Summary
Encompassing Visions is designed on the premise that each unique job is defined within the Jobs module and will be assigned to employees as appropriate. All employees with the same Encompassing Visions Job Reference are considered to have the same Job Title and, as such, the Job Title is displayed throughout the application.
For many clients, the best way to implement the Job Evaluation process is to define benchmark jobs within the organization – the standard job evaluations that link to the specific pay ranges – and then copy those jobs to create the unique jobs with specific accountability, responsibility, skills or certifications. It is these unique jobs that get assigned to the individual employees and that allow for very specific jobs to be documented (the job description) or recruited for (job posting and interview guide) within the organization. The Benchmark Job Processing provides tools to manage the Benchmark Jobs and all of the jobs that have been cloned from the Benchmark Jobs.
These tools allow for the identification of Benchmark Jobs. Encompassing Visions links the Benchmark Jobs and all of the jobs that have been cloned from the Benchmark Jobs. The Jobs module contains functionality that allows job evaluation changes to copy to all the linked jobs. There is no additional effort required to maintain the evaluations for cloned jobs. Reporting tools are available to identify all of the benchmark jobs, clones of a benchmark job and validate that the job evaluation modifications rippled successfully through all of the clones.
The Benchmark Job Processing functionality is turned off by default as it is not the recommended approach for all clients. It has been implemented as a System Administrator function, so only users with level 5 access to Jobs will be able to activate and perform these functions. The Job Definition Policy shows or hides these tools from all users. We encourage you to discuss this functionality with Encompassing Visions prior to turning on the Benchmark Job Processing and implementing this approach. Contact support@encv.com for more information.
Definitions
Benchmark Job
A job that is evaluated within the system that one or more other jobs will be based on (or cloned from). All of the cloned jobs will have the same job evaluation as this Benchmark job.
Benchmark Clone
A Benchmark Clone is any job that is created from a Benchmark job and is to be linked to that Benchmark job. Collectively, these are all considered to have the same job evaluation (questionnaire responses & points) but not necessarily have the same general accountabilities, specific accountabilities, technical requirements, nature of the work definitions, technical skills or certifications. These are the specific elements that make the cloned jobs unique.
Alternate Terms Utilized
By default the system will identify these jobs as Benchmark Jobs. However, an alternate term can be established for the word ‘Benchmark’. For example, an organization might call this a ‘Baseline’ job. Modifying the term will also consistently display the alternate term in the names of the fields in the screens, reports and tool tips.
General Process Flow
At a high level, the process for using the Benchmark Job features is:
1.Turn on the policy to enable Benchmark Job Processing.
2.Determine which jobs should be Benchmark Jobs and create them.
3.The Benchmark Job indicator can be set while creating the Benchmark Job. It can also be set after the job has been created, but must be set before the jobs can be cloned. Note: The copy function will copy one benchmark job to another and this is a quick way to get all of the Benchmark Jobs created.
4.Determine whether General and Specific Accountabilities, Technical Requirements, Nature of the Work and Skills or Certifications will be entered before jobs are cloned or afterward.
5.Evaluate and approve the Benchmark Jobs.
6.Use the Clone function to clone the benchmark job one or more times. Each clone must have a unique Job Reference and should also have a unique job title. This will help differentiate the clone from the Benchmark Job and other clones. The Clone function copies details about the job including the Job Evaluation results. The Benchmark Job indicator is set to false, and the Job Reference and Job Title of the cloned job is populated in the Job screen.
7.When all jobs are established, the system is ready for employees to be assigned to the jobs.
Note: Jobs could be marked as Benchmark Jobs but have no clones. It is also possible for jobs to be neither Benchmarks nor clones. All are still available and permitted when the Benchmark Job Processing policy is turned on.
Jobs Functions
When the Benchmark Job Processing policy is turned on, several new fields, actions and view functions are added to the Jobs screens.
Job List
•Two new Actions: Clone and Ripple are added between the copy and delete buttons.
•A new View function: View Linked Jobs has been added to the list.
•A column for Benchmark Indicator is added to the list screen between the Job Group and the Complete indicator.
Action - Clone
•The Clone button is enabled in the Actions box when the selected job is a Benchmark Job.
•The Clone action copies all or the selected text field details about the job and the evaluation (similar to the copy function) but also identifies the original job as the Benchmark Job Reference. This links the two jobs and identifies that the new job is a Clone.
•The new job does not get identified as a Benchmark Job.
