OA Job Family Framework Project: Where are we now?

Recognizing that the campus community prefers to receive regular updates about the OA Job Family Framework Project, Human Resources will post monthly reports about the status of the project on this webpage. These brief “Where are we now?” updates are intended to provide a snapshot of the project for those interested in monitoring progress.

Posted: February 5, 2021

Human Resources has started the next step in the review process as we work towards the development of the OA Job Family Framework, which involves a collaboration with unit leadership and their designated representatives. The first round of review began in the winter of 2020 and focused on job families and job functions.

In this second step, unit leadership and their designated unit representatives will review the placement of OA positions into a job level within their assigned job family and function. They will also have the opportunity to take a second look at the families and functions assigned to each OA position within their unit based on feedback provided in the first round of review. This second step of the review process is expected to continue through spring term.

The development and refinement of the OA Job Family Framework Project has taken longer than originally anticipated due to the unexpected circumstances of 2020. Based on the updated timeline, HR will focus on finalizing the framework and position placements within the framework through the fall, with implementation planned to occur by end of calendar year 2021.

As the HR project team and unit leadership continue the review and refinement process, now is a good time to revisit the purpose and goals of this project and the key components of a job family framework. Human Resources launched this project to expand upon the work completed in 2016 that established salary bands for OA positions. A job family framework is a structure that groups jobs by the nature of the work, rather than by the job title or organizational hierarchy. The structure is a combination of job families, job functions, and job levels within which positions are placed based on the information contained in the position description. Essentially, a job family framework is a practical way of identifying and describing a logical grouping of roles within an organization. Implementing an OA job family framework will offer enhanced visibility and transparency about placement, growth, and career advancement opportunities. Learn more about job functions and job levels within a job family and view examples of job family frameworks in use at other universities by visiting the OA Job Family Framework Fundamentals webpage.

Posted: May 8, 2020

In recognition of the significant COVID-19 response and recovery activities that continue across campus, the HR Project Team is monitoring project timelines and will make adjustments as necessary. At this time, the project continues to be on track for implementation by the end of the calendar year, although some aspects of the implementation process may extend into winter term of 2021.

University leadership and Human Resources remain committed to this important project and the HR Project Team continues to make progress on its evaluation of the preliminary OA job family framework produced by Segal, which includes job families, functions, levels, and position placements.

The development of a job family framework for officers of administration is a collaborative multi-phase review and feedback process between the HR Project Team and school/college/division leadership and representatives.

The first phase of the feedback and review process began in late February, and involves school/college/division leadership and their designated unit representatives reviewing the draft job families and job functions, as well as the initial placement of officer of administration positions in their unit into the families and functions. Feedback from each school/college/division was originally due back to the HR Project Team in March, but the timeline was extended due to COVID-19. Feedback from many units has already been submitted to the HR Project Team; the remainder of the feedback is expected to be returned this month.

Once feedback is received, the HR project team, in collaboration with Segal consultants, will conduct a comprehensive review of the feedback, make adjustments as necessary, and launch the second phase of the review and feedback process. In the second phase, which is expected to begin in late summer, leadership will review the placement of OA positions into a job level within their assigned job family and function.

Visit the OA Job Family Framework Fundamentals webpage to learn more about key components of the a job family framework, including job functions and job levels within a job family and to view examples of job family frameworks in use at other universities.

Posted: February 7, 2020

The HR project team continues its initial evaluation of the preliminary OA job family framework produced by Segal, which includes job families, functions, levels, and position placements.

The next phase of the process begins this month and involves sharing the initial placement of positions within the draft job families and job functions with university leadership and their designated unit representatives for review and feedback. At this early stage in the review process, the HR Project Team expects additional changes to the families, functions, and initial position placements based on unit feedback. This phase of the process is expected to continue through spring term. The project remains on track with its established timeline.

As the framework is reviewed and refined in the months ahead, the HR project team offers more insight into the key components of a job family framework. Learn more about job functions and job levels within a job family and view examples of job family frameworks in use at other universities by visiting the OA Job Family Framework Fundamentals webpage.

Posted: January 13, 2020

The HR project team continues its assessment and review of the preliminary OA job family framework and position placements produced by Segal. The team will complete its initial review of the proposed structure and position placements in February, and then begin a more in-depth review and vetting process by sharing the draft framework with university leadership and their designated unit representatives by late March. This vetting process will likely continue through spring term. The project is on track to meet the milestones established in the project timeline.

