Title and Total Compensation Project

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Project Updates


TTC Project Status Updates Launch - August 2019

Sept-Oct 2019

Quickly catch up on the Title & Total Compensation Project: Watch a 19-minute video available on the UWS TTC homepage.

In August leadership at each campus was invited to complete a knowledge survey about TTC. The overall UWS results were shared at 9/20/19’s system’s shared governance meeting. Therefore, full results will be shared through a UWS TTC Project Update available on the UWS TTC homepageTTC Supervisor Knowledge Survey SummaryUW-Stevens Point Data

Titles and Job Descriptions

  • A review of the draft titles and standard job descriptions is complete! The job titles and standard job descriptions will remain in draft form until after employee-manager conversations December 1, 2019 through February 15, 2020.
  • Job mapping is taking place at the institutional level, where institution Human Resources offices will match each employee's current job title to a new job title, using the job mapping workbook and consulting with division leaders. Work on job mapping will wrap up during October.
  • UW-Stevens Point Human Resources will reach out to leadership in the coming weeks as needed to discuss certain titling.
  • Managers and employees will discuss updated job titles and job descriptions between December 1, 2019 and February 15, 2020.
  • While job titles and job descriptions may change, employees will not lose their jobs, employees will not need to reapply for their jobs, and the work done by employees will not change.

Benefits

  • A preliminary finding of the Employee Preference Survey showed the most valued UW employee benefits include: pay, healthcare benefits, retirement plans, paid leave, job security, and job flexibility.
  • A preliminary finding of the Benefits Value Analysis showed the UW System provides competitive benefits offerings across both university and Wisconsin peer groups, especially in the areas of retirement savings and health insurance.
  • Based on the Mercer benefits analysis and stakeholder input, the project team will recommend a long-term benefits strategy to enhance UW benefits offerings and help keep UW competitive within the market.

Compensation

  • This project creates the foundation for a market informed UW System compensation structure. Employee pay will not be cut. Employee pay will also not be increased as part of this project. Any increases in pay are out of the scope of this project and would need to be funded and planned over time by leadership.
  • After the title structure is finalized in March 2020. the compensation structure can be finalized, which means that your job title will have an updates salary range. More details will be forthcoming in March 2020 about updated salary ranges.
  • Work is still being done to determine and document all of the methods for pay adjustments and career development that will be available in the future

Coming Up:

  • September 27, October 24, and November 15: UW System will host virtual town hall meetings.
  • December 1, 2019: Job titles and standard job descriptions will be posted online in conjunction with employee-manager conversations.
  • December 1, 2019 – February 15, 2020: Employee-manager meetings will be held. Managers will meet with employees to explain and verify the new job titles and job descriptions that capture the work being performed.
  • March 1, 2020: Job titles and job descriptions will go-live.
For up-to-date information about the Title & Total Compensation Project, visit the UW System Title & Total Compensation Project website. Answers to frequently asked questions can be found on the UW System FAQ page.

Nov 2019

Welcome Troy Espe as a Faculty Representative to the UWSP TTC Project Team to support and champion the project!

Final Virtual Town Hall Meeting is November 15th at Noon. Join by visiting the UWS TTC homepage on the day of the meeting.

Titles and Job Descriptions

  • UWSP's initial mapping is complete (Phase 1).
  • Human Resources reviewed many position descriptions and had conversations with many supervisors to support the initial mapping phase. We understand in some cases further discussion and review are still needed.
    • To understand the foundations of mapping, please reviewHow We Mapped Quick Guide which comes from the mapping training HR received.
  • Project timelines have been extended to allow time to confirm the best standard job description and job title matches. Therefore, previous communications about December 1st being the go-live date for manager-employee communications has been moved to mid-December.
  • We are moving into Phase 2 of Standard Job Description and Title Mapping: Leadership’s mapping review & UWS Review for Consistency.
  • November 11, 2019: Job Titles and Standard Job Descriptions will be posted on theUWS TTC webpage.
  • This phase will last through November to mid-December.
  • During this time leadership will also receive training for manager-employee standard job descriptions and job title under TTC conversation
  • Phase 3: Manager-Employee Conversations (Mid-December 2019 to March 2020).
    • Once Phase 2 is complete, managers will be able to meet with employees to explain the new job titles and job descriptions.
      • Employees can confirm that their new job description captures the work they do.
      • Employee feedback and questions are appropriate, valid, and expected during the employee-manager conversation.
    • If a staff member disagrees with the standard job description determined, a discussion between the manager, HR, and staff member will occur.
    • If after the dialogue a staff member still does not agree with the determination, they may make a formal appeal.
      • The formal appeal process is still being finalized and will be communicated as soon as possible.
This project will finalize in Spring 2020.

