WHAT IS POSITION MAPPING?
Position mapping is the process that allows University of Arizona employees to provide direct feedback regarding their positions, and the roles and responsibilities they require.
Over the past few months, the project team has been partnering with Mercer, the University’s external consultant, in addition to UA subject matter experts to organize and develop a working draft of the career architecture.
Acknowledging that many roles may contain unique attributes, the mapping process is designed to create connections and find similarities between individual contributions, and group like work at comparable levels together. For the purpose of mapping, please consider a UCAP job that captures 70 to 80 percent of a position’s primary responsibilities a match.
All positions will be mapped into job functions and families. Job Functions are broad categories of work that can be logically grouped together based on having similar characteristics or prerequisite skills. Job Families are the unique occupations within a job function that can be performed at various levels based on scoping factors.
Once the mapping process and salary structure development have been completed, employees will be notified of the results and subsequent review process. For definitions of the career architecture components, please visit the glossary of terms here.
THE MAPPING PROCESS
POSITION MAPPING CHECKLIST FOR SUPERVISORS
- A position should be mapped to the career architecture based on the principal responsibilities and work dimensions of the position, rather than title.
- The mapping process should focus on the minimum qualifications needed for the position, not person. Remember, mapping is not a reflection of individual employee performance or tenure, but rather the position.
- Recognize that you do not need to perform all of the functions described in the job in order to have a valid position match. Consider a job a good match if it represents 70 to 80 percent of the position.
- Employees should be mapped to only one job, unless they hold multiple positions. In the event that an employee holds multiple position, each position should be mapped to a job within the architecture.
- Do not overlook the fact that if one or several major responsibilities included in the position description are not a part of your role and responsibilities, (or vice-versa), another job match may be more appropriate. Consider the career path and where a majority of time is spent.
These FAQs address questions you may thave during the position mapping process.
POSITION DESCRIPTION RESOURCES
This step-by-step resource can help you facilitate a conversation with your supervisor regarding your position and responsibilities at UA. This tool will help you create a description of your job that is similar to the position description that was used when you applied. While supervisors will map employees to UCAP jobs, employee feedback is an important part of the mapping process. Please submit your final survey after discussing your position description with your supervisor.
To access the Position Description Resource Web Form, click here.
This guide will provide instructions on how to complete the UA position description resource, as well as a general background on the uses and importance of a clear, accurate position description.
POSITION MAPPING COMMUNICATION & ENGAGEMENT TIMELINE
There are four basic steps to conducting a conversation: Preparation, Initiation, Discussion, and Conclusion.
Prior to your conversation with your supervisor, familiarize yourself with UCAP and the position mapping process. Visit ucap.arizona.edu for FAQs and terminology used regarding the project. Watch the position mapping webinar, and review the career architecture. The position mapping resource might help you articulate your position to your supervisor. Utilize the step-by-step position mapping resource to gain knowledge and understanding of where your job fits within the new architecture.
Find a time for the conversation when you're sure you will have your manager's full attention. You can use email to set up the meeting, but wait until a face-to-face interaction before you discuss questions or concerns. It's best to find a private place where you can discuss the mapping process.
Be clear and direct. Something along the lines of, "I'd like to discuss UCAP position mapping. When would be a good time to talk about this?" is a good way to initiate a conversation.
Propose an agenda. Be sure your conversation focuses on what you see as best for your position description in the career architecture, and the organization.
Use a collaborative approach with your supervisor. You want to communicate effectively:
- the scope of your responsibilities;
- the number of tasks you now perform;
- the minimum qualifications you believe are necessary to fill your role, and;
- knowledge and skills used.
Ask your supervisor for their perspective and feedback regarding the position mapping, and your role and responsibilities. Be sure to ask for clarification if necessary.
Summarize the conversation and list action items. While mapping is not a reflection of individual performance, this is also a great place to ask for feedback and discuss your career goals with your supervisor.
If necessary, request a follow up after you have been mapped to the career architecture, if necessary. For UCAP, remember once the job mapping process and salary structure development have been completed, employees will be notified of the results and will be given an opportunity for a subsequent review of the initial mapping results.
ACCESS THE CAREER ARCHITECTURE IN JDXPERT
Supervisors will map employee positions in UAccess. To begin the position mapping process, click here and login to UAccess.
Mapping Process Tutorial
Recorded Mapping Q&A Session
An earlier version of the webinar was recorded on July 11, 2018.
How to retrieve a Mapping Status Report for HR Approvers
- Enter a department number or College code and then selecting search:
- This will generate a list of all employees in that department or college/division in scope of UCAP and their current mapping status.
- The report can then be exported to Excel by clicking here:
- Choosing a Department/College code and filtering by status to run a report that only includes those employees in that current status:
UCAP Position Mapping Crosswalk Worksheet
This worksheet may provide a starting point for supervisors who are beginning the mapping process. This resource worksheet identifies existing UA Titles and provides a crosswalk to a suggested job function and job family for review in the new career architecture.
This resource is intended to be a reference for review only. Supervisors should compare position documentation, including principal responsibilities and minimum qualifications, for the position against the career architecture when mapping positions.
If you have mapping questions or need assistance mapping a position, please submit a position description to firstname.lastname@example.org.
To download the Position Mapping Crosswalk Worksheet, click here.
Position Mapping Crosswalk Worksheet last updated 07/17/2018.