I.BACKGROUND
Briefly describe the nature of the work performed in your unit of the agency.
II. KNOW HOW
a. MANAGERIAL SKILLS (Integrating Know-How)
Do you manage more than one functional area – e.g. accounting and food service? If so what areas?
b. TECHNICAL SKILLS (Depth and Breadth of Job-Specific Knowledge)
Discuss any special technical knowledge and/or skills that you or your subordinates need to know for successfully completing their work assignments (e.g. required certifications or degrees,
specialty areas of knowledge, rules and laws, unique
processes/systems and/or products). How is this knowledge/skill obtained?
c. HUMAN RELATIONS SKILLS
Elaborate on your supervisory responsibilities. Do you hire, fire, resolve grievances, and assign work among work crews or geographical areas, etc.? If you do not supervise what kind of relationships do you have with your customers?
III. PROBLEM SOLVING
Provide two examples of difficult, but typical problems that you face on your job (problems should be recurring, not one time situations). What types of problems do you deal with? How are problems solved?
4th Edition Hay Operating Manual 2011 52
IV. ACCOUNTABILITY
Provide the amount of your annual budget. Include your role in developing the budget, allocating money for salaries and materials.
a. FREEDOM TO ACT
What constraints limit your actions – e.g. laws, policies, supervisory approvals, etc.? What kind of direction do you receive from your supervisor? What kinds of decisions are made higher up?
b. IMPACT ON END RESULTS
What is the primary purpose of your job? Describe how your job impacts the goals of the agency. What is your role in the agency – e.g. advisory/interpretive, leading/guiding?
4th Edition Hay Operating Manual 2011 53
HAY Presenter Checklist
A Dozen Tips
Each Hay session is a “Moment of Truth” for the Hay job evaluation process. All at one time and place, customers (State Managers and Supervisors), partners (Agency personnel), and technical service providers (Hay Raters) come together to produce a quality Hay rating. This checklist will aid HR in guiding the presenter and toward a high quality, efficient process and result.
Determine how well the presenter is prepared: Yes
1. The presenter can clearly explain the job, its place in the
organization, how the job has changed (if rating already exists) and can provide documentation to support the changes.
No
____ ____
2. The presentation incorporates the key elements of Hay: Know How, Problem Solving, Accountability and Special Conditions, especially related to changes.
____ ____
3. The presenter has prepared a written outline and done a trial run with the appropriate supervisor and/or facilitator of the Hay session.
____ ____
4. The presentation has been “culled” to weed out extraneous content.
____ ____
5. The presentation has been timed and is not longer than about 15 minutes.
____ ____
6. The presenter understands the context and framework of the
position in relation to other classes that already have Hay ratings. ____ ____
7. The presenter has been briefed on existing class possibilities. ____ ____
8. An anticipated timeline has been explained to the presenter as to
when the results of the Hay session may be available. ____ ____ 9. The presenter has been “schooled” as to how compensation may be
determined in terms of conversion tables, internal relationships/equity and market conditions.
____ ____
10. Visual materials are in order such as: • Position description
• Org. chart with Hay ratings • PowerPoint or Handouts • Work Samples if appropriate
____ ____ ____ ____ ____ ____ ____ ____
11. The presenter is aware that the Hay committee will ask questions and possible questions have been anticipated.
____
____
12. The presenter is aware that he/she will not be present when the Hay Committee actually discusses and comes to consensus about the rating.
4th Edition Hay Operating Manual 2011 54
HAY EVALUATION WORKSHEET FOR RATERS
Initial Ratings
Know-how Problem –solving Accountability Special
Slot Points Slot (%) Points Slot Points Profile Conditions Total pts
Before presentation ( ) ___-___-___ ( ) ___-___-___ ( ) ___-___-___ After presentation ( ) ___-___-___ ( ) ___-___-___ ( ) ___-___-___
After committee discussion ( ) ___-___-___
( ) ___-___-___
Your final rating ( ) ___-___-___
Committee final rating ( ) ___-___-___
JOB TITLE EVALUATION RATIONALE/COMMENTS
KNOW-HOW
Clarification, additional data not covered in job description, etc.
PROBLEM SOLVING
ACCOUNTABILITY Freedom/Empowerment
Impact/Magnitude
4th Edition Hay Operating Manual 2011 55 The three or five person committee
design, Job Profiling and Sore-Thumbing are three quality assurance elements that are built into the Hay committee rating process itself. After the Hay rating committee finalizes the rating(s), the facilitator documents the findings in a standardized format provided by MMB called the “Hay Quality Assurance Summary” or “385” for the old form number.
The 385 form is MMB’s primary record that a Hay rating has taken place. It is used for many reasons including Quality Assurance and as of 2003 also used to document and track individual
participation on rating teams for the annual Hay Certification. [R = required fields]
An excerpt of the form is provided here. NOTE: All ratings must be recorded on the 385 form regardless of the outcome. See Chapter __ for more discussion on Outcomes.
Hay Quality Assurance Summary
Date(s) of Rating(s)R: Location:R
Facilitator name R: Title Agency R
Delegated to Agency R: Yes No
Quality Assurance Measure - Effectiveness: Number of Hay raters and agencies (statewide perspective). Certified/provisional – encourage raters to be active? Presenters (Subject matter experts). HR involvement in the process?
Hay Committee (There must be at least 3 raters. Five rater teams are recommended) NameR Department R Rater 1R Rater 2R Rater 3R Rater 4 Rater 5 Observers Observer 1:
(Please list name(s) & Department(s)of each observer)
Observer 2: Observer 3:
Presenters Presenter 1:
(Please list name(s) & title(s) of each presenter) Presenter 2:
Presenter 3: Presenter 4:
Quality Assurance Measures – Efficiency, Effectiveness and Accuracy: Number of Hay ratings completed by committee. # of Hay rating completed in one session or rescheduled to another session. Results in use of an existing class (managing the classification system)? Do the rating numbers add up? Is the slotting based on the long and short profiles? Does the rating compare to other rating in the same class series? [NOTE: Position ratings may differ from
POSITION(S) RATED/RESULT(S)