Job Audit Manual Fourth Edition, February 2011
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2.2.3 DeterminationThe job auditor arrives at an appropriate classification determination for a position, drawing conclusions from an analysis of the accumulated information. This includes: reviewing and weighing information gained during the previous phases.
Take one of the following actions based on the classification authority you have been given and what you have concluded from your review: determine the appropriate class and complete the audit process; recommend the appropriate class, or ask that the position be evaluated by a Hay committee and that a new class be established. If your agency does not have delegated authority submit your recommendation in a memo to MMB-HRM and attach any correspondence from the requester, a position description and an organization chart. Classification recommendations to MMB-HRM: When a position classification determination would result in movement of a position into or out of the supervisory unit or into the confidential unit, submit a recommendation to MMB Labor Relations for final determination. See Appendix C.1 Administrative Procedure 6, “Bargaining Unit Changes,” and summary chart showing conditions under which audits must go to MMB Labor Relations. When a position reclassification determination would result in movement of a position into a class for which your agency does not have delegated classification authority, submit a recommendation to MMB-HRM. Provide the following information with any recommendations made to MMB-HRM: Audit cover sheet a cover memo outlining what is being recommended and the considerations that led to the recommendation; a position description; an organization chart; copies of all correspondence provided by the audit requester. When the final determination notice is received from MMB-HRM, inform the supervisor in accordance with your internal operating procedures. Explain how any incumbent will be affected. 2.2.4 NotificationThe job auditor is expected to notify the incumbent and supervisor of the determination. If the determination is different than requested, the job auditor sends a letter to the supervisor/manger explaining the basis for the decision. (Appendix B.4 Sample Letters and Memos) Before documenting a determination, it is generally good practice to contact the supervisor of the reviewed position to discuss your decision if any of the following apply. You have determined that a filled position should be classified at a higher level, but the change appears to be a “change in allocation,” rather than a “reallocation.” Your determination does not match what the requester proposed. You have determined that the position is properly classified as it is. Include the following in a memo to the supervisor of the reviewed position: what classes the position was compared to; why you determined that the position compared best to the current class; appeal information; and a statement that the supervisor should notify the position incumbent, if there is one, of the decision. Communicating the determination No change in classification: Provide the supervisor with a memo as described above. MMB-HRM does not need to be notified. A change in classification: Inform the supervisor in accordance with your internal operating procedures. When the classification is to be changed and the position is filled, explain how the incumbent will be affected. 2.2.5 DocumentationIn general, the audit documentation should be a written explanation of the job clarification, data gathering, analysis and recommendation functions the agency job auditor performs during an agency job audit process. Follow agency-specific guidelines for additional documentation policy/procedure. Create a written record of the audit (Job Audit Report). It is the official public document outlining all pertinent information used in reaching a classification decision. The record should include enough information to: identify the position that was reviewed and the classes and positions to which it was compared; describe how and why the final determination was reached (be specific); explain anything that was unusual or different about the determination from previous determinations. Other general considerations include: utilizing a consistent format (see Appendix B.3 Sample Job Audit Decision Documentation); being as objective as possible in presenting the material and reaching a recommendation; reporting the facts as you see them (avoid editorializing); reporting only the facts (avoid assumptions); and being concise and to the point, don’t generalize. What to retain Retain the audit determination documentation, the position description, organization chart and any relevant correspondence from the requester, which was not incorporated into the job audit report. What not to retain Don’t retain duplicate copies of anything, samples of work done by the incumbent, or handwritten notes that have no relevance to the determination or which were incorporated into the final documentation. How to retain it File all job audit materials for one classification together, so that they can be quickly and easily retrieved. Include all information retained for individual audits, class specifications, benchmark position descriptions and any other information about the class. File in the class files for each of the classes any new information that clarifies the differences between two or more classes. Establish a retention schedule or use the statewide retention schedule for completed audits. All audits should be retained for four (4) years. If an audit is the only one for a job class, you should keep it indefinitely. Audits submitted to MMB will be retained in Human Resource Management. Agencies should retain copies of what they submitted to MMB-HRM in their own agency audit files. Data Practices And Documentation Position descriptions, agency requests for classification review (job audit requests), memos concerning job audits and other supporting data is public information. Notices relaying determinations and explaining the analysis and rationale for a classification determination are also public information. Working papers, notes of conversations, and interviews and related materials prepared during the course of an audit are non-public. Information concerning an individual such as social security number, home phone number or street address contained in any of the public documents referenced above is private data. For more information on Data Practices see the Expanded and Revised Data Practices Manual at http://www.mmb.state.mn.us/doc/sema4/bull/1-18-11.pdf .
2.3 PROPERLY DOCUMENTED JOB AUDIT REQUESTWhat is a “properly documented audit request?” A properly documented audit request includes all the information necessary to make a classification determination on a position. It includes the following documents arranged in the following order: Job Audit Cover Sheet - (See Section 2.7 Job Audit Cover Sheet) Memo Organization chart (See Section 2.4 Organization Chart) Position description (Position Description Template) Supervisory questionnaire - (if needed) (See Section 2.6 Supervisory Questionnaire) Job Audit Request Form (See samples in Appendix B.1) Examples
Why is proper documentation important? Human Resource staff must require a basic level of information necessary to make a classification determination. The reviewer’s attention is better focused on arriving at an appropriate classification through review of documentation provided and comparisons with other State positions, than in researching for or requesting additional information and clarification about the position under review. Proper documentation is also important because the date it is received becomes the date used for calculation of back pay allowed in reallocations to higher classifications.
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