051129-firepe-R1124174628

Hampshire Fire and Rescue Authority Item 6
Human Resources Committee
29 November 2005
Job Evaluation of Grey Book Posts
Report by the Chief Officer

Contact: Jennifer McNeill, Head of Human Resources Tel: 023 8064 4000 Ext 2348
Email : jenny.mcneill@hantsfire.gov.uk

1

Summary

1.1

This report outlines the progress made to date to comply with the requirement that Fire Authorities carry out a Job Evaluation (JE) process of their posts which fall under the National Joint Council (NJC) for Local Authorities' Fire Brigades Scheme of Conditions of Service (Grey Book). It identifies the process which Hampshire intends to follow and makes proposals regarding the most efficient way for this to be implemented in accordance with the Integrated Personal Development System (IPDS).

1.2

There are currently 1,418 posts which will be reviewed as part of this exercise. The aim is to arrive at a fair and equitable pay and grading structure that accurately reflects the responsibilities of posts. This then forms the basis for a role based career structure within the organisation in line with IPDS.

2

Recommendations

a

That the HR Committee endorses the approach taken in preparing for, and progressing, the process of Job Evaluation.

b

That the HR Committee notes the progress and outcome so far of the new grading structure and Job Evaluation.

3

Introduction and Background

3.1

The background to Job Evaluation was reported to the HR Committee in April 2004. Circular NJC/13/03, dated 2 December 2003, confirmed agreement to adopt a role based structure incorporating seven roles from Fire Fighter to Brigade Manager to replace the rank based system.

3.2

In HFRS, the assimilation process from rank to role for pay purposes only (Stage 2 Pay Award) was completed in February 2004. Circular NJC/09/05, dated 24 August 2005, confirmed agreement on the guidance in respect of (i) the assessment of competence for pay for each role within the IPDS structure and (ii) the assessment of job size for some of the roles. Fire Services were also provided with guidance on allocating a job to a role, job size, model appeal procedure and principles to apply to job descriptions. The process of job evaluation will now formally enable the Service to implement the Integrated Personal Development System (IPDS) and move to a role-based structure. The target date to achieve this is 1 April 2006.

3.3

The project is being managed using Prince Project Planning methodology and the process is being quality assured by the use of an external consultant. The Head of HR is the Senior Supplier for this project, with a principal officer as Project Executive and 3 heads of function as Senior Users, representing the Service. A core team of job analysts, evaluators and appeal panel members have been established from all functions, with professional support and guidance provided by the HR function.

3.4

The objectives of the Project Board are to :-

· Establish evaluation processes that are fair, honest and consistent

· Ensure processes are applied fairly and consistently

· Ensure posts are aligned to the appropriate roles in the IPDS role map

· Achieve a robust pay structure

· Ensure transparency in the process and to have a communications plan

· Establish a robust appeals process

· Create a framework for comparison with non Grey Book posts for equal pay purposes

3.5

The project will evaluate all existing Grey Book posts from the ranks of Leading Firefighter to Senior Divisional Officer to align them to the roles of Crew Manager to Area Manager. This project is linked to other projects that have been undertaken and which have formed the basis for much of the Job Evaluation project itself. These are, Senior Managers Review (SMR), Middle Managers Review (MMR) Shift Pattern Review and the Flexible Duty System Review.

This process has far-reaching implications regarding final pay outcomes (back pay and protection), issues of equality and fairness, scrutiny by Audit and other external agencies.

4

Regional Approach

4.1

In developing this project, we have been working with our SE regional partners to ensure, as far as possible, consistency in approach and sharing of workloads. This includes joint training for job analysts, job evaluators, appeals panels and trade unions.

4

Implementing the Process

4.1

The process of job evaluation and moderation of all posts is due to be completed by 24 November 2005. Letters will then be sent to all affected employees to confirm the outcome of JE for their particular post. We will then commence the appeals process and panels are already being diarised to ensure this is carried out, and the process finalised, as quickly as possible.

4.2

From April 2006, when it is anticipated that any appeals are concluded and the final outcome is established, all Grey Book employees will receive an up to date contract of employment reflecting the revisions to their terms and conditions arising from the 2003 National Agreement; an up to date job description and a copy of their new role map.

5

Contribution to Corporate Aims and Objectives

5.1

Job evaluation for Grey Book posts is one of the key tasks for the Human Resources (HR) function in 2005/06 and contributes to managing our resources.

