Job Mapping

5.1 What is Job Mapping?
Job Mapping is a process of placing existing staff in the positions in an Agency under the Position Classification System (PCS).

A position is classified as per the job description under a Major Occupational Group (MOG) and in a particular sub group. Currently there are 19 Major Occupational Groups and 77 sub groups with 669 positions (as of 23rd August 2006) under the PCS.

In future, the number of MOGs, Sub Groups and Positions may either increase or decrease based on the Government policy and needs of the Civil Service.

5.2 What are the guidelines and processes adopted for job mapping by the Ministries/Agencies/Dzongkhags?
The Job Mapping Team (JMT) comprising senior officers and Human Resource Officers (HROs) chaired by the respective Heads of Ministries/Agencies/Dzongkhags was formed in every agency to carry out Job Mapping. HROs were trained to carry out job mapping and were provided the following documents for reference:

Job Mapping Guidelines;
Generic Job Descriptions (JDs);
Job Matrix (draft Position Directory); and
Job Mapping Format.

In assigning appropriate Position Title under the PCS, JMT had to carry out the following:

Ensure that all staff were included.

Check if the designations of the existing staff had any direct matches with Position Titles in the Job Matrix.

If yes, review the generic job description of the Position and after confirming that it reflects the duties and responsibilities, assign the Position Title.

If no, review Job Descriptions under the appropriate Major Occupation Group /sub group that matches the duties and responsibilities of the staff and assign the Position Title.

If required, obtain additional information on the staff to facilitate assignment of appropriate Position Title.

Report any issues that need further discussion and revision: if there is no direct match of the Job Descriptions with the staff’s duties and responsibilities and hence have been not able to assign appropriate Position Title/s.

On approval of the respective Heads of the Ministries/Agencies/Dzongkhags, submit job mapping proposal and issues, if any to the RCSC.

In order to maintain the integrity of the Job Mapping Exercise, Position Level of the respective Positions was not made known to the JMT.

5.3 What are the criteria for assigning Position Title by the RCSC? The Quality Assurance Committee (QAC) has been instituted by the RCSC to verify the proposals of the Ministries/Agencies/Dzongkhags including employee ID No., designation, qualification, grade, etc… and ensure consistency and uniformity in the job mapping across the Civil Service.
The following criteria are used in assigning Position Title under the PCS:

Position Title proposed by the Ministry/Agency/Dzongkhag concerned;
Current designation and grade;
Current duties and responsibilities; and
Minimum qualification.

5.4 What is the status of Job Mapping exercise?
About 95% of the job mapping exercise has been completed. The remaining 5% needs further review with Ministries/Agencies/Dzongkhags due to the following problems:

Employee ID Number validation;
Grade and promotion date updating;
Employment data updating; and
Evaluation of new positions’ Job Descriptions.

5.5 How is the Position Level determined?
The Job Description and Evaluation Committee comprising representatives of the Ministries/ Agencies has reviewed and evaluated the Generic Job Descriptions submitted by the various sectors as per the Factor Evaluation System (FES).

Based on the FES result, each Position is assigned its Position Level. Position Level indicates the value of the Position in relation to other positions.

Once the Position Title of a civil servant is determined, the corresponding Position Level is automatically assigned as per the Position Directory.

5.6 What are the factors under the FES used for job evaluation?
The FES is based on the seven factors and they are:

Knowledge and skills required;
Complexity of work;
Scope and effect of work;
Instructions and guidelines;
Work relationships;
Supervision over others; and
Work relationships.

5.7 Will the grades co-exist with the Position Levels?
Once all the civil servants are assigned their positions and Position Levels, grades will no longer be used under the PCS.

5.8 Why are the Position sub levels introduced?
In the Civil Service, there are many Ministries, Agencies and Dzongkhags where a junior staff is made to function in a higher position due to shortage of suitable and qualified personnel in the past. Further, these vacancies can not be filled up immediately. In order to take this situation into account and start implementation of the PCS, sub levels have been introduced as an interim strategy to address the inconsistencies in terms of varying salary scales of incumbents holding the same position. For example: Directors, Dzongdags and Drangpons (grades ranging from 3-5 under Cadre System).

5.9 What do the sub levels mean?
Sub level indicates the salary scale of the incumbent based on the grade under the Cadre System. It facilitates HR actions to ultimately fulfill the PCS principle of “Equal pay for equal value of work.”

Sub level A indicates that the incumbent is placed in the salary scale which matches the value of the position;
Sub level B indicates that the incumbent’s salary scale is one scale lower than the value of the position; and
Sub level C indicates that the incumbent’s salary scale is two scales lower than the value of the position.

5.10 How many sub levels are there?
There are three sub levels, A, B and C for the Professional & Managerial Category (P5 to P1) and Executives (EX3 to EX1) & Specialists (ES3 to ES1) Category.

For the Supervisory & Support Category (S5 to S1) and Operational Category (O4 to O1), there are more than three sub levels. HR interventions such as trainings to enhance their qualification, knowledge and skills will need to be considered in order to advance their career and place them in appropriate sub levels.

5.11 Can these sub levels apply to fresh recruits joining the Civil Service?
New entrants must meet all eligibility requirements and be appointed in sub level A which indicates that the incumbent is being paid the correct value of the position. Sub levels other than A do not apply to new candidates recruited into the Civil Service.

5.12 Can one Position have different Position Levels?
One Position can have only one Position Level. Example: Position Level of Chief Planning Officer is P1. So all officers mapped as Chief Planning Officers are in Position Level, P1. However, sub levels may differ depending on the salary scale of incumbent.

5.13 Why are civil servants with same qualification mapped in different Position Levels?
Position Levels are determined as per the job classification. It indicates the relative value of the position and not the value of the qualification. Qualification is one of the seven factors under Factor Evaluation System (FES) considered for evaluation of the position. Moreover, Vested Right Principle is applied wherever relevant.

Therefore, civil servants with the same qualification whether appointed on the same date or otherwise need not necessarily be mapped in the same Position Level.

Example: X, Y and Z have masters’ degree in Public Policy. Under the PCS, they have been been assigned Position Title and Position Level and sub level as follows: