ORIGINATOR’S
USER GUIDE FOR POSITION MANAGMENT
MODULE 2 - CREATING A POSITION DESCRIPTION
• CREATING A POSITION DESCRIPTION
• CLONING AN EXISTING POSITION DESCRIPTION
CONACT INFORMATION ON POSITION DESCRIPTION MODULE
Human Resources:
Compensation & Talent Acquisition
[email protected]
REV 02/2016
Things to Know
New Feature: you can now use your browser's "Back", "Forward" or "Refresh" buttons to navigate the site.
Security / Logging Out: To ensure the security of the data provided by applicants, 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.
Set Profile Default: Go to “My Profile” – Take Action on User – Edit Profile – Preferred group Login and Select your
default group. You can also edit the emails you receive about the notifications happening on a position through this tab.
User type or Orgs not found: Send an email with the user types needed. Example “Need Director Access for Org
010555 and 20225”.
Position Document: Only one upload can occur at the Position Document page; however, additional documents can be
added on the Summary page, or you can edit what has been uploaded.
Lost/In Progress Job
Description:
If you started a job description
but didn’t get it finished and the
system logged you out, you will
be able to find it under “Staff
Position Request” under
Position Description.
Scroll down to the bottom of the
page all the saved position
requests will be at the end of
the list.
Orange Header – Position Management Module (job description/Changes to current positions)
Blue Header – Applicant Tracking Module (Posting a position/selecting an applicant to hire)
Position Description: All Position Descriptions created are approved through Compensation PRIOR to beginning the
posting process.
When to Create New Position: You will create a new position when you are creating something that doesn’t already
exist in your department and you will need a new position number for it, or if a position already exists but no position
description is currently in the system.
When to Modify a current position: You will modify a position when you are changing a position into something
else. For example, changing a compensation analysis to HR generalist position. The position number will stay the
same, just the position has been modified to fit the current business needs of the department.
You are also able to just update the current shells with the essential duties, skill, etc of those shells so all your
employees have updated job descriptions. (See Modify Position Manual)
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Step 1: Log In
Go to https://jobs.uco.edu/hr to
enter the internal hiring site. After
entering the URL, the “login screen”
for the system will appear.
Note: If you get an error message
when you try to log in, it means that
your cache is remembering the link
to the old site. Just clear your cache
and try again.
Click on the Blue wording and enter
your computer user name and
password to enter the new People
Admin system.
It will bring you to the UCO Central Authentication Services
page. This is now a single sign on area. You can sign into
the People Admin system using the same user name and
password you use to log into your computer.
POSITION DESCRIPTIONS
There are now 2 parts to the People Admin system:
• Create job description: Must complete a position description (job description) in the Position Management
Module. NO job descriptions migrated over from PA5.8 to 7.6 so all descriptions will have to be created to be
available to you to post. Once you create a position, it will be available to you in your library. You can do this by
1) Creating a new position that doesn’t already exist or 2) Modify a current position.
• Post a position in Applicant Tracking Module. You must complete the first part before posting a position.
Step 2: Position Management Module
To begin a position description action:
1. Click drop down and select Position
Management Module.
Header will turn orange in color.
2. Click drop down and select Originator
user type.
3. Green line appears at the top to
indicate your action was successful.
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Step 3: Select From Position
Description the type of position you
want to create.
Hover over Position Description on the
navigation bar.
Your Action choices will then appear:
You can choose: Faculty/Adjunct/ Staff or
Student
(In the following example, Staff was
selected to create a staff position.)
• Click on single word Staff
• Click on Create New Position Description
Step 4: Click tab “Create New Position Description”
Note: All of the staff position Descriptions will appear that are currently in your org. The only action you want to do on this
page is to click on the orange “create new position description” tab in the upper right hand corner. Creating a new
position means that you are adding a position that needs a new position number, or creating a position description for an
existing job that doesn’t have a description in the system.
Click Blue blue words “New Position Decription” on the pop- up that appears next.
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Step 5: Choose to “Clone an Existing Position” or “Create New Positon” Page
On this page there will be required fields with a red asterick (*) beside them. Fill in the College and Division and
Department. If you have only one college and department, it will pre- populate. If you have more than one deparment,
you will have to choose from the drop down in that area.
You have 2 options on this page to choose from:
A. You can “Clone” or duplicate an existing position if you need to fill the vacated position or if another position just like
it needs to be created.
a. Note: positions can have different duties even if the same position. (ex. One payroll specialist may work with
student payroll when another one works with faculty. It is the same position but the duties vary.)
b. Note: If cloning a position, it will clone the position number also. This works fine for filling a vacant
position. If cloning to create another position just like another one in your bank but you will need a new
position number for it, you need to put a note in for Compensation telling us that this is a new position and
need to create a new position number for it.
Or
B. Need a new position that currently does not exist in your org from a list of all available positions. Click “Start Position
Request” without clicking on a radio button on this page.
A. CLONING Option: click radio button of a current position ( as shown in example above) and
a. Click “Start Position Request”
b. Title page appears next. Notice that the position title, job family and summary and level inforamtion
prepopulate. Skip to next step 6.
