GUIDANCE ON FILLING THE ORGANISATION STRUCTURE THIS DOCUMENT

GUIDANCE ON FILLING THE ORGANISATION STRUCTURE • THIS DOCUMENT IS TO PROVIDE OUTLINE GUIDANCE FOR STAFF ON THE MATCHING PROCESS AND • TO HIGHLIGHT SOME OF THE COMPLEXITIES INVOLVED IN THE PROCESS 1

The following procedure is a joint approach with Trade Unions to the implementation of the agreed Matching Protocol. Background and Progress • The process is complex and working jointly with Trade Unions we have tried to address issues as they have arisen in order to reduce lengthy delays in the process once it commences. • The agreed process is based on the Public Service Commission’s ‘Guiding Principles’, the Local Government Reform Joint Forum’s ‘Procedure for the Filling of Posts in the New Council Structures’ and the Council’s agreed Protocol Document with supporting appendices. • The following slides are to enable employees to better understand how the matching process works. 2

There have been many issues to be addressed during the process of agreeing the process including : - • The different reporting structures across the 3 legacy Councils. • The different job descriptions both in style and content. Complexities/Issues • Some Single Status appeals still outstanding. • Different approaches to Job Evaluation across the previous Councils. • Staff taking on additional duties since April 15. 3

• Staff on long term secondment/acting up/fixed term and temporary contracts. • Length of time since Vacancy Controls were introduced. Complexities/Issues ctd • How to apply form Appendix C (see slide 12 for explanation) • How to develop a systematic and consistent approach to the Matching Process which can be easily understood and is robust to challenge. • Ensure equality and fairness and transparency throughout the process. 4

THE STEPPED APPROACH TO MATCHING PROCESS These are the steps in the Protocol Document agreed by Unions and The Procedure for the filling of Posts in the New Council Structures STEP 1 DESIGNING ORGANISATION STRUCTURES AND NEW POSTS • Design the Structure • Consultation process • Design Job Descriptions and Personnel Specs and evaluate the Post • Consultation process STEP 2 • 2. 1 • 2. 2 • 2. 3 Determination of Eligibility of Posts for Matching Completion and review of Appendix C Assessing the degree of Change in Posts : Unchanged/Minimally Altered/ Substantially Altered/New STEP 3 & 4 • 3. 1 • 3. 2 • 4 THE OUTCOMES Confirmation of a position in the new structure (where more than one employee is matched to a post there will be competition) Re-deployment Pools Identifying pool of candidates STEP 5 • 5. 1 • 5. 2 MATCHING EXISTING POSTS TO THE NEW STRUCTURE REVIEW Decision is issued to the individual post holder Two working weeks Review Period 5

PROCESS MAP FOR STEPS 1 & 2 START DESIGN STRUCTURE Step 1 DETERMINE ELIGIBILITY Step 2 REVIEW PERIOD Step 2 MATCHING PROCESS Step 2 WRITE JDs Step 1 CONSULT Step 1 EVALUATE JDs Step 1 CONSULT DESIGN & CONSULT ON IMPLEMENTATION REVIEW PERIOD APPOINTMENT either by direct appointment or through ring fence competition 6

W HO H OW ? ? STEP 2. 1 Determining eligibility for matching pool ‘AFFECTED STAFF’ W W HY N HE ? ? 7

STEP 2. 1 MATCHING PROCESS Details of the posts to be matched will be placed on the NEWS section of the Council’s Intranet. This information will detail the next post/s to be matched with the grades of the post, the structure in which they sit and the date that the ‘affected staff’ will be informed. NB. At this stage we will not be able to determine if the Post will be designated as a New Post. (slide 9 will illustrate how this is determined) HR will identify the postholders eligible for inclusion in the matching pool and present to Matching Panel The Panel will consider the proposed matching pool by applying the agreed process. (slide 10 will give more detail on this process) At this stage the panel will also determine if the post in the new structure is to be designated a New Post HR will inform ‘affected postholders’ and issue JDs and Appendix C Two working weeks review period during which employees may request further consideration for removal from or inclusion into the group. Completed Appendix C must also be forwarded to HR within this period HR will update Intranet to update on status of process and will indicate any New Posts 8

