Career Roadmap Update October 17 2019 Todays Agenda

Career Roadmap Update October 17, 2019

Today’s Agenda 1 Career Roadmap Overview 2 Career Roadmap Basics 3 Mapping Timeline and Process 4 Toolkit Review and Mapping Demo 5 Spotlight: Academic Administration Function 2

Career Roadmap Overview ~1991 / 4805 OSU Manager Respondents: 41% Response Rate 140 / 200 HR Respondents: 70% Response Rate Q 1 – I am confident that the salary ranges reflect market competitive pay for Ohio State jobs. Q 2 – I believe our job catalog is comprehensive in describing jobs across all of Ohio State. Mgr. HR HR Q 3 – I believe our job catalog provides consistent job descriptions across all of Ohio State. Q 4 – The Ohio State job catalog helps staff see a potential next step in their career. Mgr. HR HR Q 6 – I have information I need to help differentiate one job level from the next job level. Q 5 – I am confident our salary structures are regularly updated to keep pace with the market. Mgr. HR HR Strongly Agree or Agree Neutral Disagree or Strongly Disagree 3

The Big Picture and Overview Competing for talent in both the public and private sector. Career Roadmap is the framework that will allow Ohio State to compete on the same playing field. Higher Education Private Sector 4

Career Roadmap Overview Career Roadmap is a comprehensive job family model and compensation structure designed to attract and retain talent to the university Career Roadmap will provide employees, managers and HR with: Visible Career Paths ‒ Career path opportunities seen through a new Career Framework for better talent discussions Common Language ‒ A common way to describe jobs and career levels across the Campus and the Medical Center Market Relevance ‒ Consistent alignment of jobs to market competitive salary structures for informed decision making Over time, Career Roadmap will help leaders better address workforce needs and enhance Ohio State’s reputation as an employer of choice 5

Career Roadmap Overview For the purposes Career Roadmap position mapping, supervisors = supervise at least one in scope staff Physician Student employee Administrative & Professional Staff In Scope for Career Roadmap Civil Service Staff Out of Scope for Career Roadmap Faculty member Athletic coach Executive Bargaining unit Note: May be required to review mapping for any in scope direct report positions 6

Career Roadmap Overview Not changing as a part of Career Roadmap… Changing as a part of Career Roadmap… • Base pay for current employees will not be reduced by Career Roadmap. • More clarity about where each staff position fits in the career framework. Staff will have more confidence about where a job fits within the broader organization and what qualifications are needed for the next step in their career. • Job duties of current employees will not be changed. • The university will continue initiatives to identify, develop, retain, and reward talent, including the annual merit compensation process. • New job function, subfunction, career band career level associate with each staff position. • New job titles. 7

Career Roadmap Basics Career Framework Job Function Broad Grouping of Occupational Disciplines Sub Function Recognized Occupational Discipline Career Band Career Level Individual Contributor Series Technical Clinical Specialized People Leader Series Managerial Executive * T 1 Entry C 1 Entry S 1 Entry M 1 Associate Manager E 1 Associate Vice President T 2 Experienced C 2 Experienced S 2 Experienced M 2 Manager E 2 Vice President T 3 Senior C 3 Senior S 3 Senior M 3 Associate Director E 3 Senior Vice President T 4 Lead C 4 Lead S 4 Consultant M 4 Director E 4 Executive Vice President S 5 Expert M 5 Senior Director* E 5 President S 6 Principal* The Career Band Career Level Guides provide definition and differentiation 8

Career Roadmap Basics Career Band Guide Job Profiles draw upon components of the Career Framework Job Catalog Career Level Guide 9

Career Roadmap Basics (Refresh) Career Roadmap Outcomes: Career Framework to provide consistent way to level and value jobs Job Catalog organized into job functions and subfunctions Salary Structure aligned to all jobs via survey benchmarking Salary Administration Policy updated for Career Roadmap Annual Review Process updated to keep Career Roadmap market relevant 10

Career Roadmap Basics Staff Employees Transparent career paths and pay ranges will help staff plan their own careers within the university and medical center. Managers HRPs More easily be able to compare an employee’s performance to their position in Career Roadmap for potential development. Each career level will include the basic requirements to be achieved. Compare jobs in your department with similar jobs in other units. Advance within the career framework based on your skills, experience, performance, and the business need. Streamlined review processes with simpler self-service will reduce time HR professionals spend on transactional tasks and enable them to advise managers in a more strategic capacity. You can more easily evaluate a job posting as a promotion or lateral career move. Reference Career Roadmap pay ranges with HR professionals to determine pay for jobs. Colleges and Units Standardized pay ranges and consistent job functions will foster equity from one unit to another. Pay ranges and job profiles aligned with external market data, supporting strategic recruiting and benchmarking 11

