Fort Walton Beach Council agenda — 09-10-13--regular — reading text

both options. Kick Off Meeting Evergreen Solutions begins each engagement by meeting with our client' s leadership team. Frequently, this initial meeting will accomplish several goals, including: finalizingthe project work plan; identifying milestone and deliverable dates; gaining insight into the management structure and approach; collecting compensation, classification, and benefits data: identifying additional data needs; and developing preliminary schedules forsubsequent tasks. At this time, we will also request a copy of the employee database that reflects current classification and compensation data. Communication Communication is a critical component of any Pay and Classification Plan Study. Communicating with employees directly and early in the process builds support for the process and the accompanying outcomes. As part of our communication plan, we meet first with key project staff to fully understand the nature and scope of the project. The results of these meetings are then communicated to employees during the project outreach through employee orientation sessions, focus groups, and interviews. Regular updates are provided to the client's Project Manager and can be posted on the client's intranet site, if available and desired. Additionally, the communication plan for the distribution of the end product, particularly how the results will be distributed to employees, is also critical. Developing An organization' s compensation philosophy is designed to support the the overall business strategy. It can take many forms, but ultimately the Compensation compensation philosophy selected will guide the structure of the overall Philosophy compensation system. Evergreen Solutions will meet with the client's leadership team to ascertain the client's overall business strategy and document the various alternatives that are available to support that strategy. Based on the client's needs, Evergreen Solutions will provide EvergreenEvergreen Solution;Solution; LixLix PagePage zz- - zz  8 Red 8 W-E l ddb io PUewtl : t,OSZ) oll 'suo!;nleS uaaJaJaA3 - lesodoJd P! e 8t0-E l dJU . 7uawgcetitl 0 mm 66 the client with a comprehensive compensation philosophy to guide mY0mY0 aa subsequent decisions. Typically, a consultant can facilitate the process and make recommendations for the compensation philosophy, but the decision will ultimately rest with the organization itself, It is imperative for the client to agree upon a compensation philosophy prior to establishing the remaining components of the compensation system. Employee Based on client feedback and a review of best practices, we have Orientation and designed an orientation curriculum that provides employees insight into Focus Groups the process as well as provides a forum for answering questions and soliciting participation. Following the orientation sessions, we begin the focus group process. Focus groups are used to gain detailed insight into employee perceptions, concerns, and issues. The protocol for the sessions is provided to your project team in advance and refined to meet your needs. We have found that employee orientation sessions and focus groups are critical venues for building employee participation and buy -in. Since they take place at the outset of the project, they are a critical introduction to the project and the question and answer formats allow employees to become engaged in the process. Duringthese sessions, Evergreen Solutions consultants can also help to manage expectations since some employees may have unrealistic expectations based on anecdotal information. Department Head Evergreen Solutions staff conduct one-on -one interviews with department IntervlOWS heads and/ or senior management ( in addition to any other employees the client determines is necessary) to identify challenges for consideration. These interviews will allow our staff to add details to our understanding of the organization and its needs. They also allow our consultants the opportunity to better understand the organizational structure of each department as well as the unique recruiting and retention issues that may be present in each department. Frequently, department directors and senior management serve as invaluable resources in explaining how internal equity relationships have evolved overtime and explaining the nuances between the differences in jobs. Job Assessment Another important activity undertaken at this time is the distribution of Tool and Evergreen Solutions' Job Assessment Tool© ( JAT). These questionnaires Management are central components of the job evaluation process. The JAT asks a Issue Tool series of questions regarding an employee' s job that captures the nature of the job and how it interacts with work within the organization. The JAT contains questions that ask about each of the following areas: scope of duties; complexity of work; supervision received and exercised; physical requirements; financial responsibilities; analytical /mental requirements; knowledge and skills required for the job; and 44 Buergxen Buergxen Solutions,Solutions, LLCLLC PagePage 22- - 33 u I Aed el0-El dill Jo P3eMV : 60SZ) Dll' suopnlog uaa3Blan3 - lesodold PIS 91,0- El dJN quawgoeUV level ofresponsibility/ reportingrelationships. a Evergreen Solutions will contact the client' s Project Manager should there be a need to clarify question responses or issues with information collected from the JAT. Due to budgetary constraints faced by many of our clients, we have designed the AT as a web -based tool so that data can be collected electronically. If requested, we can also provide a paper b - ased version of the tool. Exhibit 2 -1 below depicts a screenshot of the AT home screen showing the levels of access for a Supervisor. Supervisors have access to their own surveys in addition to the ability to review and approve the surveys of their direct reports. The supervisor review process ensures validation of the AT data collected from employees and prevents comments made by employees from being taken out of content. Exhibit 2 -1 Supervisor' s AT Home Screen Source: Evergreen Solutions, 2013 Exhibit 2 -2 shows an example of the basic employee demographic information validation that takes place within the JAT. In addition to employee email, Evergreen Solutions collects employee phone information to facilitate contact after the AT Is complete. It is also important for us to have a complete understanding of their work schedule. M Evergveen Solutions, LLC Page 2 -q  S Red 9l0-Ef dJH Jo PJeMV : 40SZ) 011' suopnloS uaaJBJ3A3 - lesodoJd PIS SLO- Cl ddil : fuawyoefty n R a m