HOW DO WE ASSESS WHAT POSTS ARE NEW? Is this a New Post? Are there any posts in the functional area within 2 grades of the post to be filled? YES EXISTING POST Functional areas are defined as teams of employees who are deemed to have similar skill and expertise. This will usually be a Department but may in certain circumstances be a Unit CONSIDER ALL POSTS IN THE FUNCTIONAL AREA WHO REPORTED DIRECTLY TO THE NEXT TIER OR ABOVE e. g. for the Unit Manager posts this will be either Heads of Service or Directors in Legacy Councils It has been agreed by unions that where there is a difference of more than 2 grades between the post and any post within the functional area this will be deemed as a ‘NEW POST’. This is in line with JE guidelines. NO NEW POST COMPETITION IN THE FUNCTIONAL AREA USING THE RING-FENCED GROUP OF THOSE POSTHOLDERS WHO HAVE BEEN COMPARED TO THE NEW POST 9

OVERVIEW OF PROCESS UNDERTAKEN BY MATCHING PANEL STEP 2. 1 PANEL MEET TO REVIEW AND AGREE SCHEDULE OF POSTS. • Consideration will be given to whether the status of the post i. e. whether it is a New Post (see slide 9 for detail) • The Panel will review the list of post holders in the matching pool ensuring it was determined in line with the agreed process (see slide 11 for detail) Posts in the same functional area within 2 grades difference of post will automatically be included in the matching pool. A tolerance of one grade will be used for posts in the same function with similar roles and responsibilities as matching post (ie 3 grades difference) NB The matching panel (refer to slide 18) will determine if the roles and responsibilities are similar. • Panel will agree the matching pool and this will be recorded on Appendix B. APPENDIX B AFFECTED STAFF WILL BE INFORMED BY EMAIL STAFF WANTING DECISION REVIEWED • Affected staff will be issued with: • Copy of their substantive Job Description • Form Appendix C. • Employees not selected for the matching pool and who disagree can register a review request with HR (secretary to the matching panel). They will be issued with a Review Form, substantive JD and Appendix C. These documents must be returned to the Secretary within 2 working weeks. Local union or designated HR representatives will give further advice on this process. • Employees in the matching pool who do not wish to be considered for the post must inform the secretary to the matching process within 2 working weeks. Those employees will then be considered ‘At Risk’. 10

HOW DO WE DETERMINE ELIGIBILITY FOR MATCHING POOL ? PANEL WILL CONSIDER ALL POSTS IN THE FUNCTIONAL AREA WHO REPORTED TO NEXT TIER OR ABOVE IN LEGACY COUNCIL AND ESTABLISH WHAT POSTS ARE AFFECTED Posts within 2 grades HR will notify post holders that their posts will be included in the matching process. * * post holder given substantive JD and Appendix C Form (slide 12) Posts are 3 grades lower ie within tolerance Posts 4 or more grades lower Post holders’ substantive JDs compared to new JD. Post holders who feel they should have been included can appeal to the panel through their unions or Ho. D Broadly Similar Not Similar 2 working week review period 11

WHAT IS APPENDIX C AND HOW DOES IT WORK? What is Appendix C Purpose of Appendix C Any rules? Assurances • The matching process is based on the post holder’s substantive Job Description. • Some JDs no longer accurately reflect the substantive duties and responsibilities of the substantive post. • Appendix C is a form on which post holders can record additional duties that are not reflected on their substantive Job Description and a template is available on HR section of Intranet site. • To ensure that duties and responsibilities not reflected in the JD for the substantive post are accounted for. • To enable a realistic comparison of JDs. • Applies only to duties that were commenced prior to 1 May 14. (prior to the extension of vacancy control) • Duties must be substantive, significant and have been undertaken for 2 years or more (commencing prior to 1 May 14). • Only duties and responsibilities that are not formally recognised elsewhere can be included on Appendix C (for example an honorarium payment or an acting up allowance would already be formal recognition) • Must be agreed by manager directly responsible for post holder and validated by the Head of Department or Director. • Evidence of additional duties undertaken and the duration of these must be produced. 12