Career Roadmap Basics 1 Design the Career Roadmap solution 2 Engage stakeholders to define the job catalog 3 Benchmark jobs 4 Position mapping and validation 5 Calibrate position mapping 6 Resolve crucial questions 7 Employee Confirmation of position mapping 8 System go-live 12

Mapping Timeline and Process WE ARE HERE Oct - Jun The Ohio State Job Catalog is built; with 350 stakeholders across OSU 2018 Launch Career Roadmap Oct Sep – Dec Managers and Units complete position validation 2019 Compensation team takes first pass at mapping 30, 000 positions Jul Jun - Aug Pause for Workday Go Live Jan Career Roadmap Go Live 2020 Ohio Sate leaders review outcomes and finalize position mapping Jan - May 2021 Employees see mapping results and complete review process Aug - Nov 13

WE ARE HERE HR Preview Outcomes: ü Plan unit work and communicate ü Quick review of Function, Sub. Function, Career Band ü Confirm data is ok for next step Timing: Who Owns: Who Supports: Future Training: Aug 5 – Sep 27 SHRP/HRBUD Comp Team, HRP Supervisor Validation Validate: ü Function ü Sub-Function ü Career Band ü Career Level Unit Mapping Timeline and Process Validate: ü Function ü Sub-Function ü Career Band ü Special attention to Career Level HRP, Employee, Unit Leader SHRP/HRBUD, Unit Leader, Supervisor Oct 1, 2, 3, 7, 8, 9 (Supervisor webinars) ü Review for consistency ü HR/Unit leaders align on unit outcome and questions resolved ü Touchpoint with supervisors to discuss updates Nov 12 - Jan 10 Sep 30 – Nov 8 Supervisor Unit Reconcili ation HR Validation SHRP/HRBUD Unit Leader, HRP Oct 24, 29 (SHRP/HRBUD webinars) 14

Toolkit Review and Mapping Demo Pre-Validation 1 Validation Steps 2 - 5 CR Fundamentals e. Learning 1 Review position documentation START 2 Select the Job Function 3 Select the Sub Function 4 Select the Career Band Ohio State Job Catalog Position Assessment Form or existing PD 6 4 5 Select the Career Level 6 Record mapping changes & 5 Mapping Guidelines Career Level & Band Guide https: //hr. osu. edu/career-roadmap/position-mapping/ Position Mapping Tool & Job Aid 15

Toolkit Review and Mapping Demo Employee #1 Function Subfunction Career Band Career Level • Current Classification: 6820 Program Manager Quality Instructional Design Technical M 1 • Working Title: Assistant Director • Reports to: Director Level Agricultural Operations Instructional Aid Clinical M 2 • Position Description: Direct and Supervise the coordination of all department course offerings with emphasis on laboratory and recitation sections; Develops course content; recruit, train, supervise course coordinators, collaborate with faculty and program staff to facilitate TA training Information Technology Extension Educators Specialized M 3 Education Tutoring Managerial M 4 Athletics Education Program Executive M 5 Nursing Early Childhood Education • Direct Reports: 3 Career Roadmap Title: Manager, Instructional Design 16

Toolkit Review and Mapping Demo Employee #2 Function Subfunction Career Band Career Level • Current Classification: 6820 Program Manager Imaging Event Management Technical M 1 • Working Title: Assistant Director • Reports to: Director Level Agricultural Operations Graphic Design Clinical M 2 • Position Description: Acts independently in owning his/her own portfolio of events, with a focus on development events, ceremonies, dignitary visits, and other high-portfolio events and will supervise event manager(s) who manage their own portfolio of similar events. Create processes and guidelines to bring consistency and standards to events Legal and Compliance Media Relations Specialized M 3 Marketing and Communications Photography Managerial M 4 Health Plan Public Relations Executive M 5 Human Resources Social Media • Direct Reports: 6 Career Roadmap Title: Associate Director, Event Management 17

Spotlight: Academic Administration Function

Academic Administration Function Description: Academic Administration provides a range of strategic and administrative enrollment processes and support programs and services that ensure effective intake of students, provide the means for success during the academic experience and after graduation. Includes development, delivery, measurement, evaluation, and continuous improvement to optimize effectiveness with relevant audiences. In any area, roles may focus on processes or programs serving domestic or international populations, underrepresented groups, honors and scholars, cross-disciplinary initiatives, etc. Call outs: v Primarily divided into Support for Success, Admissions, Processes, Multi-Role 19