Career Development

Progression Versus Promotion has started to be socialized more formally. This was discussed at the November 1, 2019 Joint Governance TTC Project Update. Visit/watch the UWS TTC webpage for the final version slides to be available. Additionally, if you have not done so already, watch theWhat is a Career Path video for foundational information.
  • Institutions are responsible for creating career development programs and/or updated compensation philosophy programs.
  • Reminder: Communication through forums and at shared governance meetings has been consistent about a formal updated career development program and compensation philosophy compensation program.
  • Due to the budget, UWSP is currently working on several updated compensation pieces, more will come with the roll out of TTC.
  • By late spring, the formal career development program will be available to support career progression and promotion.
Benefits
  • A summary of the benefits analysis findings is available on the TTC website.
  • Based on the benefits analysis and stakeholder input, the project team will recommend to the Board of Regents and UW System leadership a long-term benefits strategy by January 1, 2020 to enhance UW benefits offerings and help keep the UW System competitive within the market.
Compensation
  • Individual questions about pay and a plan for a minimum base wage are outside the scope of the TTC project.
  • Introducing compensation before or during the title discussion may introduce an unintentional bias towards higher or lower titles. Focus on the work being performed and the job alignment.
  • It is important to have market-informed titles because it allows the UW System to compare what other employers are paying for similar work.
  • One of the ways UW System retains and recruits top talent is by having a sound approach and philosophy that allows us to compete for talent with those organizations we hire employees from and lose employees to.
  • The goal is to keep people at the UW System and provide them the ability to grow within the new Job Framework and compensation structure. Once a market-informed structure is created, the project data will be used to address issues for current employees as well as in recruitment. The TTC Project allows UW System leadership to gather the necessary title and compensation data to look for solutions instead of admiring the problem.

Dec 2019

Phase II Mapping at UWSP is continuing! This phase is being extended within UWS overall due to the extent of reviews to ensure people mapped accurately.

Newer Resources:

4-minute Video: Employee Conversations

Learning Series Document: What to Expect During the Employee-Manager Conversation

Next Steps:

  • For UWSP, managers will receive communication to start conversations on/by January 6, 2020.
  • Manager-employee conversations may start once they receive that communication for positions which are finalized from Phase II.
    • Since the manager-employee conversations are dependent on the Phase II mapping review being finalized, some manager-employee conversations may not occur until February or March.
      • The expectation is that if an impacted employee's mapping is still being reviewed beyond early January, the manager is keeping the employee up to date with as much information as possible regarding the timeline for the conversation.

Other Timeline Implications:

  • In late spring employees will receive official communication from UWS regarding their updated title. The communication will be prior to the appeals process timeline.
    • Titles will not be official now until July 1, 2020.
  • Business Titles:
    • During the manager-employee conversation, a Business Title may be discussed.
    • Please reference the Business Title Guidelines for initial guidance. Additionally, Business Titles are used when there is a legitimate business reason.
    • Business Titles will be finalized after/as we completely finalize mapping and are approved by HR.

January 2020

UWS Update sent via email to all Faculty and Staff on 1/23/2020.

February 2020

Updates made via Faculty Council, Academic Staff Council, and University Staff Council.

Information being reviewed for official updates.

March 2020

As this is an iterative process, many items over the last month have been in review for possible updates or confirmation. Shared Governance groups: FC, ASC, and USC have been kept up to date via council meetings.

