T U T O R I A L Creating a New Job Description using OACIS

Getting Started
1. First, log on using your employee ID and personal password. If you dont yet have an account, contact HR at x3166. 2. If you have more than one user type, make sure it says Your Current Group: Submitteron the top of the screen.

(Note: Most users will not have to worry about this step, as it only applies for people who are both Submitters and Reviewers or Submitters and Preparers. Most users are only Submitters).

3. Next, go to the left side of the screen and click on the Begin New Action link. 4. The new action you will begin is either Create New Career Job Description or Create Limited Appt Job Description. Click on one to continue.

Begin the Action

5. Now you are in the Create New Career Job Description action. The first tab is the Proposed Job Title tab. This is where you can tell the Compensation Analyst what title you think the job title should be. If you don't know, you can choose 0000 for Undecided. If you are using this action to enter the employee's previously classified job description into the system for the first time, select the employee's current payroll title. Use the search options to find the title.

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For instance, you can click the arrows on the dropdown field by Payroll Title to select

___Assistant III.

After you select the title, you must click select continue.

and

6. Now you are on the Proposed Job Details tab. This is where you enter the basics about the job description, such as name, department, work location, names of employees supervised and special conditions of employment. This tab is also where you enter the physical, mental and environmental information about the job. If you are preparing this job description for a recruitment, you may leave the Name fields blank. Answer all of the questions on the tab, especially the questions with a red *. These questions are required and you will not be able to proceed with the action until they are completed.

Write the Job Description

Most questions require text or dates. To answer the physical, mental and environmenal requirements
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questions, click on the circles.

When you have completed the information on this tab, click on the Continue to Next Page button. At any time, on any tab, you can save your work by clicking the Save and Stay on This Page button. All required fields (with *) on the page must be completed. 7. The next tab is the Search Duties to Copy tab. This is an optional tab. If you would like to copy another employee's duties and use them in this job description, search for that employee here. If not, you can skip to the next tab.

Note: This is particularly helpful for entering multiple, identical job descriptions into OACIS.
8. The next tab is the Proposed Job Duties tab. On this tab, you will enter

in the employee's job functions and job duties. First, click Add New Entry.

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In this can from a document directly field. Entry are

window, you copy/paste word or type into the Click Add when you finished.

This is what the tab will look like after you complete a new job duty entry. Continue adding new entries until you are done writing the job description. You may edit your entries by clicking the Edit link or delete your entries by clicking the Delete link. Need help writing the job description? Click on the Help link on the top of the tab. When you are done entering in job duties, Continue to Next Page. click

9. The next tab is the Action Justification tab. On this tab, you will provide information about the action that will help HR properly classify the position. If you plan to recruit for
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Justify the Action

the New JD immediately after it is approved, indicate this by selecting Yes in the first dropdown field. If you are entering in the employee's job description into OACIS for the first time, type Entering in current job description in the Briefly explain the basis for creating this Job Description field. Complete the rest of the questions on this tab then click on Continue to Next Page.

10. The last tab is Action Approval Steps. At this point, if you do not yet know your department's approval process for Newly Created Job Descriptions, find out now. Some departments have delegated authority for such actions down to the Department level. Other departments require Control Point approval prior to submitting a new job description for formal classification. As a Submitter, you are responsible for making sure that your internal department approval process is followed. If all approvals have been obtained, the Submitter would select Yes in the dropdown field on the top of the page. However, it is possible that the Submitter may be preparing this action in preparation for a later submission to Compensation. If so, they may want to Save the action now and obtain department approvals later. If so, the Submitter would select No in the dropdown field. The rest of the fields could then be left blank and the action could be saved for submission at a later date.

Approve the Action

How does a Submitter obtain the required Approvals?

As the instructions on the tab indicate, there are two ways a Submitter may obtain approvals: (1) printing a hardcopy and delivering this to the Reviewer, or
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(2) asking the Reviewer to go online to review the action How to Print a Hardcopy of the Action Summary: HR recommends that Reviewers get into the habit of reviewing actions online. However, if the person(s) responsible for review would like a hardcopy, the Submitter may click Preview Action then print the Action Summary. The Reviewer(s) then reviews the hardcopy, approves or denies the request and informs the Submitter of his/her decision. Your department may choose to retain actual wet signatures at this point, but HR does not require it. How the Reviewer reviews the Action online: If the person(s) responsible for review would like to see the action online, they would do so by logging into OACIS as a Reviewer. They would then go to Pending Actions, sort the list by clicking on the arrow next to any of the column headers, and click View under the employees last name. The Reviewer may scroll down the page to read the action summary or click Edit at the top of the tab to make changes and/or write comments in the Action Approval Steps. The Reviewer then clicks Preview Action, Save for Department Review, and tells the Submitter that the action is ready for submission to Compensation.

In this example to the right, Joe Smith gave his approval over the phone to the Submitter, who recorded this in the space provided for her own records.

The last question on the tab asks the Submitter to again verify that all approvals have been obtained prior to submitting the action to HR. If so, the Submitter should check the box as seen on the right. After all approvals have been obtained, the Submitter clicks Preview Action on the bottom
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of the tab or clicks Continue to Next Page.

Submit the Action

11. You are almost done! The last step is to do a final review of the action and check the appropriate Action Status. The action status tells the system what you want to do next. Are you ready to send it to Compensation? Select the Submit New Career JD to Compensation circle. Not yet ready to Submit the New Career JD to Compensation for review? Select the Save Draft in Progress or Save for Department Review circle. If you realize at this point that you need to edit the action, click on the Edit link and you can go back into any tab. After you have checked the Submit New Career JD to Compensation circle and clicked Continue, you will be asked to confirm your choice.

You are then given a confirmation message:

Now you are done!

Emails, emails, emails!
The moment you selected the action status Submit New Career JD to Compensation, automatic emails were sent to you, your Department's Reviewer(s) and the Compensation Analyst assigned to your department. If you have indicated that this job description is being created for purposes of a recruitment, the Compensation Analyst will expedite the review.

A note about identical job descriptions

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If you have multiple JDs to enter that have exactly the same duties, HR suggests that you just enter one to start with. After its approved by Compensation and submitted to the Job Description Library, completing the rest of the employee job descriptions will be much easier! After selecting the Submit New Career JD to Compensation action status, contact your Compensation Analyst to indicate that you would like to use the Search Job Duties to Copy feature to create the rest of the job descriptions. The Compensation Analyst will expedite the review and approval of this job description so that it will be available to copy. You will get an automatic email when this is done.

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