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

focus groups and orientation sessions Task 3.0 TASK GOAL Evaluate the Current System Conduct a comprehensive preliminary evaluation of the City' s existing compensation plan. Option # 1 and 2) TASK ACTMTIES 3. 1 Obtain the existing pay structure and compensation philosophy. Review the existing pay structure and look for potential problems to be resolved. 3. 2 Determine the strengths and weaknesses of the current pay plan( s). M Evergreen Solutions, LLC P9Se 2 -13  8 Red UO-£ l dJU to PJemV : 60SZ) oll' suognloS u00tBJ3n3 - lesodotd P! 8 Sl0 -£/L dJ8 7uaw43eUV 0 mm 66 3. 3 Complete an assessment of current conditions that details the YmmY pros and cons of the current system as well as highlights areas for aa potential improvement in the final adopted solution. KEY PROJECT MILESTONES Review of existing compensation plan(s) Assessment of current conditions Task 4. 0 TASK GOAL Develop Compensation Facilitate the development of the City' s initial compensation Philosophy philosophy. TASKACTIVITIES Option # 1 or 2) 4. 1 Conduct a thorough review of all background materials related to the City' s compensation system. 4. 2 Review information from department head interviews. 4. 3 Review results of previous steps with the CPM and present various options for compensation philosophy components. Coordinate this meeting with the CPM. 4. 4 Develop initial compensation philosophy based on input from previous steps. KEY PROJECT MILESTONE Initial compensation philosophy Task 5.0 TASK GOALS Evaluate and Build Projected Identify the classification of existing positions utilizing Evergreen Classification Plan Solutions' job evaluation system. Review JAT responses. Option # 2) Characterize internal equity relationships within the City of Fort Walton Beach. TASK ACTIVITIES 5. 1 Review all draft class specifications with the CPM. MM Evergreen Evergreen Salutions,Salutions, UCUC PagePage zz- - a4a4 8 Fed Ol0-£ l dd21 Jo PJeMV : 6096 OTl ' suopnloS u00J6A0A3 - lesodwd WE Ol0-£ t dJN quaru43eAV 5.2 Review the work performed by each classification and scare. Review Includes evaluation of supervisory comments. 5. 3 Review AT scores and identify the classification of positions. 5.4 Schedule and conduct add None I follow up with employees for jobs where uncertainty exists over data obtained from the JATs. 5. 5 Develop preliminary recommendations for the classification structure. The classification system designed at this point would be based solely on internal equity relationships and would be guided by the AT scores for each classification. Essentially, a structure of classifications would be established, and classifications with similar scoring would be grouped into pay grades. Spacing between jobs would be determined, and each classification would be assigned to a pay grade. Final decision on the minimums and maximums of the pay grades would be determined after the market data has been collected. 5. 6 Review recommendations with the CPM. 53 Discuss questions and categories for the market survey. KEY PROJECT MILESTONES JAT scores by class Recommended classification changes Preliminary job structure based on internal equity Task 6.0 TASK GOAL Identify List of Market Survey Identify the proper benchmark positions for the external labor Benchmarks market assessment to reach an appropriate number. TASK ACTIVITIES Option # 1 or 2) 6.1 Conduct a thorough review of all materials to date, including employee database, classification listing, interviews, compensation review, and meetings with CPM. 6. 2 Identify, from the initial review, a list of classifications benchmarks) to include in the labor market survey. 6.3 Submit the proposed list of positions to the CPM for review. 6. 4 Based on CPM review, make revisions to the benchmark list and finalize consistent with Evergreen Solutions analysis. 4 Evergreen Solutioms, LLC Page 2 -t5  T Red 9 LO- Et dd2110 pJemtl : YOSZ) 011' suopnloS uaaj6jaA3 - lesodozd PlEI U()-Cl, dJN 71Jaw143etfy u KEY PROJECT MILESTONES P a Um aN Preliminary list of benchmark classifications Final list of benchmark positions for the external labor market assessment Task 7. 0 TASK GOAL Identify Approved List of Survey Identify and develop a comprehensive list of targets for conducting Targets a successful external labor market assessment. TASK ACTIVITIES Option # 1 or 2) 7. 1 For each employee group, review with the CPM peer organizations that must be included in the survey. 7. 2 Develop a preliminary list of organizations for the external labor market survey, placing a comparative emphasis on characteristics such as: size of the organization; geographic proximity to the Fort Walton 13each area; economic and budget characteristics; and other demographic data. 7. 3 Develop a list of survey targets by employee group. Develop a system for use of secondary data including potential sources and weighting of secondary data, if necessary. 7. 4 Review survey methodology with CPM and refine survey methodology prior to distribution of survey. 7. 5 After approval of survey methodology, develop contact list of peer organizations and notify peers of impending survey. KEY PROJECT MILESTONES Initial list of survey peers Survey methodology Final list of survey organizations and contacts Fvarg. Solutions, LW Page aa6  4 Red 810-£ l dJN Jo PzeN V: 4052) 011' suolJnloS u0016zaN3 - lesodOAd PIG 81, 0-£ L ddb , JUawgoegV n a Task 8. 0 Conduct Market TASK GOALS mu a Surveyand Conduct the external labor market salary survey. Provide External Assessment Provide a summary of the survey results to the CPM for review. Summary TASK ACTIVITIES Concurrent with Task 9.0) 8. 1 Prepare a customized external labor market salary survey for the CPM' s approval. Option # 1 or 2) 8. 2 Contact the targets for electronic completion of the survey. Provide paper copies by fax, if requested. 8.3 Conduct necessary follow -up through e- mails, faxes, and phone calls. 8. 4 Collect and enter survey results into Evergreen Solutions electronic data analysis tools. 8. 5 validate all data submitted. 8. 6 Develop summary report of external labor market assessment results. 8. 7 Submit summary report of