hrtms job description management
TRANSCRIPT
HRTMS Jobs
Agenda• Overview• Business challenge and HRTMS Key Features
• Administrator View• Editing Job Descriptions
• Workflow Process • Assigning Job to Manager for revision• Manager Reviews Job Description• Administrator Reviews changes
• Other Topics• Integration with Performance Management• Archiving, Attachments, Exporting
• Summary and wrap up
Business Challenge
Ensure Job DescriptionsAre relevant and accurateGive employees a clear understanding of their job requirementsAre consistent so that employees can be assessed accurately Meet legal requirements (ADA, FLSA, Joint Commission)
Reduce the burden on the HR groupDelegate the responsibility to managers who supervise the positions
Reduce duplication and ambiguity
What are organizations doing now?
Using Word documents and email The usual problems arise with version control, security
accessibility managing compliance.
Ignoring the problem Many HR groups acknowledge that their job descriptions are out of
date
HR tries it aloneHR departments lack knowledge about technical and specialized
positions
Simply Stated…
There are people who understand how to write and
manage job descriptions
There are people who understand the detailed and
nuanced requirements for performing a specific
job
These are almost never the same person
What is Needed…
A tool that:Provides a simple way for HR and Managers to collaborate
That effectively leverages the expertise of both parties
Is easy to use
And requires little or no training
Supports approvals and revision control
Serves the needs of all stakeholders
Provides a central repository that everyone can access.
Integrates with related systems including Performance, Compensation and
Recruiting
This is HR TMS Jobs…
HR TMS Jobs Summary of Features
Web-based Job Description Management systemRelational databaseTemplate-drivenAttachments (for compliance)Archiving
Collaboration between HR and ManagersLeverages the expertise of both partiesPowerful tools to view changes
Reference LibrariesDefault job descriptions and competencies for over 1000 jobsProvides a central repository of key informationStandardizes the values across job descriptions
Export to Word and other formats
Components of a TMS Job Description
•Attachments to the Job Description
•Market Pricing •Comparable Jobs•Used for Compensation Planning
•Measurable elements•Used for Performance Evaluations
•Compliance checklists
•Elements of the job description•Bullet Lists •Descriptions•Working Condition
Core elements CompetenciesCompliance
Documentation (FLSA, ADA)
Market Data
Master TemplatesAllow you to create consistent formats, competencies and core elements across groups of jobs
Nursing MasterJob Attributes-DefaultCompetencies-Default
Tab Pages-Default
Nursing Job 1Job Attributes-DefaultCompetencies-Default
Tab Pages-Default
Nursing Job 2Job Attributes-DefaultCompetencies-Default
Tab Pages-Default
Admin MasterJob Attributes-DefaultCompetencies-Default
Tab Pages-Default
Admin Job 1Job Attributes-DefaultCompetencies-Default
Tab Pages-Default
Admin Job 2Job Attributes-DefaultCompetencies-Default
Tab Pages-Default
Role Responsibilities HR Ad
ministrato
r • Master Templates • Reference Competencies • Reference Library• Job Families • Export profiles• Workflow Process with
Managers/Committees• Review/Accept changes • Assign employees to jobs• Process New JD Requests
Manager/Com
mittee
• Review Job Description for accuracy
• Edit and revise:• Competencies • Job elements • Descriptions• Specific skills and
responsibilities• Education and
certifications
Integration with other systems • Organization structure from
HRIS System• Export to Recruiting,
Compensation• Access by all stakeholders
• Managers• Employees • Legal• Recruiting • HR• Compliance• Compensation• Performance Management
HRTMSJobs
Compensation and market
pricing system
Performance Management
Recruiting System
Managers and Employees
Legal and Compliance
HRIS System
Demo of Managing Job Descriptions
This is the HR administrator view
Search for ‘Data Entry’ Jobs
View Jobs with ‘Data Entry’
Managing Job Descriptions (Administrator)
Click on the row and click ‘Edit’ button to edit the Job
Description
Editing Job Descriptions (Admin View)
This tab shows the core elements of this job
description.
The page layout is defined by the Administrator
Editing Job Descriptions (Admin View)
Working Conditions for the Job
Editing Job Descriptions (Admin View)
In this case, ‘Core Values’ is a category of competencies
that apply to all Job Descriptions.
