Answers to your top Job Family Redesign questions

April 14, 2022

FAQs were updated on March 9, 2023 to include Workday Enhancements

As shared in the January issue of IT Update, ITS is preparing to launch a Job Family Redesign pilot in July 2022, to strengthen its position as a Workplace of Choice. The pilot will replace the current ITS Managerial & Professional (M&P) classification and compensation system with one that ensures ITS is recruiting, managing, and retaining a high performing, well-qualified, and diverse workforce.

In the months that have followed, staff (including managers of staff) have shared their questions and feedback about the project at a town hall, in leadership team meetings (including a dedicated working session), and more. The following questions and answers respond to your feedback and aim to provide clarity on the upcoming rollout.

Do you still have questions? Please submit them to Ask John and/or share them with your manager.

All Staff

Overview

Why do we need to conduct a Job Family Redesign?

In response to feedback from ITS staff in the 2019 Workplace Survey, senior leaders initiated the ITS M&P Job Family Redesign project. The project supports IT staff in several ways, including ensuring fairness of opportunity; clarifying job titles, career levels, and progression within the IT family; improving our methodology for market analysis; implementing equity practices; and advancing as a Workplace of Choice. This project may serve as a prototype for a broader, university-wide rollout.

How did IT approach the Job Family Redesign project and who was involved (i.e., were there outside consultants involved in creating a strategy)?

ITS senior leaders initiated the Job Family Redesign project to better align current structure to the job market. In order to develop and implement the new job family structure  ITS senior leaders collaborated with HR partners to design a new job framework that would offer staff clear, consistent, and relevant job titles and job descriptions.  

In January 2022, all staff were informed about the rollout and a working session was held with managers to receive feedback and capture questions. This feedback will inform future training and communications and may support future phases of the project.

Does the Redesign impact all staff?

For the first year (FY22), the project will focus on ITS M&P structure, market alignments and roles.

When will the changes be implemented?

The first phase of the project, which includes a new structure and job descriptions, will be implemented in July 2022. In May and June, training and information sessions will be offered to support individual contributors and managers with the transition.

Will this project help me to understand how I can grow within ITS?

Yes. One of the key benefits of the new structure is that it will simplify our compensation and classification structure, including an outline of each level within a given job area. Job descriptions will be aligned to those levels, to clarify the skills, abilities and experience needed to achieve the next level within your role.

Titles

What if I disagree with my new title and career level?

New (as of July 7, 2022): We are developing a procedure that will allow ITS M&P staff to request a reconsideration of their position’s alignment to the new system. Reclassification will be considered pending sufficient justification.

Is it possible that ITS employees previously classified with the same title in the band structure are now in different job profiles and career levels in the new structure?

New (as of July 7, 2022): Yes. This may have happened if the job titles between employees were the same, but the responsibilities, scope, required knowledge and skills, staff size, or other key variables were different. Or, over time, job duties changed for a given staff member, but the job description and title on record was never updated to reflect revised additional or changed responsibilities. 

This new structure provides our organization with a fresh review of your current roles and responsibilities. Updated job descriptions, using new job templates, will be created with input from managers to ensure that the most current information for each job is considered.

How will the new structure impact the use of vanity titles?

The new structure will provide a university job title and a “working/business” title that will reflect the nature of the work in a specific or similar position.

How will email signatures be structured, to promote clarity and consistency?

Working/business titles will be established at the time of the implementation of the project. If there is a business need, you can request a change through your manager/director and HRG for review.

Compensation

Will this new structure ensure that my pay is aligned with market data?

Yes. A key benefit of the new structure is that it embeds a process of continual market analysis, to be sure that pay is equitable and fair, based on your role, career level, and performance against the job description.

Will there be compensation adjustments (including increases or decreases)?

No. The project does not provide for pay adjustments, but ITS leadership will use this information to guide future pay strategies and pay decisions.

The new structure reflects our commitment to transparency, consistency, and competitiveness by aligning the ITS M&P staff roles with the prevailing labor market, ensuring equitable pay while supporting the integrity of the university’s compensation policies.

Structure

Will my new job profile and career level mean that I have been promoted or demoted?

