Montana OperationsManual
Policy / Category / HumanResources/EmployeeBenefits
EffectiveDate / 07/01/2017
LastRevised / 1/5/2017
IssuingAuthority / Department ofAdministrationState Human ResourcesDepartment
Broadband ClassificationPolicy

I.Purpose

This policyestablishes an occupation-driven framework, structure and principles for identifying and grouping similar jobs in the broadband classificationsystem according to §2-18-102 and §§2-18-201 through 2-18-209,MCA.

II.Scope

This policy covers all employees in Montana's executive branch except theMontanaUniversity System, blue-collar positions, the Montana State Fund, elected officials, personal staffofelected officials, and any other position specifically excluded under §§2-18-103and-104,MCA.

Agencies with broadband employeesshall follow the provisions of this policy. Broadband classification is a management right under §39-31-303 (5), MCA, and is not subject to collective bargaining.

The Department of Administration’s (Department) State Human Resources division reviews benchmarks regularly and may adjust benchmarks or change criteria used for classifying positions according to §2-18-203 (1), MCA. However, the Department must consult with the representative of a bargaining unit before making changes to a benchmark or criteria if the change affects employees in a bargaining unit.

III.Broadband Classification Administration

A.Department Responsibilities

The Department is required to oversee and administer the broadband classification system, according to §2-18-201, MCA. To meet its statutory obligations, the Department shall:

  1. create, review, and update its policies and procedures for achieving the provisions in statute;
  2. establish benchmarked job-description standards used for classifying occupations;
  3. determine relevant factors for classification;
  4. anchor benchmark job descriptions;
  5. review and approve proposed changes or updates tooccupational standards or job-evaluation factors;
  6. determineeligibility fordelegatedclassification authority and establish agreements for agencies that effectively demonstrate the ability to achieve the provisions of this policy;
  7. provide training and authorization to classifiers in the broadband classification system;
  8. maintain a list of authorized classifiers;
  9. audit and monitor classification actions for compliance with policy and procedures;
  10. correct inaccurate agency classifications, upon request by agencies or upon the Department’s review;
  11. investigate classification and wage appeals at Step II, according to the rules established by Board of Personnel Appeals, Department of Labor and Industry;
  12. provide interpretation and advisory opinionsabout classification issues;
  13. classify occupations or approve classification actions by consultants for small agencies or agencies without delegation agreements;
  14. classify or approve all human resources positions and managers of human resources positions to avoid conflict of interest; and
  15. classifypositions as needed, when staff time and workload permit.

B.Agency Responsibilities

All agency employees must be classified using broadband procedures and standards. As provided by statute and within delegation agreements, agency human resourcesstaff and agency managers have the following responsibilities for their classified employees:

  1. agency managers shall assign work and determine essential functions performed by each subordinate employee;
  2. agency managers and agency human resources staff shallprovide informationto the Department about employee job responsibilities
  3. during a job audit;
  4. when responding to a classification or wage appeal; or
  5. when the Department establishes new or revised job-description standards.
  6. agencies without delegation agreements may submit classification requests to a consultant as provided by section IV. E. Consultants; however, the consultant’s decision must be submitted to the Department for review and approval;
  7. agencies with more than 100 employees shall seek delegated classification authority. If an agency with more than 100 employees is unable to obtain delegatedclassification authority, the agency shall seek the assistance of a trained, approved consultant forits classification services as provided in section IV. E. Consultants;
  8. agencies shall submit any requests for proposed changes to job-description standards or classification factors to the Departmentfor review and approval;
  9. agencies shall inform employees about classification actionsthat may affect them; and
  10. agencies shall provide the job evaluation justifying the classification decision for a position upon request.

Agencies with delegation agreements shall also:

  1. classify positions into the appropriate job-description standard or job code established by the Department, according to the provisions of this policy and the procedures established by the Department;
  2. participate in the process for creating new benchmark job descriptions if the agency has employees in the occupation under review;
  3. provide a list of its classification actions upon request. This list may be used during a classification audit;
  4. provide background information about classification actionsduring an audit, appeal, or review. This background information may include memos, job audits, organizational charts, or other documentation; and
  5. correct inaccurate classifications at the Department’s direction.

IV.Procedures

All broadband positions must be classified by authorized classifiers into an occupation, using a benchmarked job-description standard. Classifiers shall evaluate and compare the work of a position using factors identified by the Department and the procedures outlined in the Department’s broadband classification manual.

A.Classification Standards

The Department creates and establishesbenchmark job descriptionsfor occupations in the broadband system. The Department determines the number of occupations and their levels for each benchmarked job-description standard. The Department’s authorized classifiers shall classify all benchmarked job-description standards. The Department shall consult with agencies and unions when creating or revising standards. The benchmark’s job description standard mustidentify:

  1. the purpose of the occupation;
  2. any levels within an occupation;
  3. representative tasks;
  4. distinguishing characteristics between levels;
  5. any statutory requirements;
  6. minimum requirements for each level of the occupation; and
  7. any other factors unique to an occupation or level for that standard.

The Department shall adopt an effective date for the use of each new or revised classification standard. The effective date of the standard may be retroactive provided the Department notifies agencies in writing. The Department may also suspend or retire a benchmark. Suspended or retired benchmarks may not be used to classify a position.

The Departmentshall anchor each occupational standard by identifying the mid-level of work. The Department shall classify the mid-level of the work in an occupation into a pay band. Levels within an occupational standard other than the anchor are not classified into a pay band. Pay bandsmaybe used for reporting and analysis only, as required by §2-18-101 (17), MCA.

The Department shall work toward the goal of equal pay for comparable worth in its classification methods for positions by establishing occupational standards that eliminate the use of judgments and factors containing inherent biases based on sex whenever those occupational groups are dominated by males or females.

B.Classifying Positions

Only authorized classifiers may classify positions. Authorized classifiers shall follow the procedures in the classification manual when classifying a position. Classifiers shallevaluate the position compared to thejob-evaluation factors in benchmarked job descriptions. Positions shall be classified into a job-description standard whenever the standard is available and appropriate.

If the work of a position does not match a benchmarked job-description standard as determined by a trained classifier, the position may be removed from a job code and reclassified according to the provisions in section G. Reclassifications.

C.Delegating Classification Authority

The Department shall delegate classification authority to agenciesdemonstratingacceptable performance within the provisions of this policy. Agencies with delegated authority may classify their positions into an occupational standard. Agencies withmorethan 100 employees shallpursueclassification authority. A writtenagreementbetween the Department and agency must detail the extent of authority,provideguidelines, and outline procedures.

Agencies with classification authority shall:

  1. Remainin compliance with the terms of the delegationagreement,policies, procedures, timetables, and standards established bytheDepartment;
  2. base classification decisions on the recommendations of anauthorized classifier; and
  3. reviewand approve classification decisions made by consultants.

An agencythat does not remain in compliance with the terms of its delegation agreement may be subject to any of the following:

  1. attend additional training or testing;
  2. submit its classifications to a consultant, with Department review and approval, at the agency’s expense;
  3. meet the agreed-upon provisions determined by the Department;or
  4. have its delegation agreement revoked.

D.Classification Audits and Reviews

The Departmentshall maintain the classificationsystem’sintegrity. To ensure the integrity of the system, the Department shall audit an agency’s classifications. The Department may correct a position’s classificationuponrequestbyagenciesorupontheDepartment’sreview.TheDepartmentmaycorrect a position’s classification when itidentifies:

a.incomplete or erroneous information about essential job duties;or

b.inconsistent application of the classification procedures orstandardswithin anagency.

If the Department identifies a pattern of improper classifications or application ofthe classification procedures, the Department may remove classifiers fromthelist of authorized classifiers. The Department may also withhold, suspend, orrevokedelegated classification authority from an agency until theunderlyingclassification problems areresolved.

E.Contracting with Consultants

Agencies may contract with a consultant to perform job analyses and recommend classifications. Consultants providing classification recommendations shall use the Department’s current classification methodology.

Each classification recommendation submitted by a consultant mustincludethe job evaluation, organizational chart, and allsupportinginformation.

Anauthorized classifier employed by either a delegated agency or theDepartmentshall review and approve all classification recommendations madebyconsultants before those recommendations may beimplemented.

F.Authorized Classifiers

The Department provides training and assessments for the methods used to classifypositions.Individuals who meet all training requirements and successfully pass the classification assessment may achieve authorized classifier status.The Department shall maintain a list of authorized classifiers. Tomaintain classifier status, classifiersshall:

a.review new standards issued by theDepartment;

b.participate in creating or revising benchmark job-description standards for occupations within their agencies;

c.complete training updates and assessments;and

d.comply with methods and proceduresestablished theDepartment in the classification manual.

The Department may remove anindividual authorized classifier status based on:

a.violation of this policy

b.violation of the methods and procedures established by the Department in the classification manual;

c.violation of an agency’s delegation agreement;or

d.extended absence from classification activities, as described in the classification manual.

An individual who was previously an authorized classifier andchooses to regain authorized classifier status shall complete additional training; successfully pass a classification assessment; and demonstrate compliance with the methods and proceduresestablished by the Department.

G.Reclassifications

Reclassification requests must be based on the methods and proceduresineffect at the time of the request. The following reclassification types may occur:

a.Change in method – If a change in method occurs, agencyclassifiersor consultantsshall review affected position classifications. If the change inmethodresults in a change in classification, the effective date of thenewclassification is the date the new method is applied to theposition.

b.Revision to a classification standard – The Department may revise a job-description standard based on new statutory requirements for an occupation;changes to essential functions;updated representative tasks and responsibilities as the result of an occupational study; or after reviewing and approving an agency request to revise a standard.

c.Change in position duties – A manager may request a reclassification due to a change in the duties of the position. When a position is reclassified to a different job code because of a change in the duties andresponsibilities, the effective date of the new classification is the date the agency designee signed the reclassification request.

After the Department establishes or revises a job-description standard, some jobs may no longer meet the criteria for the new job-description standard. Authorized classifiers shall review positions in a job code to determine if the classification remains appropriate. Authorized classifiers may remove a position from its job code based on a job classification. The Departmentshall create and maintain generic job codes that will be used for any positions not meeting the criteria for a job-description standard. The Departmentshall periodically review the pool of positions with generic job codes to determine if sufficient similarity exists to create a new job-code standard.

Any resulting change in pay is governed by the Broadband Pay Policy and an agency’s internal pay policy.

V.Classification Transition (effective until 7/1/2019)

A position will remain in its current job code until the Department performs an occupational study using the new methods and procedures found in the classification manual. Once the Department has established a benchmark job-description standard, agency trained classifiers may either:

  1. place a position into the appropriate level within the new standard; or
  2. remove a position from the job code and reclassify the position according to provisions of section IV. G. Reclassifications.

VI.Classificationand Wage Appeals

Under §2-18-203 (2), MCA, employees and/or their exclusivebargainingrepresentatives may appeal the classification assigned to a position.Employees and/or their exclusive bargaining representatives may notappeala classification standard.TheBoard of Personnel Appeals, Montana Department of Labor andIndustry,sets appeal rules under ARM24.26.508.

Issues that do not directly affect the position’s classification arenotappropriate for a classification appeal and may be subjecttointernal complaintprocedures.

Awards for retroactive pay resulting from a classification appeal decision may not exceed 30 days priortothe date the employee signed the Employee Classification and WageAppealForm issued by the Board of Personnel Appeals, Department of LaborandIndustry.

The Department shall apply the classification method in effect at the timetheappeal is filed unless a review of the classification standard is inprogress.The Department must complete the review of the classificationstandardbefore addressing theappeal.

VII.Resources

A.State Employee Classification, Compensation, and Benefits, 2-18-201, MCA,etal.

B.Classification Appeals, ARM 24.26.501 etseq.

C.The Broadband Classification Manual, http://hr.mt.gov/Portals/78/guidesandforms/Classification%20Manual%20Final.pdf.

D.Benchmarks,http://hr.mine.mt.gov/filemanager?folderid=3914&view=gridview&pagesize=10&folderId=3914&pageSize=10

E.Market Analysis and Montana-Specific Occupational Descriptions –contact Bonnie Shoemaker at

F.Job Code Inventory –contact Bonnie Shoemaker at

VIII.Definitions

All definitions under 2-18-101, MCA, apply to this policy. The followingdefinitionsalsoapply:

Anchor: The mid-level of the work in an occupation, as determined by the State Human ResourcesDepartment’s authorized classifiers. Many occupations have an entry level, journey (or mid) level, and senior level of work.

Authorized Classifier: A person who effectively applies the benchmarkfactoringmethodology after successfully completing Department-provided training and assessments,demonstrates the ability to make accurate classification decisions, andisincluded on the list of approved classifiers maintained by theDepartment.

Benchmark Factoring Methodology: A method for classifying workusingcomparisons to occupationalstandards and factors determined by the Department.

Classification: A process of evaluating the work performed for a given positiontodetermine the appropriate occupation, level and occupational wage range.

Classification Standards: The benchmark descriptions containing occupational information and distinguishing factors, forming the basis forplacementof a positioninto a job code.

Factor: A measure of the distinguishing characteristics in an occupation.

Job Code: The unique identifier of an occupation and occupational wage range used bytheDepartment.The bureau matches its job codes to the U.S. Department of Labor’s StandardOccupationalClassification (SOC) system, maintained by the Bureau of LaborStatistics.

Job Evaluation: A written decision justifying the classificationdetermination.

Occupational Description: A written standard identifying the type ofworkperformed in a typical position of an occupation. Occupational descriptionsprovideessential functions, common working titles, and other information usedtodescribe anoccupation.

Standard Occupational Classification (SOC): The SOC is a nationaljobclassification system developed by the federal government that lists occupationsinwhich work is performed for pay or profit and excludes occupations that areuniqueto volunteers. Occupations are classified based upon the work performedwithconsideration given to required skills, education, training, orcredentials.