6

Risk Analysis

6.1

N/A

7

Resource Implications

7.1

Human Resources
The final outcome of JE may have a minor impact on our structure and reporting lines in some areas due to any increase or decrease in job size. There may be further work to be carried out to review some parts of our structure accordingly.

7.2

Physical Resources
N/A

7.3

Information and Communications Technology Resources
N/A

7.4

Financial Implications
The outcome of this project will determine any issues relating to back pay, or pay protection, as a result of the role allocation in February 2004, but effective from November 2003.
Whilst the JE process and moderation is due to be completed by 24 November, details will not be available in sufficient time for the circulation of this report. However, a verbal update of information that is available will be given at the HR Committee on 29 November. Whatever the early indications are, the full impact of pay increases or protection arrangements are still subject to the outcome of the appeals process.
The work of the MMR process did predict a potential additional cost of £112,000. This has been off-set against savings arising from the MMR process. The cost of back pay following JE may be in the region of £132,000. This will be found from within existing resources.

8

Equality Impact Assessment

8.1

A copy of the Equality Impact Assessment is provided as Appendix 1.

9

Consultation

9.1

We are keen that this process is open and transparent from the outset and a partnership approach to this with our employee representatives is key to achieving this. We have consulted with the Fire Brigades Union (FBU), including the Officers Section, the Retained Firefighters Union (RFU) and the Fire Officers Association (FOA). In addition, the Unions were invited to nominate members to become involved in the process as observers and attend the training courses and they have been fully involved in this.

Background Information (Section 100D of Local Government Act 1972)
The following documents disclose the facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of the report :
The Joint Secretaries' Position Statement on 20 October 2003
http://www.lg-employers.gov.uk/documents/pay_conditions_stats/fire/emp25-2003.doc
Circular NJC/13/03, 2 December 2003
http://www.lg-employers.gov.uk/documents/pay_conditions_stats/fire/njc13-2003.doc
Circular NJC/09/05, 24 August 2005
http://www.lg-employers.gov.uk/documents/pay_conditions_stats/fire/20050824_njc9.doc
Note: The list excludes: (1) published works; and (2) documents that disclose exempt or confidential information as defined in the Act.

Secretarial/WP/Corporate/HFRA/HRCommittee/29November2005

21 November 2005


Contact: Jennifer McNeill, Head of Human Resources Tel: 023 8064 4000 Ext 2348 Email : jenny.mcneill@hantsfire.gov.uk

1	Summary

1.1	This report outlines the progress made to date to comply with the requirement that Fire Authorities carry out a Job Evaluation (JE) process of their posts which fall under the National Joint Council (NJC) for Local Authorities' Fire Brigades Scheme of Conditions of Service (Grey Book). It identifies the process which Hampshire intends to follow and makes proposals regarding the most efficient way for this to be implemented in accordance with the Integrated Personal Development System (IPDS).

1.2	There are currently 1,418 posts which will be reviewed as part of this exercise. The aim is to arrive at a fair and equitable pay and grading structure that accurately reflects the responsibilities of posts. This then forms the basis for a role based career structure within the organisation in line with IPDS.

2	Recommendations

a	That the HR Committee endorses the approach taken in preparing for, and progressing, the process of Job Evaluation.

b	That the HR Committee notes the progress and outcome so far of the new grading structure and Job Evaluation.

3	Introduction and Background

3.1	The background to Job Evaluation was reported to the HR Committee in April 2004. Circular NJC/13/03, dated 2 December 2003, confirmed agreement to adopt a role based structure incorporating seven roles from Fire Fighter to Brigade Manager to replace the rank based system.

3.2	In HFRS, the assimilation process from rank to role for pay purposes only (Stage 2 Pay Award) was completed in February 2004. Circular NJC/09/05, dated 24 August 2005, confirmed agreement on the guidance in respect of (i) the assessment of competence for pay for each role within the IPDS structure and (ii) the assessment of job size for some of the roles. Fire Services were also provided with guidance on allocating a job to a role, job size, model appeal procedure and principles to apply to job descriptions. The process of job evaluation will now formally enable the Service to implement the Integrated Personal Development System (IPDS) and move to a role-based structure. The target date to achieve this is 1 April 2006.