Editing Job Descriptions (Admin View)
This tab shows the Dept/Position specific
competencies.
Editing Job Descriptions (Admin View)
Add a competency to this category Edit/View list of
competencies.
Adding a new Competency
Select a Reference Competency from the
Library.
Reference CompetenciesThese are centrally defined job competenciesChanges to Reference Competencies cascade to dependent jobsCan be imported from external libraries, or user-definedTMS Jobs includes a base library of over 1000 jobs
Nurse Job Description Competencies1. Nurse Reference2. Dept Reference3. Position Specific
Nurse Reference 1Competency 1Competency 2Competency 3
Department Reference
Competency 1Competency 2
Select Reference Competency
Search by Competency Name
Select Reference Competency
This reference competency may be
used in many job descriptions
Select Reference Competency
Can add multiple competencies
View Reference Competency
Reference Competencies are not editable in the dependent
job descriptions
Return to List of Job Descriptions
Searching the Job Descriptions
Multiple Filter/Search Options
Searching for Job Descriptions
Over 30 filter options for searching.
Searching for Job Descriptions
Select manager from the list and view their job descriptions
Searching for Job Descriptions
This manager is responsible for a single job description
Viewing Employees/Managers for a Job Description
Managers linked to a job description
This shows the managers who have employees with this job
description
Employees linked to a job description
This shows the employees with this job description
Assigning Employees to a Job Description
Most Job Description assignments are done automatically.
However, the Administrator can manually assign employees to a Job Description.
Assigning Employees to Job Description
Right click menu for options
Assigning Employees to Job Description
Link to add employees
Assign Job Description to a Manager for Revision
The next series of slides demonstrate how the administrator assigns a Job Description to a manager who will make changes and resubmit it back.
Job Description Management Process
• HR Assigns Job Description to manager
E-mail Sent to Manager
• Manager updates the Job Descriptions
Submits Back to HR • HR Reviews
changes
HR Finalizes changes
Assign to Manager for Review
Select Manager to Revise Job Description
Can choose any manager or employee in the company to
revise Job Description
Select Manager to Revise Job Description
Select Manager to Revise Job Description
Send Email to manager
Job Description under revision
Job Description is color-coded to indicate revision status.
Manager Review of Job Description
We now will see the manager’s perspectivewho would have received the email requesting
revisions to the job description
Manager Perspective – Home Page
Home page for Job Descriptions
Manager Perspective – Review JDs
Shows the Jobs under revision by this
manager
Manager Perspective – Review JDs
Page layout is defined by the Administrator
Some elements may be set to read-only or invisible
depending on the manager role.
Manager Perspective – Edit Bullet List
This is a bullet list of Accountabilities for this
position. Manager can enter values
here
Manager Perspective – Edit Bullet List
Can add/delete rows manually or paste a block
of text.
Click Paste Text button..
Manager Perspective – Paste Text into List
Paste Text from external source (Web page, Word
Document, etc)
Manager Perspective – Paste Text into List
Pasted Text replaces the bullet list.
Can also import from Reference Bullet Lists
Reference Bullet Lists•Provides a repository of Bullet Lists than can be inserted into a job description•TMS Jobs provides a default library of Bullet Lists for common jobs
•Maximizes return on financial assets•Approves budgets and initiates corrective action as required•Directs the preparation of financial data•Effectively evaluates internal controls•Ensures compliance with company guidelines•Regularly compares actual results to forecasts
Accountant
•Effectively forecasts business trends•Coordinates all aspects ofbudgeting, financial valuations, and reporting•Collects and monitors competitive performance data against forecasts•Assists in business planning and acquisitions modeling•Identifies opportunities for product expansion•Skillfully prepares division's fiscal year budget
Customer Service
Manager Perspective – Reference Bullet List
This is the Reference Bullet List Search screen.
You can filter by name, context, text search, context, or select a
Job Description
Manager Perspective – Reference Bullet List
This filter allows you to copy a bullet list from an existing
job descriptions
Manager Perspective – Select Ref. Bullet List
These values will be copied into the bullet
list
Manager Perspective –Paste Ref. Bullet List
Values are appended to the list.
Now click on the Dept Specific Tab
Manager Perspective –Dept Specific Tab
Manager determined that existing competencies should be replaced.
He/she selects all competencies in the list and deletes them.
