POSITION DESCRIPTIONS
DEPARTMENT User guide
August 2007
Human Resources
Strategic Staffing & Compensation
POSITION DESCRIPTIONS
NOTE: If reviewing the user guide online, place cursor on the page number, then CTRL + click and this will take you to the selected page.
INTRODUCTION 3
GETTING STARTED 4
ABOUT POSITION DESCRIPTIONS 5
ESTABLISH A NEW POSITION DESCRIPTION 6
POSITION DESCRIPTION – Content Tabs 9
Responsibilities and Duties Tab 10
Direct/Indirect Reports Tab 11
Qualifications Tab 13
Scope & Impact Tab 13
Compliance Requirements Tab 13
Essential Positions Tab 13
Working Environment & Physical Requirements Tab 13
Documents Tab 14
MODIFY AN EXISTING POSITION DESCRIPTION 16
SEARCH OPTIONS 19
Search Actions 19
Pending Actions 19
Historical Actions 19
Search Position Descriptions 19
INTRODUCTION
Welcome to the Jobs@ site. The Human Resources department has implemented this system in order to automate many of the paper-driven aspects of the classification/compensation and staffing activities.
You will use this system to:
· Establish new and modify existing Position Descriptions
· View Position Descriptions
· Create Requisitions for postings
· View Applicants and maintain statuses
· Create, modify and delete campus compliance requirements
Your Web Browser
The online system is designed to run in a web browser over the Internet. The system supports browser versions of Netscape 4.7 and above and Internet Explorer 4.0 and above. However some of the older browser versions are less powerful than newer versions, so the appearance of certain screens and printed documents may be slightly askew. The site is best viewed in Internet Explorer 5.5 and above.
It is recommended that you do not use your browser's "Back", "Forward" or "Refresh" buttons to navigate the site, or open a new browser window from your existing window. This may cause unexpected results, including loss of data or being logged out of the system. Please use the navigational buttons within the site.
Spell Check Option
One of the features in the site is a spell check option. You may select this feature from the navigational bar to the left. You will initially need to download this feature from the Google toolbar to your computer. Once this is completed, as you are working through the site activities, you simply click the spell check button while on each screen.
Security of Data
To ensure the security of the data provided, the system will automatically log you out after 60 minutes if it detects no activity. However, anytime you leave your computer we strongly recommend that you save any work in progress and Logout of the system by clicking on the logout link located on the bottom left side of your screen.
Please notify Tina Johnson-Randle at or 402-559-4101 for technical assistance.
GETTING STARTED
After entering the URL jobs.unmc.edu/hr, the “login screen” for the system will appear.
If you already have a Jobs@ user account, please continue by logging into the system with your user name and password.
If you do not already have a Jobs@ user account, you must create your own account by clicking on the ‘Create User Account’ link on the left side of the screen. Complete the short form and click ‘Continue’ to submit for approval. Please write down your user name and password. You will need them each time you log in to the system.
You will receive an email notification regarding your user account and can now log into the site.
ABOUT POSITION DESCRIPTIONS
The process for the classification of new and existing positions consists of a two part evaluation – both an internal and external analysis.
The internal worth of a position is evaluated based on the ‘Zone Placement Matrix’ (document location – nuvalues.unmc.edu); a tool used to evaluate a position’s appropriate zone placement based on job related factors. An external market pricing analysis is also conducted to ensure relevance to market pay levels which will in turn attract the best talent and retain current employees.
The position description serves as the basis for the classification process. This guide provides instruction regarding two key actions for processing position descriptions:
Establish a New Position Description - utilized when you are creating a completely new job; the description does not exist today.
Modify an Existing Position Description - is initiated when there is a need to make changes to a position description that currently exists in the online system.
Existing positions –
With the implementation of the on-line system, Human Resources pre-populated key information to the site for many of the positions that existed. In addition, many of these records have a link to a scanned image of the most current hardcopy position description that Human Resources had on file. These images may be used as a reference to further complete the position descriptions which have been loaded. (The links are located in the “General Position Information” tab which is described in further detail in the ‘Modify an Existing Position Description’ section).
To access these linked documents, you will need to have Adobe Acrobat Reader installed. This is a free download available at www.Adobe.com.
ESTABLISH A NEW POSITION DESCRIPTION
· To begin a position description action, click the ‘Begin New Action’ link in the Position Description section of the navigation bar.
· Your Action choices will then appear.
· Select ‘Start Action’ of ‘Position Action - Establish a New Position Description’.
· There are several content tabs across the top of the screen. These are the various components of the position description to be completed. As you work through each of the content tabs, there are detailed instructions and related links.
· When you first initiate this action, you will be in the ‘Select the Title’ tab. This screen allows you to associate a specific classification template title with the position description being created.
· On the ‘Select the Title’ tab, select the desired ‘Working Title’ for this position description. You may search for titles using the search feature at the bottom of the page.
· If you do not find the ‘Working Title’ in the selection table that you would like to use, you may start with the generic title. There is one for each Job Family beginning with the word “GENERIC” (i.e. GENERIC Information Technology).
· Once the title is selected, some applicable position identification information is pre- populated for you to begin your request.
· Note that if you ‘Select a Title’ and after viewing the ‘Classification Details’, it is obvious that this is not the information you wish to start with, you can click on ‘Change Classification’.
· Keep in mind, you may select the title you feel is most appropriate and see the identification information tied to this title. However, this may be subject to change based on the review of your request by Human Resources Compensation.
· When you have identified and selected the appropriate title, you are prompted to the ‘General Position Information’ tab and are ready to complete the fields.
The POSITION DESCRIPTION – Content Tabs section highlights key information to assist with each of the content tabs.