As the framework is developed, reviewed, and refined in the months ahead, the HR project team offers more insight into the key components of the a job family framework. Learn more about job functions and job levels within a job family and view examples of job family frameworks in use at other universities by visiting the OA Job Family Framework Fundamentals webpage.

Human Resources launched this project early last year as the next step in building a comprehensive OA job family framework. The first phase was completed in 2016 with the implementation of salary bands for OA positions. This second phase of the project will expand upon the work completed in phase one and create a job family framework that offers enhanced visibility and transparency about placement, growth and career advancement opportunities. More information about the purpose and goals of this project is available on the HR website.

Posted: December 5, 2019

The HR project team continues its review of the preliminary OA job family framework produced by Segal. The project team, in close collaboration with the project advisory committee, has evaluated and identified job families, functions, and levels that represent UO’s OA positions based on a thorough evaluation of position descriptions. Segal has provided the HR project team with a first draft of the placements of OA positions into the job family framework, which includes job families, functions, and levels. The team is now in the process of conducting a preliminary assessment of the framework and position placements.

The project remains on schedule. The HR project team will complete its initial review of the proposed structure and position placements in January, and then begin a more in-depth review and vetting process by sharing the draft framework with university leadership and their designated unit representatives in February 2020. This vetting process will likely continue through spring term. The project is on track to meet the milestones established in project timeline.

As the framework is developed, reviewed, and refined in the months ahead, the HR project team offers more insight into the key components of the a job family framework. Learn more about job functions and job levels within a job family and view examples of job family frameworks in use at other universities by visiting the OA Job Family Framework Fundamentals webpage.

Posted: November 7, 2019

The HR project team, in close collaboration with the project advisory committee and Segal consultants, continues the process of developing a job family framework for officer of administration (OA) positions at the University of Oregon by creating job families, job functions, and job levels. By the end of this calendar year, Segal will provide the HR project team with a first draft of a preliminary framework for its review. The HR project team will conduct an initial review of the proposed structure to provide feedback and further refine a job family framework. The HR project team plans to begin a more in-depth review and vetting process by sharing the draft framework with university leadership and their designated unit representatives in winter term 2020. This vetting process will likely continue through spring term to further refine a job family framework that best serves the university.

As the framework is developed, reviewed, and refined over the next several months, the HR project team offers more insight into what a job family framework is and how it serves an institution by exploring key components of the structure.

Essentially, a job family framework is a practical way of identifying and describing a logical grouping of roles within an organization. Job families are a key component of a job family framework, as they provide high level groupings of positions that conduct work of a similar nature. Grouping related positions into a job family begins to provide a common language for the university community to use when describing and evaluating positions for the purposes of career advancement, recruitment, and compliance.

Learn more about the concept and purpose of job families by visiting the OA Job Family Framework Fundamentals webpage.

Posted: October 14, 2019

Thanks to the tremendous work of OAs, HR partners, supervisors, and unit leadership, approximately 96% of officer of administration position descriptions (PDs) were updated through the OA PD update initiative this summer. This work will have a significant and positive impact on the development of the OA Job Family Framework.

With the OA position description update initiative complete, Segal has begun the work of reviewing the content of OA PDs. This review will help them understand the roles and responsibilities of OA positions at the University of Oregon, which will form the job families, job functions, and job levels that need to be created in order to effectively group OA positions. These job families, job functions, and job levels will serve as the foundation of the Job Family Framework structure that will be implemented at UO in 2020. Over the next few months, Segal and the project team will work together to create and refine the Job Family Framework structure.

For more information regarding the OA Job Family Framework project, please visit the project webpage.

Posted: September 10, 2019

The OAJFF project team is thrilled to share that approximately 1,400 OA PDs, of about 1,600, have been submitted to date for the purposes of the OA JFF project, and more continue to come in. The HR Project Team is deeply grateful for the tremendous work HR partners, supervisors, unit leadership, and OAs completed as part of the OA PD update initiative over the summer. Their timeliness, attention, and focus made this initiative a success and will have a significant and positive impact on the creation and implementation of the OA Job Family Framework.

Segal, the contracted consulting firm for this project, is evaluating OA PDs as the next step in the process of identifying job families. The project team will meet with Segal in the months ahead to create and refine a job family framework that serves the university and its officers of administration.

The HR project team, in consultation with the project advisory team and Segal consultants, continues its work to develop an OA compensation philosophy that will serve the university as it seeks to attract and retain top talent in OA positions. Over the next few months, an OA compensation philosophy will be drafted and refined for review by senior leadership and other stakeholders. More information will be shared as it becomes available.

