Classification & Compensation Study

OVERVIEW PRESENTATIONS FOR EMPLOYEES: 

In order to help employees understand the process and provide a platform for questions and comments, Segal Consulting conducted overview presentations to employees, the schedule of which can be found below. These sessions were held via Zoom lasted approximately 1.5 hours. In order to receive the Zoom info, employees were asked to sign up for one session by going to MUNIS Self Service and registering for the session that best suited their schedule and needs. 

Presentation Sessions:

• Wednesday, December 2, 2020 at 10:00 a.m. (for managers and supervisors only)
• Thursday, December 3, 2020 at 1:30 p.m.
• Tuesday, December 8, 2020 at 7:00 a.m.
• Tuesday, December 8, 2020 at 1:00 p.m.

I missed the presentations, now what do I do? Please view the recorded presentations from December 2, 2020 (Managers and Supervisors) or December 3, 2020 (All Employees).

JOB DESCRIPTION QUESTIONNAIRE:

The time to submit a JDQ has passed. 

A fillable JDQ document can be found HERE. Please be sure to download the document and save it to your computer in the following format: "Job Title, Your Last Name. Your First Name-JDQ.docx"

Sample JDQs can also be seen: Sample JDQ - Skilled Trade or Sample JDQ - Manager

QUESTIONS?

Please view the Frequently Asked Questions tab of this page. If the FAQs do not answer your questions, please contact your Union representative or the Human Resources main line at (510) 620-6602.

OTHER RESOURCES:

Informative and Inspirational Videos:

NextGen videos

Compensation in Nonprofit Organizations - TED Talks video

Classification and Compensation Study

Why are we doing this Classification and Compensation Study now? The City of Richmond’s objective is to be able to: 

• attract, motivate, and retain employees by providing competitive and equitable salaries and wages; 
• understand the work being performed across the City and see that work reflected in the City classification structure; 
• ensure that employees are in a job title that reflects the work and is documented in an accurate job description.

Additionally, we want to know what other peer employers are paying for similar work.  So, the study also includes a survey of comparable employers to determine the competitiveness of employee compensation. Response updated 12/7/2020 

Could this study result in an upward reclassification or title change for me? The consultant will be studying each classification and will review each of the completed Job Description Questionnaires (JDQs).  Based upon the review, Segal may propose changes in the allocation of positions or individuals, as well as potential retitles of current classifications. In some cases, this may result in employees being moved to a higher class.

Could this study result in a downward reclassification for me? The goal of this study is to review the City’s classification system and obtain data relative to the City’s compensation structure and philosophy.  Consolidation and/or movement of classifications could be a result of that review, and yes, some employees could experience a downward reclassification. However, please be assured that we are working collaboratively with Employees, Departments, and Unions, and that our aim is to be fair and transparent throughout this process.

Who is conducting the Study Project? The national firm of Segal, an independent consultant firm that specializes in compensation studies, is the consultant selected by the City to conduct this review. They have conducted similar studies for a wide variety of public employers including other cities, counties, states, utilities, transit and aviation authorities.

Does the City operate with a particular compensation philosophy? Providing a fair and competitive staff compensation that will attract and retain good employees is the philosophy of the City. Reviewing and updating the Compensation Philosophy is a part of this study.

What is the timeline for the project? It is anticipated that the entire study project will be completed by the consultant for final recommendations by the end of May 2021.

Am I going to be able to view the results of this study, or will it only be given to certain employees? Upon completion, a summary of this study will be made available to all employees, and study findings will be publically presented to City Council at a Council Meeting. Furthermore, as stated above in the response to Question 3, Human Resources is working with Departments and Unions throughout this process and anticipates that they will also be able to disseminate summary information from this study. Question and Answer added 12/7/2020 

First Phase: The Job Description Questionnaire (JDQ) Process:

Remember: the job, not the employee, is being reviewed.

What is a JDQ? The Job Description Questionnaire (JDQ) is a fillable Word document that employees will complete to provide the Consultants with detailed information regarding their City job. The JDQ asks detailed questions about the work performed for each job. Remember, the JDQ is about a job and the work that the job is responsible for, not about job performance. When completing the JDQ, focus on what you do, not how well you do it.

The JDQ seems long and looks complicated. I am not sure I know how to answer all the questions. What should I do? Complete the JDQ as best you can. If you have questions or concerns on how to answer any question, discuss it with your supervisor or department head. If you need additional assistance, reach out to HR.