POSITION DESCRIPTION – Content Tabs
IMPORTANT NOTES BEFORE YOU BEGIN:
REQUIRED FIELDS – Identified with an Asterisk (*). If you do not include information in the field, an error message will appear and you will be required to complete it.
SAVING YOUR WORK – If you need to stop at anytime, prior to completing all of the content tabs of the position description, follow these steps:
1. Complete the information on the required fields for the tab that you are working on. (Important – DO NOT select ‘Continue to Next Page’).
2. Click ‘Preview Action’ (or ‘View Action Summary’), located at the bottom of each page.
3. This prompts you to a page where you can select a change in ‘Action Status’, select ‘Save Action without Submitting’.
4. You will then receive a confirmation page, click ‘Confirm’ and your work will then be saved.
5. The position description may then be retrieved by selecting ‘Pending Actions’ to further complete.
General Position Information Tab
- ‘Purpose of this Request’ section – This information will help HR Compensation to better understand your needs and serve in finalizing the request efficiently. Please refer to the questions in the instructions.
2. ‘Position Identification’ section – Some information on this section is pre-populated based on the ‘Title’ that you have chosen.
a. ‘Is this position description used for more than one position number?’ - If there is
more than one position number, HR Compensation will create duplicate position
descriptions for these additional position numbers, once the initial request has
been finalized.
b. ‘Departmental Users Authorized to Access this Position Description’ – All users
who should be involved in developing/finalizing this position description should
be selected. Users that you wish to have access to view the position
description at any time, should also be selected. Keep in mind, the names in the
selection list, only includes individuals that have user accounts.
3. ‘Position Summary’ section – May be pre-populated based on the title you have chosen.
You can customize if needed. If the field is empty, please complete utilizing the
instructions.
4. ‘Position Supervision’ section – Two levels of supervision should be provided, if applicable.
5. ‘Next Review of the Position Description’ section – HR Compensation will populate this field. This is typically an annual review date.
6. Click ‘Continue to Next Page’ once completed.
Responsibilities and Duties Tab
The ‘Responsibility Statements’ of a position description are general statements; usually no more than five words and reflect the major components of the position.
- On this tab, enter the responsibility statements and the duties for this position and select the 'Add New Entry’ button.
- For each entry, specify the responsibility statement. Then proceed by entering the duties that support this responsibility. Specify whether the duty is essential (E) or desirable (D). Reference the link for definitions. (An entry for other duties as assigned is not required.)
- Indicate what percentage of time is required for each ‘Responsibility Statement’. If you have a responsibility statement that is less than 5%, add this to another responsibility statement. Note – the ‘Percent Total’ should equal 100.
- Select the ‘Level of Importance’ as it relates to the overall job and click the ‘Add Entry’ button. Continue selecting the ‘Add New Entry’ button to further complete.
- Once you are finished entering your responsibilities, you will have the option to view, edit and delete each responsibility entry.
- You will also have the option to sort this information by the ‘Responsibility Statement’, ‘Duties’, ‘Percentage of Time’, or ‘Level of Importance’ by clicking on the arrow at the top of each column.
7. Click ‘Continue to Next Page’ once completed.
SAMPLE – COMPLETED Responsibilities and Duties Tab
Responsibilities and Duties4 Records
Responsibility Statement / Duties / Percentage of Time / Level of Importance
Administrative / 1. Type letters and schedules as needed. E
2. Enter demographic data into computer. D
3. Print reports as requested by physicians or case managers. E
4. Receives, reviews, and routes correspondence to appropriate case manager. E
/ 20 / High
Data Retrieval / 1. Locate pathology slides and reports. D
2. Deliver x-rays, CT scans, etc. to Radiology. E
3. Deliver pathology slides to Pathology. E
/ 15 / High
Patient Coordination / 1. Participates in the patient education process as designated by the physician and/or registered nurse. E
2. Escorts patients as necessary. E
/ 25 / High
Scheduling / 1. Schedule and coordinate clinic visits with transplant physicians, case managers, outpatient clinics, and other departments in conjunction with special tests and procedures. E
2. Set up procedures including CT scans, bone scans, PET scans, collection of stem cells, pulmonary function tests, etc. E
/ 40 / High
Direct/Indirect Reports Tab
1. On this content tab, you will indicate positions, which report directly or indirectly to this position. If there are no ‘Direct or Indirect Reports’, click ‘Continue to Next Page’.
2. To add direct or indirect reports to your position description, click on the ‘Add New Entry’ button at the bottom of the tab.
3. After clicking the ‘Add New Entry’ button, you should see a form similar to above.
4. Create a separate entry for each group of positions with the same title and type of report (Direct, Indirect).
5. You will be able to add an unlimited amount of entries for direct or indirect reports for a given position. For each report you add, you should add type of report, title, number of staff and the total FTE.
6. When completed, click ‘Add Entry’.
7. You will then have the option to view, edit and delete each direct/indirect report entry.
8. You will also have the option to sort this information by the ‘Title’, ‘Number of Staff’, ‘Total FTE’, or ‘Type of Report’. Click on the arrow at the top of each column to do so.
9. Click ‘Continue to Next Page’ once completed.
SAMPLE – COMPLETED Direct/Indirect Reports Tab
Direct/Indirect Reports7 Records
Type of Report: / Title: / Number of staff: / Total FTE:
Direct / Accounting/Office Associate / 2 / 1.60
Indirect / Assistant Professor / 2 / 2.0
Indirect / Associate Professor / 2 / 2.0
Indirect / Instructors / 3 / 3.0
Direct / Office Associate I / 1 / 1.00
Indirect / Professor / 8 / 8.0
Direct / Supply Control Assistant / 1 / 1.0
Top of Form
Bottom of Form
Contacts and Communications Tab