As a Group standard, it is required from Divisions to have comprehensive Position Management Processes in place. Position Management is a delicate balance between Organisational Design, Job Titles, Job Descriptions and assigning Job Grading and Levels to these positions. Having a standard structure in place will not only aid in managing dynamic workforces more effectively, but the information also feeds into various other areas like the Recruitment, Succession Planning and more. Successful Position Management will ensure that all positions within the company are carefully evaluated, budgeted for and seen as a representation of a real business need.
Position management will be discussed under the following headings and Divisions should ensure that the information and processes comply with the requirements as set out in Template – Position Management Register:
The first element in Position Management would be for Divisions to have an Organisational Design (structure) in place that is fully aligned with the Division’s Strategy. The Strategy will typically include the Division’s Objectives, Vision, Mission, and Values. As these elements tend to change over the course of time, Divisions need to ensure that their Organisational Design is constantly aligned with the Strategy. As a minimum standard, Divisions are required to review their Organisational Design on an annual basis and evaluate the impact of the interventions on the organisation.
All Divisions are required to have a standard set of Job Titles throughout the organisation and manage this via the Template – Position Management Register. As a result of great diversity across the Divisions, Job Titles will not be governed on Group Level. It is important to remember that when Job Titles are established, the Divisions should ensure that the element of data quality and integrity plays a vital role. Data quality and integrity has a severe impact on Divisional and Group Reporting and also various other projects and systems that rely on this information. An Example of this is: “Bus Driver” vs “BUS DRIVER” vs “Bus-Driver.”
It is a mandatory requirement for all Divisions to have Job Descriptions for all positions defined in place. It is accepted practice that jobs of lower grading and level, will have more task-specific items discussed in the Job Description as opposed to more Senior Levels that will discuss broader categories. The Template – Job Description can be used as a general structural guide.
Occupational Levels are governed by the Department of Labour and is identified as a mandatory requirement. All Job titles should be linked to an applicable Occupational Level. This information feeds into various Group and Legislative Reporting Requirements.
As a Group Standard, it is mandatory for all Job Titles to be linked to a Job Level. The Measurement Standard used is governed and published by Towers Watson and is called the Global Grading System (GGS) https://www.towerswatson.com/assets/jls/Job_levelling_solutions_GGS_and_CareerMap.pdf
The Global Grading System (GGS) GGS is a job levelling tool for determining internal job levels based on an analysis of universally applicable factors that recognise differences in job size. GGS accommodate organisations of all sizes and uses an organisation’s size, complexity, and geographic breadth to assess the number of levels in its grading framework. It then evaluates jobs as part of a two-step process of banding and grading. Banding places jobs in the framework based on how they contribute to your organisation, reflecting a dual career path; the grading step assesses jobs against standard factors.
Where employees belong to a Bargaining Council, the Job Grading Process will deviate from the standard Global Grading system and follow the grading standards as prescribed by the applicable Bargaining Council.
Once the Template – Position Management Register has fully been completed, the Division my then use this as the governing guide to set up the Organisational Management Module within the PSIber 2.0 system.
Accuracy in setting up these structures are critical as the system facilitates various processes across the board by referring to these structures.