Subfunctions 11 Total Subfunctions Focus: Support for Success Focus: Processes Career Services Academic Success and Enrichment Undergraduate Academic Advising International Programs Student Service Center Registration and Records Student Financial Aid Focus: Admissions Focus: Multi-Role Undergraduate Admissions Graduate and Professional Admissions College and Regional Recruiting and Enrollment Academic Program Services 20

Subfunctions Support-for-Success Focused Career Services Academic Success and Enrichment Focuses on career planning, professional development and hands-on experiences to prepare undergraduate, graduate and professional students and alumni for postgraduation employment, marketplace visibility, branding, et al. Clinical band Jobs are Licensed counselors; also require Master’s (*). Plotting the course and preparing for the after-college experience Academic Success and Enrichment is about enhancing students' techniques and skills for learning, managing challenges. Enabling the most positive and rewarding academic experience. Undergraduate Academic Advising undergraduates on fulfilling their goals and communicating policies, processes, programs, requirements. Requires Master’s (*). Educating students on the academic opportunities and options; enabling sound choices. International Programs Ensuring successful inbound and outbound initiatives and experiences, subject matter expertise on laws, regulations and policies; compliance/reporting. Information to ease exit/entry, travel risks, contingencies. Primary university source for international needs. (*) Overrides the CL requirement 21

Subfunctions Admissions Focused Undergraduate Admissions Graduate and Professional Admissions College and Regional Recruiting and Enrollment Central admissions applications reviews, systems data inputs and maintenance, and admissions recommendations and decisions. Interactions with applicants, recruiting programs. Decisions on general admission to the university reside here. Centralized admissions applications processes, systems. Collaboration with colleges’ graduate/professional staff. Decisions on admission to specific program are with the colleges. Recruiting, pre-application/admission initiatives for specific colleges or regional campuses. Decisions on admission to specific college or program reside here. 22

Subfunctions Processes Focused Student Service Center Front-line customer service - inquiries and responses via all channels related to financial aid, residency, records and registration, transcript review and verification, student accounts. e. g. Buckeye. Link Registration and Records Academic records, data, documents; systems, reporting. Academic certification, fee assessments, national and institutional testing. Faculty support/collaboration for offerings capacity/space planning, scheduling. Student Financial Aid Financial counseling, processes for verifying & determining eligibility for awards; managing funds, controls/auditing/compliance. Fundraising support. 23

Subfunctions Multi-Role Focused Academic Program Services Roles in central offices, at colleges, or regional campuses which span more than one Sub-Function. Generalist or hybrid positions, but with primary responsibilities remain in Academic Administration. If no one Sub-Function dominates, map here. 24

Resources Position mapping website https: //hr. osu. edu/careerroadmap/position-mapping/ Position mapping info sheet: https: //hr. osu. edu/wpcontent/uploads/position-mapping-manager-info-sheet 25

Appendix

Career Roadmap Basics Work Dimensions Key Concepts • Career level guides consistently differentiate career levels • Work dimensions are a part of the career level guide and describe aspects common to all jobs • Work dimensions provide a structured framework for career level discussions and consistent decision making • Work dimensions must be applied uniquely to each occupational discipline • Work dimensions don’t provide a formula or scoring system to determine career level 27

Career Roadmap Basics Career Roadmap Work Dimensions Staff Employees Profile Summary statement of the career level providing important context Knowledge of work and industry practices to successfully perform Complexity Degree of difficulty and scope required by the position Autonomy Level of supervision provided and interaction with leaders - OR Managers Impact Interaction Education & Experience Degree of impact position has on the organization Degree of interactions with and influence on stakeholders Education and experience typically required to be successful in position 28

Mapping Timeline and Process Reconcile, action, and communicate answers to questions weekly Continuous feedback loop Compensation Team Dialogue with the HR Compensation team SHRP/HRBUDs Dialogue with your SHRP/HRBUD. If needed, the question will be escalated to the Compensation Team Unit Leaders HRPs Supervisors Staff Employees Dialogue with your SHRP/HRBUD. If needed, the question will be escalated to the Compensation Team Dialogue with your HR professional. If needed, the question will be escalated to the SHRP/HRBUD Dialogue with your supervisor. If needed, the question will be escalated to your local HR professional 29

Mapping, Calibration, and Employee Confirmation 2020 2019 HR Compensation Initial Mapping Institution Calibration & Leader Alignment • • Map ~30, 000 positions Function Calibration Outlier Review Career Level Review Leadership Reports Collaborate & Communicate Employee Confirmation Unit Validation Unit • • HR Preview Manager Validation HR Validation Unit Reconciliation Collaborate & Communicate via Compensation Team Feedback Loop Pause for Workday Go Live Employee Consideration and Review 30