3.3	The project is being managed using Prince Project Planning methodology and the process is being quality assured by the use of an external consultant. The Head of HR is the Senior Supplier for this project, with a principal officer as Project Executive and 3 heads of function as Senior Users, representing the Service. A core team of job analysts, evaluators and appeal panel members have been established from all functions, with professional support and guidance provided by the HR function.

3.4	The objectives of the Project Board are to :- · Establish evaluation processes that are fair, honest and consistent · Ensure processes are applied fairly and consistently · Ensure posts are aligned to the appropriate roles in the IPDS role map · Achieve a robust pay structure · Ensure transparency in the process and to have a communications plan · Establish a robust appeals process · Create a framework for comparison with non Grey Book posts for equal pay purposes

3.5	The project will evaluate all existing Grey Book posts from the ranks of Leading Firefighter to Senior Divisional Officer to align them to the roles of Crew Manager to Area Manager. This project is linked to other projects that have been undertaken and which have formed the basis for much of the Job Evaluation project itself. These are, Senior Managers Review (SMR), Middle Managers Review (MMR) Shift Pattern Review and the Flexible Duty System Review.

	This process has far-reaching implications regarding final pay outcomes (back pay and protection), issues of equality and fairness, scrutiny by Audit and other external agencies.

4	Regional Approach

4.1	In developing this project, we have been working with our SE regional partners to ensure, as far as possible, consistency in approach and sharing of workloads. This includes joint training for job analysts, job evaluators, appeals panels and trade unions.

4	Implementing the Process

4.1	The process of job evaluation and moderation of all posts is due to be completed by 24 November 2005. Letters will then be sent to all affected employees to confirm the outcome of JE for their particular post. We will then commence the appeals process and panels are already being diarised to ensure this is carried out, and the process finalised, as quickly as possible.

4.2	From April 2006, when it is anticipated that any appeals are concluded and the final outcome is established, all Grey Book employees will receive an up to date contract of employment reflecting the revisions to their terms and conditions arising from the 2003 National Agreement; an up to date job description and a copy of their new role map.

5	Contribution to Corporate Aims and Objectives

5.1	Job evaluation for Grey Book posts is one of the key tasks for the Human Resources (HR) function in 2005/06 and contributes to managing our resources.

6	Risk Analysis

6.1	N/A

7	Resource Implications

7.1	Human Resources The final outcome of JE may have a minor impact on our structure and reporting lines in some areas due to any increase or decrease in job size. There may be further work to be carried out to review some parts of our structure accordingly.

7.2	Physical Resources N/A

7.3	Information and Communications Technology Resources N/A

7.4	Financial Implications The outcome of this project will determine any issues relating to back pay, or pay protection, as a result of the role allocation in February 2004, but effective from November 2003. Whilst the JE process and moderation is due to be completed by 24 November, details will not be available in sufficient time for the circulation of this report. However, a verbal update of information that is available will be given at the HR Committee on 29 November. Whatever the early indications are, the full impact of pay increases or protection arrangements are still subject to the outcome of the appeals process. The work of the MMR process did predict a potential additional cost of £112,000. This has been off-set against savings arising from the MMR process. The cost of back pay following JE may be in the region of £132,000. This will be found from within existing resources.

8	Equality Impact Assessment

8.1	A copy of the Equality Impact Assessment is provided as Appendix 1.

9	Consultation

9.1	We are keen that this process is open and transparent from the outset and a partnership approach to this with our employee representatives is key to achieving this. We have consulted with the Fire Brigades Union (FBU), including the Officers Section, the Retained Firefighters Union (RFU) and the Fire Officers Association (FOA). In addition, the Unions were invited to nominate members to become involved in the process as observers and attend the training courses and they have been fully involved in this.

Background Information (Section 100D of Local Government Act 1972) The following documents disclose the facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of the report : The Joint Secretaries' Position Statement on 20 October 2003 http://www.lg-employers.gov.uk/documents/pay_conditions_stats/fire/emp25-2003.doc Circular NJC/13/03, 2 December 2003 http://www.lg-employers.gov.uk/documents/pay_conditions_stats/fire/njc13-2003.doc Circular NJC/09/05, 24 August 2005 http://www.lg-employers.gov.uk/documents/pay_conditions_stats/fire/20050824_njc9.doc Note: The list excludes: (1) published works; and (2) documents that disclose exempt or confidential information as defined in the Act.