Do I have to participate in the JDQ process? Participating in the JDQ process allows us to gain your valuable input on both the details and larger scope of your position. Employees are therefore strongly encouraged to participate. If you do not participate in the completion of the questionnaire, the Consultants will rely on the questionnaires by others in your same classification. If you are the only incumbent in a job, someone familiar with your job (such as a supervisor or manager) will need to fill out the questionnaire for your position.

How do I get a copy of the JDQ form? The JDQ form will be available on the City’s intranet after 3:00 p.m on 12/8/2020, and you may download and save it to your computer. Please make sure you are saving and titling it as specified on the JDQ form. Question and Answer added 12/7/2020 

Can I complete the JDQ form during work time? Yes. You will be allowed work time to complete the JDQ form.

I am often in the field or do not have regular access to a computer. Can I just print out the JDQ and write in my answers? The JDQ document is form-fillable and is intended to be completed on the computer. However, if necessary, the form can be printed and filled out by hand, although there will be complications in certain areas that require answer selection from a drop-down menu. If you are filling it out by hand, please make sure that it is completed on time, and that it is subsequently routed through the review process. Question and Answer added 12/7/2020  

How long does it take to complete the JDQ form? The answer to that will vary with the complexity of your job. Most JDQ forms can be completed in two to three hours. Some will take much less time, and some may take more. We have attempted to make it easier by using more “choose a level/option” responses.

Why do we have to complete a questionnaire? Can’t we just use the Job Description? No, many of our job descriptions have not been updated in a long time. In some jobs, the work currently performed may not accurately be reflected in the current job description. The JDQ process will assist the Consultants in writing new job descriptions.

COVID-19 has really changed my job duties. Should I include that information in my JDQ responses? COVID-19 has had a large impact on the daily job duties of many City employees, both in what is required and in how services are delivered. However, the JDQ should reflect your duties and responsibilities during standard City operational times. Question and Answer added 12/7/2020  

What do the Consultants do with the JDQ ? They review and analyze each of the JDQs to ensure their understanding of your job. They may also contact you and/or managers for additional information, if needed.

How else will the Consultants gather information about City jobs? On an as-needed basis, the Consultants will conduct follow-up interviews with employees to ensure they have a complete understanding of the jobs. They will also review organizational charts and any other written documentation that is relevant to your position.

What if I have questions while completing my JDQ ? You can ask your supervisor or Department Head questions about the JDQ process. He or she can help you get answers to the questions on your JDQ. You can also direct questions to Human Resources at: See contact information for your department above.

I am a Supervisor, but I supervise part-time/temporary/seasonal employees. Will I also need to review the JDQs of my direct reports? All permanent employees are being asked to participate in the JDQ process. If you supervise permanent employees, then you will most likely be reviewing their JDQs as well as completing your own. If, however, you supervise non-permanent employees, then they will not be asked to complete the questionnaire. Question and Answer added 12/7/2020

I’m new at the City or in a new position. What do I do? Discuss what you already know about your job with your supervisor. Answer the questions as best you can. Your Reviewer should fill in the gaps when he/she completes the review and comments sections.

What happens if my Reviewer does not agree with my answers? Your Reviewer does not have to agree with your answers. In fact, Reviews will not change anything that an employee records in his/her JDQ. However, the Reviewer may see something that you have overlooked and add it in the comments sections. Your Reviewer has been asked to show you and discuss what they have added or show you the areas with which they disagree. The Consultants, who are an impartial party and are very experienced in job analysis, may contact you or your supervisor if they need clarification or additional information related to the JDQ.

What if a job is vacant or the employee is on leave? If a job is vacant, the supervisor, manager, or Department Head will be asked to complete a JDQ based on what is known about the job.

What is the JDQ Process Timeline? 

• JDQs are to be turned in to first line Supervisors (First [1^st] Reviewers) by December 18, 2020.
• First (1^st) Reviewers will send reviewed JDQs to the appropriate Second (2^nd) Reviewer (determined by Department Leadership) by January 8, 2021.
• Second (2^nd) Reviewers will send completed JDQs to the HR Department by January 15, 2021 to the email address: jdq@ci.richmond.ca.us.

More Questions and Answers will be added to the Q&A as we progress through the study.  Look for future updates!