Washington Management Service WMS Committee Training
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Training outline
WMS Committee Training
Course objectives
Overview and background of WMS
Definition of ‘manager’
WMS coordinators and committee member roles
WMS rules and requirements
New forms, tools, resources and process requirements
Inclusion criteria
Exercise
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Training Outline (continued…)
Evaluating WMS positions
Exercises
Questions/wrap-up
WMS Committee Training
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Course objectives
WMS Committee Training
Define and describe the RCW definition of a manager and criteria for positions to be included in the WMS.
Understand the WMS procedure and policy requirements set forth in WAC related to inclusion and evaluation.
Understand the difference between the two WMS Job Value Assessment Charts (Individual Contributor and Traditional Manager).
Understand the required forms, tools and process required for inclusion and evaluation reviews of WMS positions.
Apply the WMS inclusion criteria and JVAC tools on positions.
Understand the role of your agency’s WMS committee to ensure use of the WMS in accordance with DOP rules, agency procedures, with the goals of objectivity, consistency and transparency.
Overview and background of WMS
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1993 WMS created
1995 WMS receives national award from the National Center for Public Productivity at Rutgers University.
2001 Joint Legislative Audit Review Committee (JLARC) review regarding WMS completed. Final report issued in early 2002.
2002 DOP completes comprehensive study as follow up to JLARC report. Results: 407 positions identified for removal from WMS and 130 positions identified for abolishment.
2005 Governor’s Mid Management Reform Initiative requires cutting 1,000 manager positions in state government by June 30, 2007 (majority of cuts were WMS positions).
2007 DOP implements agency and enterprise control points to manage growth of WMS. DOP monitors agency usage and agencies report in their GMAP HRM reports.
2009 DOP FY10 Agency Priority to review the state’s management services (WMS and Exempt) and develop options to better manage both services.
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Definition of WMS Manager
WMS Committee Training
In accordance with RCW 41.06.022, a manager or managerial employee is defined as the incumbent of a position that:
(1) Formulates statewide policy or directs the work of an agency or agency subdivision;
(2) Administers one or more statewide policies or programs of an agency or agency subdivision;
(3) Manages, administers, and controls a local branch office of an agency or an agency subdivision, including the physical, financial, or personnel resources;
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Definition of WMS Manager (continued…)
WMS Committee Training
(4) Has substantial responsibility in personnel administration, legislative relations, public information, or the preparation and administration of budgets; or
(5) Functions above the first level of supervision and exercises authority that is not merely routine or clerical in nature and requires the consistent use of independent judgment.
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WMS coordinator role
WMS Committee Training
Ensure compliance with the WMS rules within your agency
Provide training to agency WMS committee members.
Chair evaluation committee meeting
Serve as a liaison between your agency and DOP for matters related to WMS
Serve as agency’s expert on WMS
Participate on audit teams as requested by DOP
Help to provide accountability, consistency and transparency with the WMS
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WMS committee member role
WMS Committee Training
Become knowledgeable with the agency’s WMS Inclusion and Evaluation Procedure
Become knowledgeable with the definition of WMS manager
Become familiar with the WMS inclusion criteria, Job Value Assessment Charts, and the WMS Evaluator’s handbook
Attend WMS committee meetings and be an active participant in reviews of positions
Help to provide accountability, consistency and transparency with the WMS
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WMS rules and requirements
WMS Committee Training
Policy and procedure requirements
Salary administration policy (WAC 357-58-075)
Relocation compensation “written criteria” (WAC 357-58-155)
Additional leave authorization policy (WAC 357-58-180)
Recruitment and Selection policy (WAC 357-58-185)
Employee performance planning and evaluation procedure (WAC 357-58-415, WAC 357-37-080)
Layoff procedure and its contents (WAC 357-58-440, -455, -460)
Reconsideration procedures (WAC 357-58-515)
Inclusion and Evaluation Procedure (WAC 357-58-032) *NEW*
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New forms, tools and processes
WMS Committee Training
Inclusion and evaluation procedure required – DOP approval required by 4/1/11
New Request for Review, Position Evaluation Summary and WMS PD forms
- Separate WMS and Exempt PD Forms
New WMS handbook and JVAC tools
- Separate WMS and Exempt handbook and JVACs
Self-audit questionnaire
Reporting requirements
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WMS Position Description form
WMS Committee Training
Updated based upon feedback from both WMS workgroups
Better aligns with new JVACs
Tips for supervisors/managers completing
- Be succinct, but descriptive
- Pay special attention to accountability, which is now the primary driver for band placement
- Be sure to answer additional questions which will help the evaluators accurately evaluate the position
- Attach an organization chart
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Determining WMS inclusion
WMS Committee Training
Policy and procedure requirements
Inclusion and Evaluation Procedure – DOP approval required
Overview of inclusion criteria and guidance
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Evaluating WMS positions
WMS Committee Training
Policy and procedure requirements
Inclusion and Evaluation Procedure – DOP approval required
Why was the JVAC updated?
Overview of the JVAC tool and handbook
Scope/Impact
Nature of ImpactAuthority to Act
•Programs Size and Importance
•Operating Budgets – Internal Operations
•Effect on Agency (Statewide Outcomes)
•Personal services budgets
•Facilities operations
•Controlling actions and outcomes
•Participating – Collaborating - Facilitating
•Statute
•Regulations
•Delegation Level
WMS Committee Training
Overview of the JVAC tool - WMS connections
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Accountability RatingRating Code Traditional Manager Individual Contributor
W Direct Supervision Accuracy of staff work Could be 1st level Supervisor
Advice and Consultation at a Basic level but profession based level (founded on a learned discipline)
Cultural experience that permits a person to do an effective job with constituents. (Native American/Tribal example)
X
Program Management More emphasis on delivery Development of program Determines how to deliver
the program from the point of delivery forward
Could be multiple programs
More advanced practice of profession based discipline
Y
Impact is broad, could be statewide
Statewide constituency is large
This position is accountable for outcomes of an organization
Accountable to a key position in state government where actions taken on this position’s advice are critical to agency outcomes
Impact on security, liability and agency viability
WMS Committee Training
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Decision MakingRatings Description/Example
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Decisions are guided by regulations or clear policy Judgments are based on known and familiar precedents and
dependable regulation
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Decisions are guided by varying conditions within established policy or statute but not always made in the same way
Discretion to make decisions grants a degree of latitude for adapting to varying situations
Judgments are made in somewhat unknown and unfamiliar areas where there are few reliable precedents
3
Decisions are guided by statewide policy or broad and some cases (unique) statute where legal precedent may be unclear, or where external forces/legislation are evolving or unsettled or decisions/judgments have a critical effect on agency viability
Judgments are inventive/innovative where few if any precedents exist
WMS Coordinator Training
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Nature of Management – Knowledge, Skills and Abilities (KSA’s)Bodies of Knowledge:
Management PrinciplesScientific, Technical
AdministrativeAll are concepts, familiarity with information
Rating Code Description/ExampleA Basic Level includes full grasp of principles and concepts
and practices of a profession based body of knowledge
B Advanced practice of a profession based body of knowledge
C Mastery/Expertise practice of a profession based body of knowledge
D Exceptional grasp of a profession based body of knowledge
WMS Committee Training
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Transitional items and next steps
WMS Committee Training
Toss any old WMS guidance and handbooks.
Exempt PD form and JVAC banding tool are now stand- alone forms and tools. They will be renamed as “Exempt” by end of year.
Updating WMS PDs on new form and reevaluation using new JVAC - target June 30, 2013.
Updating of other WMS rules – discussions begin in January.
Full WMS handbook – coming in 2011.