New (as of July 7, 2022): No. There was no direct alignment from the previous band structure to the new career level/market-based structure. All ITS M&P positions were evaluated by ITS leadership and aligned into the new structure based on the work required of the position. Please keep in mind, this new structure is entirely different than the previous band structure. A change in your job title merely reflects where your position falls within the new system.

What does the new structure look like?

New (as of July 7, 2022): SLT members reviewed the current M&P titles and consolidated and standardized job profiles that resulted in the creation of fifty-three (53) new job profiles. The new IT job profiles are intended to represent similar, not identical, duties, responsibilities, skills, and experience required of positions. 

Additionally, the group established and defined five (5) career levels for professionals and three (3) career levels for managers.

Staff positions were aligned based on work currently performed, in relation to new job profiles and career levels. This resulted in consistent titling methodology.

Does this role alignment change the P4, P5, P6 bands?

Each ITS M&P employee’s current job will be aligned to a new job profile that is part of the ITS job family and function.

How were levels determined?

ITS senior leadership determined the appropriate number of career levels within each category by looking at market survey data and consulting with leadership and HR.

How will we introduce new job descriptions, if needed?

Should a need arise after the project implementation to create a new job description, the hiring manager should reach out to their SLT member and HRG to discuss.

How will seniority be conveyed to those outside of IT (i.e., will levels be used in titles)?

Job titles will be aligned to career levels, to reflect the scope, impact, and complexity of a role.

Will the Redesign impact my job description, responsibilities, and title?

Your responsibilities and reporting relationship will not change as a result of the project. Job titles will change to reflect the new structure and be  consistent within the ITS job family. Each job title will have a standard job description that is concise and describes the core work performed in each job.

Support and Feedback

Who can I reach out to if I have question or concerns regarding  my job description, band, and/or title change?

If you have concerns about your title/career level, we recommend first approaching your supervisor/manager and then your HRG. They will provide you with   information to help you understand how the  decision was made.

Managers

Will the Job Family Redesign impact how I conduct performance reviews?

Updated (as of July 7, 2022): The Redesign will be implemented in July 2022. Therefore, it will not impact performance reviews for FY22.

Will I receive training to help me support my team with this transition?

Updated (as of July 7, 2022): Yes. Training will be available to managers in July 2022, with additional sessions offered in late July or mid-August. Additionally, resources will be posted to the IT at Yale Teams site to support individual contributors and managers with their discussions. 

Will the Job Family Redesign impact how I conduct performance reviews?

The Redesign will be implemented in July, 2022. Therefore, it will not impact performance reviews for FY22.

Will I receive training to help me support my team with this transition?

Yes. Training will be available to managers in June 2022 and, if needed, in July. Additionally, resources will be posted to the IT at Yale Teams site to support individual contributors and managers with their discussions.

Who should I contact if I have additional questions?

Contact your SLT member or Blanche Temple (blanche.temple@yale.edu), who is leading the project and is available for questions related to the rollout. Any non-HR questions may be submitted via Ask John.

How can I support my staff in understanding the path from one level to the next?

Managers should stay informed by reviewing articles and information about Job Family Redesign. Additionally, managers should attend upcoming training sessions.

As you share information with your staff, at upcoming one-on-one or department meetings, they will feel informed and empowered to create action plans for their own growth and career progression.

If you are unable to answer a question, or if you have feedback, please contact your senior leader or department HRG.

Workday Enhancements

Regarding the Job Family Redesign, what is behind the discrepancies in Workday versus what staff were told back in July, and how is this being addressed?

Unfortunately, as part of the implementation, we learned that some discrepancies have occurred. We are currently working on fixing them to ensure that the information that is visible in Workday matches the information shared with staff in July 2022.

When can we expect the salary ranges to be posted from the Job Family Redesign and can we expect more frequent communications regarding its progress?

Updated Market Ranges were posted on the IT at Yale Teams site on March 9. The update includes salary ranges (total base pay range) visible in Workday. We will be adding frequent updates to the Team’s site as well as sending email notifications, as needed.

A recent Job Family Redesign email indicated that “Total Base Pay Range” would be posted in Workday, beneath the grade and grade profile. I do not see that information posted. Will that information be added in a future phase? 

ITS employees should be able to see their own salary range in Workday, under the Compensation tab. If you are not able to see your information by the week of March 13th, please reach out to your HR partner.