Creating a Job Description Register – weeknotes

Good afternoon all,

We ran two User Journey mapping sessions:

HR Business Partners: We created a persona ”Gloria” who is a HR Business Partner,  wants all the documents to be available for review and fairly evaluate the Job Description to grade it.  We created a User Journey Map of the Job evaluation process. There are 4 main steps within this process: ‘Receipt of Job Description and Questionnaire’, ‘Review the documents’, ‘Evaluating the Job Description’ and ‘Implementing the decision’. We captured what each Business Partner was doing, thinking and saying/feeling.

Business Managers: We created a persona ”Mohammad Hussain” who is a Business Manager, wants to easily create a Job Description with guidance given by the HR Business Partners, so that he can get the grade for the Job Description. They want to make sure that the finalised version is stored into an agreed location. There are 5 steps within the process of creating a Job Description: ‘Identifying the need’, ‘Scoping out the role’, ‘Creating a Job Description’, ‘Job Evaluation process’ and ‘Finalising the Job Description’.

From the sessions’ outcomes, we came up with the User Needs (as below). We presented them to the Business Managers and HR Business Partners and ran User Needs Prioritisation Workshop. The prioritised User Needs are highlighted in ‘Yellow’.

Business Managers User Needs:

‘Having building support’  

‘Gathering a business case’

’Managing my time’

‘Getting Sign off’

‘Create a role that’s fit for purpose’

‘Support from others’

‘Process’

‘Consistency in JD Storage’

‘Finding out the result of Job Evaluation’

‘Job Evaluation’

‘Organisation Structure’

‘Job Families’

‘Where do I find the Job Description template’

HR Business Partners User Needs:

‘Understanding context’

‘Understanding the actual changes being proposed’

‘Process’

‘Resources’

‘Managing expectations (the outprocess)’

‘Do I have enough info/is there sufficient info to progress?’

‘Transparency in outcome’

Where is the current JD?

‘Understanding the actual changes being proposed’

‘Managing my time’

‘Ensuring fairness’

‘Have a clear Job Evaluation Process’

‘Scoring methods’

‘Organisation structure’

‘Questionnaire’

‘Storing, versioning and linking Job Description with Job Evaluation’

‘Communicating the outcome of Job Evaluation’

Next week, we will let you know about how we have created User Stories based on these prioritised User Needs. We will also discuss how we used MoSCoW to prioritise the User Stories. Thank you for reading.

Creating a Job Description Register – weeknotes

Do you know where your Job Description is? And is it the most recent version?

The answer to the above questions should be ‘Yes’ and ‘Yes’ but is not often the case.

Job Description is probably one of the most important employee documents and should be stored in the employee’s personnel folder on eDOCS. For many reasons, this does not happen and causes a great amount of stress when the HR Business Partners or the Manager/employee needs it.

This project, currently in its Discovery phase, aims to understand the depth of the problem. After the interviews with HR Business Partners and Business Managers, the following key issues were identified:

Multiple Storage Locations: Instead of saving the Job Description in an agreed place (i.e. personnel folder), departments have their own ways of storing them. Job descriptions are being stored in many locations. For example Service Review folder on eDOCS, Business Manager’s drive, hard copies. As a result, the overall process becomes inconsistent across the Council.

Versioning: Over time, Job Descriptions get updated/changed. As a result, there are many versions of them and it becomes difficult to keep track of them. This ends up being a huge burden for HR Business Partners and other stakeholders as they have to spend a lot of time to find the correct version of Job Descriptions.

Multiple Job Descriptions for the same role: Many employees have the same Job Description. For instance, there may be 20 social workers, all with the same Job Description. If a change is made to one of the social worker’s Job Description, it then has to be made to all the other social workers’ Job Descriptions. Once these changes are made, the updated version has to be saved into each and every social workers’ personnel folders. This could cause consistency and efficiency issues.

Two User Journey Mapping workshops were held with the main stakeholders: HR Business Partners and Business Managers (see images below). This helped to understand the User Needs of the stakeholders and their feelings. More information on this next week.

Blockers:

  • It’s a real struggle to get everyone together for workshops due to the existing workloads.

Next week:

  • User Needs prioritisation session with HR Business Partners
  • Meeting with the Head of HR to review the current progress and prioritise the next steps.

Phase: Discovery

Team members: Kirstine Ward, Phillipa Newis, Jignesh Sanghvi, Hidayat Deen

Thank you for reading this far, have a great weekend!