Standard Job Descriptions (SJDs), Mapping, and Employee-Manager Conversations:

Many supervisors had employee conversations during that last couple of months. If your supervisor hasn't spoken with you yet officially for your mapping, that is okay! Several supervisors are waiting to have conversations as several job families had positions which were being reviewed for SJD updates such as title, responsibilities, education level, and/or FLSA exception status. HR is reviewing and coordinating with supervisors to make appropriate updates.

There are several items which have been reviewed or are being confirmed to ensure mapping is finalized accurately. These items are listed below.

  • Employees need to be mapped to a role in TTC that is the best fit based on their current Fair Labor Standard Act (FLSA) status (i.e. exempt or non-exempt/hourly)
    • It is important to note that the role expectations should not change due to mapping
  • Any ongoing changes to the role which are substantial or may impact FLSA exemption status (this includes title changes) must be done so outside of TTC via current UWSP HR processes.
  • Functional Manager versus People Manager
    • SJDs with 'Manager' in the title reflect functional or people manager duties.
    • SJDs with 'Manager' in the title are being updated by UWS to ensure that supervisory duties are listed as 'may'.
  • Lecturer Titles:
    • Official Title of Record: Lecturer
    • Business Titles may be used to differentiate between the Lecturer levels currently used by an institution
      • Faculty and Instructional Academic Staff shared governance will need to determine if they want to update any processes for initial or progression series.
    • For more information, an IAS Town Hall Forum will be on March 12, 2020.
  • Teaching Professor must be reviewed and approved through the institution via Shared Governance:
    • Faculty and IAS shared governance review will be coordinated once further UWS guidelines are available.
    • Generally, this means that current Lecturer series roles will be mapped to Lecturer within TTC
    • Given the timeline to finalize mapping during this project, the Teaching Professor title, if approved for use within UWSP shared governance will not be ready when we finalize this project within UWS.
      • Thus, the timeline for any mapping changes which may be needed for those mapped to Lecturer will be done in a timeline in accordance with shared governance review versus the UWS mapping timeline.

Watch for More Guidance to Come:

  • Lead versus Supervisor versus People Manager role guidelines

Benefits

Have you reviewed the current information on the benefits review and results? Reference the UWS January Update PPT slides 15 – 24 to learn about how UWS compares in benefits, what Faculty and Staff value the most, and additional opportunities to improve.

April 2020

Due to the current situation of COVID-19, TTC implementation is delayed for at least three months. An official updated timeline will be available in the near future.

The project is expected to continue at a slower pace as HR departments continue to respond to COVID-19 related needs. Employee-manager conversations are considered on hold.

Updated items:
  • The SJD Library is updated and considered closed for updates.
    • This means that all positions which are posted are the ones available and the information available within the SJDs are considered finalized.
    • UWSP HR will be reviewing any previous requests for mapping changes, FLSA needs, or new title requests to ensure employees are mapped according to the guidelines in place.
  • Supervisor, Manager, and Lead Workers

June 2020

  • In response to the unknown variables of the COVID-19 pandemic, the University of Wisconsin System in consultation with UW-Madison, will extend the TTC Project timeline and target an implementation date in later 2021 for new job titles and job descriptions.
    • Given the unknown health and safety risks and other variables we are unable to provide an exact timeline. As new information becomes available, we will provide updates, continue to engage employees and seek guidance from the Joint Governance Advisory Group. The TTC Project Website remains the source for project communications, updates, and resources. Employees may also get in touch with their institution Human Resources departments for more information.  

  • Employee-Manager Conversations are on hold until further notice. As our plans become more clear in the coming months, we will provide guidance on when employee-manager conversations can resume. This will allow for employees, supervisors, and system institutions to focus on more pressing pandemic issues and ensure employee conversations related to TTC title and job descriptions can resume in a safe environment.
  • In the interim, we will sustain momentum on the TTC Project by leveraging this time as an opportunity to consider elements that were scheduled for future project phases. This includes starting the visioning process for a long-term comprehensive compensation and benefits strategy. All TTC project activities will inform the future 2021 implementation efforts.