Manager Perspective – Dept Specific Comps
Click on the Add Competency button…
Manager Perspective – Add Competency Set
A Reference Set will be added to the Job Description.
The objective is to add all of the Dept-level competencies for this job.
Manager Perspective – Add Competency Set
Choose a Reference Set. This will pull all competencies in a category
into the Job Description.
Manager Perspective – Add Competency Set
The whole set is selected and competency values are displayed on
the right
Click Ok to proceed
Manager Perspective – Add Competency Set
Confirm Selection..
Click Ok to proceed
Manager Perspective – Edit Competencies
The Job Description is now linking to a Reference Set – any changes to the
set will cascade to this job description.
Click Save and Close
Manager Perspective – Review Changes
The manager can review the changes made this Job Description
before returning it to the Administrator
Manager Perspective – Review Changes
This screen displays the changes made to the job
description compared to the base version.
Manager Perspective – Return to Admin
Now return the Job Description the Administrator for review
and approval
Manager Perspective – Return to Admin
Optional email to administrator
Manager Perspective – No More Revisions
No more revisions
Manager can also view Job descriptions for employees
Manager Perspective – View Job Descriptions
This screen lets the manager view the Job Descriptions, view
employees by job, export the list, and request a new job description.
Admin Review of Manager Changes
The HR manager now reviews the changes made by the manager and accepts/rejects
them.
Admin Review of Changes
Filter by “Job Descriptions under Review”
Double Click to show Accept/Reject Screen
Admin Review of Changes
This screen shows the administrator each change made to the Job
Description. Color coding indicates the action taken.
Admin can accept or ignore each change.
Admin Review of Changes
Items deleted are shown in RedItems added are shown in
Green.
Admin Review of Changes
The Administrator can return the Job to the manager, or Save
and Finalize the changes.
Admin Review of Changes - Finalize
Finalize the changes and set Review Status to NONE
Admin Review of Changes - Finalize
Job Description is no longer under revision.
Job Descriptions in Performance Review
The Job Description Competencies can be used to rate employee performance
Competencies in Performance Reviews
User-defined rating scale for
competenciesSome competencies
can be yes/no, or Met/Unmet
Archiving ModuleChanges to Job Descriptions are
automatically archived. Previous versions can be compared to review the chronology
of changes.
Archiving Module
Select Recently Viewed Descriptions and right-click the
item in the list..
Archiving Module
The version is incremented each time an Archive is created
Click View Archives for Job Description menu
Archiving Module
Archiving Module – See Archive List
All Archives are displayed.
You can view the details for each revision to the Job
Description
Archiving - Select Versions to compare
Compare one archive to another
Archiving Module - Compare versions
This displays the changes made by the manager.
Archiving Module – View Documents
These are the archived documents associated with the Job Description.
The Employee List XLS file shows the Employees who used this JD at the time
the Archive was made.
Attachments in Job Descriptions
Attachments include documents for Market Pricing and Salary Surveys, FLSA
Determination, and other compliance documentation.
Job Description Attachments - FLSA
This Tab in a job description stores the FLSA compliance documentation. To upload
a document, click “Upload”
Job Description Attachments - FLSA
Select and upload a Word Document
Job Description Attachments - FLSA
Document is displayed in the web, and can also be
downloaded and viewed in Word.
ExportingJob descriptions can be exported to Word
and other formats (PDF, HTML). The Administrator defines the Export
Conversion Profiles
Job Description Export
Multiple Conversion Templates allow the Job Description to be exported for every stakeholder
(e.g., Recruiter, Manager, Employee, etc)
Job Description Export
Summary
Benefits for Managers and EmployeesManagers can:
View job descriptions in a central locationReview their employee’s current job descriptionsRevise jobs and resubmit back to HRInitiate New Job Descriptions or Review Existing Review legal compliance (e.g., FLSA)Access market pricing information (if authorized)
Employees:Get a clear understanding of their responsibilities
Benefits for the HR GroupManage Job Descriptions using a web-based systemEasily locate the responsible manager for a positionAssign Employees to JobsDelegate job descriptions to a managerReview changes and accept/reject each itemStore Archives of Job DescriptionsDefine consistent competencies across positions Use library of content for building job descriptionsManage Job Families and Career Paths
In short.. Everyone gains control of Job Descriptions!