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B. Create New Position option: Click on “Start Postion Request” (view page from beginning of Step 5) and you will
come to a blank title page.
a. SCROLL down on the Title Page and choose a position you want to create (see below).
b. Click Save – if you don’t click save, to populate the fields.
c. Click Next
Note: There are many pages of position descriptions. Click on “Filter these results” and type in the profile classification
title you are looking for instead of scrolling through multiple pages of classifications.
If you don’t know what the profile classification title is, you can search the families and profiles on the Human Resources:
Compensation website page or view the profiles by clicking view under the Action drop down on the right side of each title.
Title Page: Notice that the position title, job family and level information is prepopulated.
If it is correct and click “Next”. If it doesn’t look correct, click on the back button and choose a different position
classification.
Step 6: Fill in required fields specific to the position indicated by the red asterisk or red boxes:
•
Business title – what the department choses to call the position.
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•
•
•
•
•
Org split – indicate the amounts or percentages to be paid by each org. If no org split- put NA in the space.
Department Specific Essential Job Functions – The essential duties and responsibilities of a Position Description
are those an individual in this position must be able to perform unaided or with the assistance of "reasonable
accommodations". You will be able to add as many duties as needed for this particular position listing them in
importance order.
Preferred Qualifications – what your department values highly, certification, or experience
Competencies – behaviors or skills needed by the individual to be successful in the position.
Job Type: indicate if the position is Full-time, Part-time, Seasonal, etc.
Click “Save”
Click “Next”
Note: There will be other fields that prepopulate at the bottom of the form. PLEASE don’t delete that information because
HR needs that data.
Step 7: Supervisor Page: Select the supervisor for the position from the list by clicking the radio button next to the
supervisor’s name. Click Save. Click Next.
Note: Supervisor is not listed. Check to see if in the correct list of supervisor is showing. In the example below,
only “Staff Positions” are showing. If the supervisor is a Faculty member, click on blue words “Filter these
Results” and select “Faculty” from the dropdown. You can filter it even further by sorting by name in that
category. If you are still unable to find the supervisor, simply include a message in the History tab to HR, and we
will fill that in for you.
Click “Save”
Click “Next”
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Step 8: Adding documents- This is where you will add information you want to pass along to VP, budget or HR.
• Org chart if new position so HR knows where the position falls in the department
• Justification/Explanation – to remind the VP of an earlier conversation about the need for this new
position.
• Budget Transfer- information to budget on where additional money is being pulled from.
Click Next
Step 9: New Position description- Review position description and Edit if needed. Click the top Edit at the top of the
page to edit the entire position description. Click the Edit link in each category (ex: title section if needing to edit the title).
**Make sure to scroll through and verify the entire document because there are two (2) sections: The Summary (profile
information) and The Position Details (department specific details).
Click “Save”
Step 10: Take Action on Position Request. Once the position has been verified and saved. Click the orange Take
Action on Position Request drop down in the upper left corner and move the position
to:
***Move to Compensation for a staff/student position
***Move to Academic Affairs Budget for a faculty/adjunct position.
***Keep working on the position – puts it in your Position Request folder under the
Position Description Tab
***Cancel – this will cancel the position and it will be to you list of positions but will
have ‘canceled’ versus ‘active’ beside it. Remember not to pull this position
description to modify or post
Once you have selected the user in the queue you are moving the request to, you will
be able to write a comment in a box to explain information you may want to let HR
know.
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You can also check the box “Add this position request to your watch list” which will allow you to see where your position is
at in the queue. Click Submit
You will be able to see the position you are “watching” under Positon Request (3RD TAB OVER) in your watch list box.
Current State - is the state of the position: Draft, Approved,
State Owner - is where the position is at in the workflow/queue
Step 11: Workflows
1.
2.
Position Management workflow for creating or cloning a position description:
a. Staff Position Description creating or cloning: Originator>>Compensation>>Approved
Applicant Tracking workflow:
a. Staff Postings: Originator >>>Compensation>>> Budget (or AA Budget/Grants/Auxillary) >>> Dean/Director>>
AVP >>> VP >>> Compensation >>> Hiring
b. Faculty/Adjunct Postings: Originator >> Dean/Director>> AVP >> AA Budget >> (Grants if required)>> Budget >>
Compensation >>> Hiring
Once Compensation adds additional information to the position description that is needed in Banner, the position will be
marked as “Approved”.
Step 12: Position Description is now ready to begin the posting process.
Switch to Applicant Tracking Module – your header will turn blue
From the Home tab, go to shortcuts on the left side of the screen and click the appropriate one. For this example we are
using: “Create New Staff Posting.
Click on the BLUE word on pop-up question
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Step 13: Find the Position Description you want to post.
Scroll down: the newly created position will be at the end of list with NO employee name in the first and last name
spaces. Only the supervisor will be listed. If you choose one with an employee’s name in it, the duties, skills and
qualifications will be blank until that position is “Modified” (see Modify manual)
Click on the blue words of the position title you wish to post.
Step 14: Create Posting from this Position Description: Click the works “Create Posting from this Position
Description on the upper right side of the screen next to the green circle with a + sign in it.
You are now beginning the Posting Process.
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NOTES: History tab
The History tab allows you to read the notes that have been put in the system………hopefully at each step. If the position
has been returned to you from Compensation, or another user type, this is where you find out why and who has looked at
the position.
Note: The term “override” will come as the originator moves it to the next level. Please ignore the terminology…it was
the only way people admin could fix a glitch in the system by “overriding” it.
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