Getting Started
   

Browsing the Jobs List

To browse jobs click the top menu item Jobs and the submenu item Manage Jobs:


The Manage Jobs page allows you browse jobs based on the selections you make using the drop down lists at the top of the page:


By default, the Manage Jobs page shows all jobs with Approval Status = "Approved". You may select jobs in all statuses by selecting "All" from the Approval Status drop down list. Approval statuses are described in the table below:

Approval StatusDescription
Approved This version of the job description has been approved by an authorized user (usually the HR Manager) and is the version that is currently in effect at the organization. Only one approved version of a job is maintained.
Declined This version of the job description has been declined by the reviewer and routed back to the submitter.
Draft This version of the job description is still being drafted and has not been submitted for review.
Pending This version of the job description has been submitted to and is pending action by the next reviewer.
Previous This version of the job description is a previous approved approved version that is no longer in effect but is maintained for historical reference.

Displaying the Job Description Pop-up

To see how the current version of the job will look as a formatted document click on the job code or job title (or on any part of the job row other than View or Edit) to pop-up the job description:



Viewing a Job in the Job Wizard

If you want to look at a version of a job description without editing or making any changes to it then use the View hyperlink next the job version you want to view. This will allow you to view this version of the job description in the Job Wizard without creating a new draft or making any changes to the job. For example, clicking the View hyperlink next to the Business Analyst I (circled below) will allow you to view the approved version of the job description without creating a new draft or making changes to the approved version. Although you will be able to make changes to data on the Job Wizard pages, the changes will not be saved in the view mode.


Editing a Job in the Job Wizard

To edit a job click the Edit hyperlink next the Approved version of the job you want to update.   Editing the Approved version of the job will create a new, separate Draft version of the job.   Note that you may not create another Draft or Pending version of an Approved job if a Draft or Pending version already exists.   Also you may not edit a Draft or Pending version that was drafted by or has been assigned to another user.


Adding a Job in the Job Wizard

To add a new job click the Add hyperlink:


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Using The Job Wizard

The Job Wizard allows you to update a job section by section.   You may move back and forth between sections by using the Previous and Next buttons.   Any changes that you make are saved after you click the Previous, Next, or Save button.  


You may also move from one section to another by clicking a section on the list of sections on the left hand panel.   When you jump to another section your changes on the current section are saved.   Several of the Job Wizard sections are described in greater detail below.   Note that the sections and the contents of the sections are customized to meet the specific requirements of your organization and may differ from the demo.



Displaying the Job Description

To see how the current version of the job will look as a formatted document click on the See Job Description hyperlink to pop-up the job description:


Comparing the Previous Job Description

To compare the current version of the job with the previous approved job description click the Compare Previous Job Description hyperlinke to pop-up the previous job description:


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Assigning a Primary Survey Job Match

The Primary Match section allows you to assign a survey and a survey job that best matches your organization's job.   To assign a primary survey job match select the survey from the Survey drop down list.   Once you select the survey you may select from any or all of Survey Job Category, Function and Subfunction drop down lists to narrow the selection in the Survey Job drop down list.   In the example below, Survey Jobs in the Supervisory/Management category, Sales Function, and Sales Administration subfunction are selected:


After you select a survey job match you may also specify a Survey Job Level and a Survey Modifier if the survey you selected supports these features.   In addition, you may pop-up a description of the survey job by clicking the See Survey Job Description hyperlink.   You may also pop-up a description of the survey job level by clicking the See Level Description hyperlink.  


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Defining Job Qualifications

The Qualifications sections allows you to describe the qualifications required for the job.   You may assign any number of Requirements to the job by selecting from the Category, the Subcategory and then the Requirement drop down lists.   You may also enter free-form requirements in the Additional Requirements text box.   Similarly, you may select from the Education Levels and the Experience Levels drop down lists and you may also enter free-form education and experience levels in the Education Experience text box.   Note that the contents of all drop down lists are set up and customized specifically for your organization.


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Working with Competencies

The Competencies section of the Job Wizard allows you to assign competencies to the description of a job.   If your organization does not assign competencies to jobs then your job wizard will be customized to exclude competencies.   You may assign any number of competencies to a job by selecting from the Category, the Subcategory, and then the Competency drop down lists.


You may see a description of the competency by clicking the See Description hyperlink next to the competency drop down lists to display the competency description pop-up:



Mapping Competencies

The See Competency Map hyperlink allows you to :

  1. See which jobs have a specified competency, and
  2. See which competencies have been assigned to specific job.

To see which jobs have a specific competency click the See Competency Map hyperlink and click the radio button option Select competency and show jobs:



To see which competencies are assigned to a specific job click the See Competency Map hyperlink and click the radio button option Select job and show competencies:



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Routing a Job for Review and Approval

The Approval Status section of the Job Wizard provides you with the facility for routing your updated job description to other managers for review and approval.   It also allows authorized managers to give final approval to jobs.

Routing OptionDescription
Send to Reviewer Route a draft or pending version to the new reviewing manager for approval.
Return to Reviewer Route a pending version back to the submitting manager for revision.
Forward to Reviewer Forward a draft or pending version to a different reviewing manager without approving.
Final Approval Give final approval to this version. The previous approved version will be marked as Previous and this version will become the Approved version.

To route a version to another reviewing manager select the role of the manager from the Reviewer's Rold drop down list and select the manager from the Reviewer's Name drop down list.   You may enter instructions to the next reviewer in the Email Comments for next reviewer text box. Select the routing action using the radio buttons (Send to Reviewer, Return to Reviewer, Forward to Reviewer, and Final Approval).   Click the Approve and Send (or Final Approval) button to route the version.  


A pop-up box indicates that an email has been sent to the next reviewing manager:



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Writing and Running Reports

A list of ad hoc reports may be displayed under the menu item Reports and submenu item Ad Hoc Reports:


To design a new ad hoc report click the Design a New Report hyperlink on the Ad Hoc Reports list:


To edit an existing report click the pencil icon that appears when you hover over the report name:


Use the Ad Hoc Report Designer to update and save your changes:



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Your Tasks

When you first log in you will see the Manage Tasks page. This is a list of requests from other managers for you to review and approve new versions of job descriptions.

The task is a request for you to review and approve the job QA Analyst II. If you click on any part of the task then the Job Wizard will display the pending version of the QA Analyst II:


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