HRTMS Job description management

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!

For More Information

• Bill Rost • brost@hrtms.com• 763-249-8050

• Web Site:• www.hrtms.com