‘MATCHING PROCESS’ ASSESSING THE DEGREE OF CHANGE IN POSTS 13

OVERVIEW OF THE MATCHING PROCESS UNDERTAKEN BY MATCHING PANEL STEP 2. 3 POST REVIEW PERIOD PANEL WILL CONSIDER REVIEWS THE ASSESSMENT PROCESS APPENDIX D COMMUNICATE WITH POSTHOLDERS • Panel will meet and consider any requests for review • Panel will determine final list of post holders to be included in the matching pool • Panel will compare individual Job Holders’ substantive Job Descriptions (including Appendix C) to the post in the new structure • The assessment process will be to establish the posts which are: • Unchanged • Minimally altered/amended • Substantially altered/amended • New Posts • HR will inform all post holders of outcome of matching panel. This will be either: • Confirmation in post • Confirmation of inclusion in ringfenced pool to compete for post • Not matched into post • Not included in the Matching Pool. Review was unsuccessful 14

MATCHING PROCESS – STEP 2. 3 PANEL MAKE FINAL CHANGES TO SCHEDULE OF POSTS FOR MATCHING AND HR WILL COMMUNICATE ANY CHANGES TO STAFF PANEL DETERMINE THE MAIN FUNCTION, PURPOSE AND DUTIES AND RESPONSIBILITIES OF THE MATCHING POST. THIS WILL BE DETAILED ON APPENDIX D MATCHING ON A POST-TO-POST BASIS 80% - 100% SAME 60% - 79% SAME JD IS EITHER UNCHANGED OR MINIMALLY ALTERED SO MAY BE MATCHED INTO POST 40% -59% SAME LESS THAN 40% SAME JD IS SUBSTANTIALLY OR TOTALLY DIFFERENT SO WILL NOT BE MATCHED INTO POST 15

POST HOLDERS IN UNCHANGED OR MINIMALLY ALTERED GROUP – OUTCOMES STEP 3 ONE POST HOLDER WITHIN 2 GRADES OF NEW POST ONE POST HOLDER MORE THAN 2 GRADES DIFFERENCE MORE THAN ONE POST HOLDER CONFIRMED IN POST INTERVIEW POSTHOLDER FOR POST INTERVIEW RING-FENCED POOL Employees confirmed in post will receive notification from HR as soon as possible SUCCESSFUL CONFIRMED IN POST UNSUCCESSFUL REDEPLOYMENT POOL 16

REVIEW PROCESS FOR POST HOLDERS EXCLUDED BY THE MATCHING PANEL – STEP 5 CONTACT THE SECRETARY OF MATCHING PANEL FOR REVIEW FORM AND SUPPORTING DOCUMENTATION Employee may be accompanied to Review Meeting by work colleague or T U Rep COMPLETE AND RETURN REVIEW FORM TO SECRETARY WITHIN 2 WORKING WEEKS OF MATCHING DECISION A REVIEW MEETING WILL BE CONVENED WITHIN 2 WORKING WEEKS DECISION OF THE REVIEW PANEL WILL BE COMMUNICATED WITHIN 2 WORKING WEEKS DECISION OF REVIEW PANEL IS FINAL 17

THE MATCHING PANEL THE REVIEW PANEL DECISION MAKERS MANAGEMENT REPRESENTATIVE Normally the Ho. D for the function MANAGEMENT REPRESENTATIVE A Ho. D not previously involved in process TRADE UNION REPRESENTATIVE Unions have agreed that NIPSA will sit on Matching Panels at this time TRADE UNION REPRESENTATIVE Not previously involved in process ADVISORY/SUPPORT HEAD OF HR OR NOMINATED HR REP Not previously involved in process SECRETARY TO THE PANEL Wendy Kernaghan 18

IF YOU HAVE ANY QUESTIONS PLEASE SEND THEM BY EMAIL TO WENDY KERNAGHAN wendy. kernaghan@armaghbanbridgecraigavon. gov. uk WE WILL ENDEAVOUR TO ANSWER YOUR QUERIES AS QUICKLY AS POSSIBLE DON’T FORGET TO REGULARLY CHECK THE HR SECTION OF THE INTRANET FOR FURTHER INFORMATION ON AWARENESS SESSIONS AND OTHER IMPORTANT MATCHING INFORMATION 19