Creating a Job Description Register weeknotes – Week commencing 10/06/2019

Good afternoon all,

This week:

  • As part of one our User Research activities, we’ve contacted other councils to find out and understand their Job Evaluation process and how they store/manage their Job Descriptions. We have received a good response from the councils and they are willing to work with us. We’ll be collecting this information through phone interviews.
  • Ahead of these phone calls, we have prepared some questions to ask the councils with different scenarios: ownership, control, access, storage, versioning etc.
  • We have started working on the end of the discovery phase checklist to ensure we’ve met the objectives of a discovery phase. The checklist is based on the Hackney Agile Life cycle.

Next week:

  • We’ll analyse the information collated from other council and learn what they are doing better.
  • We will be working with Rahma Mohamed who will assess the work we have done so far from the service design point of view and provide suggestions on the next phase of the project.

Thank you for reading.

Creating a Job Description Register weeknotes – Week commencing 27th May

From the User Needs we came up with User Stories, capturing likely journeys that Users may take when interacting with the HR process. We came up with User stories for HR Business Partners.

We then had a workshop with HR Business Partners to prioritise the User Stories, using MoSCow. The prioritised User stories are highlighted in Yellow, see below:

Must have Should Have Could HaveWon’t Have
As a business partner
I want to make sure the scoring is accurate  
So that the grading of the role is correct  
As a Business Partner I want to make sure I understand the actual changes being proposed So that I can decide if the Job Evaluation is neededAs a Business Partner
I want easy access to the most recent JDs during the disciplinary procedures
So I’m confident we’re making decisions based on accurate information
As a Business Partner I want to have enough information contained in a new JD So that I can carry out a Job Evaluation
As a Business Partner
I want to have the most up to date JD So that I can conduct a JD evaluation if requested by an employee
As a Business Partner I want to easily have access to the current JD So I can compare it with previous versionsAs a Business Partner
I want to automate the scoring method’s process
So that I can reduce human error

As a Business Partner
I want to make sure the decision letter and the Job Evaluation is stored in the agreed place after the evaluation So that everyone knows where to access it

As a Business Partner
I want to publicise the organisation structure
So that anyone can access it





As a Business Partner
I want to make sure I can find the correct versions of JDs
So that I can give them when they are requested by staff


As a Business Partner
I needed a completed questionnaire with the JD
So that I can make a decision quickly whether the JD need evaluating

As a Business Partner
I want to easily access the current JD
So that I can refer to it at employment tribunals and other purposes



As a Business Partner
I want the finalized JD to be saved in an agreed place
So that new recruits and their line managers don’t have to ask me for the JD











As a Business Partner
I want easy access to the most up to date JD when supporting service area managers on HR issues
So that I can perform this administrative task quickly



As a Business Partner
I want to have easy access to the most recent job descriptions when I am participating in service reviews
So that I am making decisions based on accurate information



As a Business Partner
I want to save JDs quickly during Service Review process
So that I can complete this admin task quicker



Next week we will be emailing other councils to understand their process and extract and analyse eDOCS data related to Job Descriptions. Thank you for reading.

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!