Posted: August 8, 2019

Human Resources continues to work with units and departments to update officer of administration position descriptions (PDs) as part of the OA Job Family Framework Project. The goal is to review, update, and approve every OA PD through MyTrack by August 30.

It is clear that units are working hard to develop their processes and update PDs for the purposes of this project. In response to questions that have been asked by HR Partners and unit leadership, HR has provided additional guidance related to the OA Job Family Framework project in the OA PD Update Initiative FAQs. This includes new guidance related to completion of the Fiscal Authority and Fiscal Responsibility sections of the position description, as well as other important information.

OAs have a unique understanding of their role and responsibilities, and their input is valuable to the process of creating and maintaining accurate position descriptions. OAs are encouraged to reach out to their supervisors to learn more about how they can participate in the PD review process underway. Each unit’s HR representative can also serve as a helpful resource and provide further guidance about the unit’s plans for OA engagement.

For more information, visit the OA PD Update Initiative webpage and the frequently asked questions.

While the OA PD update initiative is underway, the HR project team, in consultation with the project advisory team and Segal consultants, continues its work to develop an OA compensation philosophy that will serve the university as it seeks to attract and retain top talent in OA positions. Over the next few months, an OA compensation philosophy will be drafted and refined for review by senior leadership and other stakeholders.

Posted: July 2, 2019

Human Resources has launched an initiative to update all officer of administration position descriptions (PDs) as part of the OA Job Family Framework Project. Starting July 8, units and departments are expected to review, update, and approve every OA PD through MyTrack by August 30.

Developing a job family framework requires a review and evaluation of officer of administration (OA) positions. Since OA positions and job titles vary widely across the university, position descriptions (PDs) will serve as the primary tool for completing the evaluation process. It is imperative to this project that the information regarding the scope and responsibilities of positions provided in the position description for each OA position is accurate and up-to-date.

For more information about this important next step in this project, including how OAs can participate, visit the OA PD Update Initiative webpage.

Posted: June 10, 2019

The stakeholder listening sessions and online feedback form generated valuable comments and offered important insights for HR to consider as it continues its work towards developing and implementing a job family framework for officers of administration (OAs). Common themes from the feedback provided by the campus community include:

  • Regular communication keeps the campus community informed.
    It was clear that stakeholders, particularly OAs, want to receive regular project updates, even if there is no new information to share, rather than only receiving updates at major milestones. To fulfill this request, HR will publish monthly project updates on its website and on AroundtheO.
     
  • Is this project related to the Oregon Equal Pay Act?
    This project will provide clarity, consistency, and compliance regarding OA positions at the university. It will inform other HR work, including the implementation of the Oregon Equal Pay Act (OEPA). When the OA salary bands were implemented in 2016, we indicated that the second phase of the project, building out the job family framework, would be done in the future. The implementation of the OEPA made it important to begin the project now, as the framework will provide us with clarity around how positions across campus relate to each other, which is useful when making compensation comparisons in accordance with OEPA.
     
  • Will this project impact an individual OA’s compensation?
    Individual compensation rates will not be adjusted through the process of developing and implementing a job family framework. The scope of this project does not include an analysis of OA compensation. After the framework is finalized and implemented, it will be used as a tool to help the university better understand how positions relate to one another across campus and to inform appropriate pay for new hires, promotions, and other position and pay actions.
     

The collective effort of the advisory committee, HR, and the consulting firm requires the input and thoughtful contributions of many. Throughout the project, campus constituents are welcome to provide comments, feedback, or ask questions at any time throughout the duration of the project using the feedback link on the project webpage.

What’s next?

Developing a compensation philosophy
In consultation with the HR project team and the project advisory team, Segal is developing an OA compensation philosophy that serves the university as it seeks to attract and retain top talent in OA positions. Over the next few months, an OA compensation philosophy will be drafted and refined for review by senior leadership and other key stakeholders.

Updating OA position descriptions
Beginning in July, HR will kick-off an initiative to update all OA position descriptions. Ensuring that OA position descriptions (PDs) are up to date and include key information about the scope and responsibilities of the position is an important next step to developing job families and placing positions accordingly. While supervisors have the final decision making authority to determine what is included in an employee’s PD, they will be instructed to obtain input from OAs about their position descriptions as part of the PD approval process.

HR plans to have all OA PDs updated by the end of August. The consultants will then review each PD and complete the position evaluation process in order to begin placing positions within appropriate job families for review by HR and university stakeholders. We will share more about the position placement process as we reach that phase of the project.