describe them as such and are not bound to the naming conventions in code section 2.2-600.

According to the cited code section, it is generally inappropriate for a portion of an agency to be called a “department.” Terms that are specifically identified in the code for naming elements of an agency are “division,” “bureau,” “section.” and “unit.” Other terms may also be used.

Adhering to the naming convention prescribed in the code should provide clarity and exactness to communications with employees. When naming an organizational element, consider going beyond the guidance in the code to avoid the confusion that can be caused by names and acronyms that are similar to others.