Notes about Job Approval Process:
•When the Job Approval Process is turned on the Benchmark Job has to be approved before it can be cloned. This is to ensure that the evaluation is finalized prior to cloning.
•The Clone function will not copy across the Approval information because each clone now needs to be updated to reflect the proper details: Job Family, Job Group, Location, Accountabilities, Technical Requirements, Skills and Certifications. When the above are completed, then the clone can be approved.
•A New Job Reference and Job Title must be identified for each Clone, just as with the copy functionality.
•Click  to check for any errors and save the job. Refer to the error handling section in the Interacting with Encompassing Visions page to learn how errors are displayed and for correcting any errors.
Once the Clone function is completed the new job will be saved in the Job List.
Viewing the Job Details (double-click the job) shows the result of the Clone.
•The new job is not identified as a Benchmark Job
•The Benchmark Job field contains the name and Job Reference that the new job was cloned from.
•The button to the right of the Benchmark Job name is a Break Link button which allows the link between the Benchmark Job and the Clone (see Breaking the Link Between Jobs section below)
•The definition of the Benchmark Job field Is displayed by clicking on the  button.
Note: This definition is entered in the Notes field for the Alternate Terms policy for Benchmark and can be modified in Jobs > Job Settings > Alternate Terms screen.
Action - Ripple
•The Ripple button is enabled in the Actions box when the selected job is a Benchmark Job.
•The purpose of this function is to ripple any updates required to the Job Evaluation (Job Questionnaire Results) for the Benchmark Job through all of the clones. This ensures consistency between the Benchmark Job and its clones and minimizes the amount of maintenance required on the clones. The Job Questionnaire Cross Reference Report for Benchmark Clones will show any discrepancies between the Benchmark Job and it’s clones.
Notes about Job Approval Process:
•When the Job Approval Process is turned on the Benchmark Job has to be approved before updates can be rippled to the clones. This ensures the evaluation changes are finalized prior to cloning.
•The Ripple function will not alter the Approval status or date on the Benchmark Clones.
When the Ripple button is clicked the system will prompt for confirmation:
Click  to confirm and proceed.
Click  to cancel.
If confirmed, the Ripple progress and completed status will be displayed:
Click to close the status window.
View Linked Jobs
This function will display all of the Benchmark Jobs linked to the selected Benchmark Job.
The system will prompt for inclusion of employees in the report:
When checked the report will include the employees linked to each job reported. When unchecked, the report will not include employees. The reports will be different. See images below.
Click  to generate report.
Click to cancel the report.
Refer to the Report Frame section of the Help Topic Interacting With Encompassing Visions to learn how to use this Report Viewer.
Breaking the Link between Jobs
It is possible that a Benchmark Clone will undergo a significant change in accountability or responsibility or require a different Job Evaluation (response to Job Questionnaire). In that circumstance, the job should be a new independent job. The Link between the Benchmark Job and the Clone will need to be broken in this case, and can be done through the Job Details screen.
The button beside the Benchmark Job is the Break Link Button: Click this button to break the link between the Benchmark Clone and the Benchmark Job. The system will prompt for confirmation of the break:
Click to break the link.
Click to cancel.
The Benchmark Job field now has the value 'Not Applicable' and there is no longer a link to the original Benchmark Job.
Important Note: At this point you still have to . The action will not be saved if the Job Details screen is cancelled.
Note: Only level 5 'Job' users are able to change the status of a benchmark job.
Processing Rules
The following are the general rules for Benchmark Job Processing:
•The same Job cannot be both a Benchmark Job and a Benchmark Clone.
•All Clones must be unlinked from the Benchmark Job before the Benchmark Indicator for that Job can be turned off.
•The only way to make a Job into a Benchmark Clone is by using the Clone button.
•The Job Questionnaire for a Benchmark Clone cannot be modified. The add, edit and delete functions within the Job Questionnaire will be disabled when the job being viewed is a Benchmark Job. Job Evaluation (Job Questionnaire) changes must be applied to the Benchmark Job then rippled to the Clones. If the job is no longer to be a clone, the link must be broken as indicated above.
•Benchmark Jobs must be complete and approved before it is cloned or the Job Questionnaire information is rippled.
•The View Linked Jobs function is available only for complete and approved Benchmark Jobs.
•The Job Questionnaire Cross Reference Report for Benchmark Job Clones is available only for complete and approved Benchmark Jobs.
•Only users with Access Level 5 to the Jobs function can perform any of the Benchmark Job processing functions. This includes Clone, Ripple, View Linked Jobs, Job Questionnaire Cross Reference for Benchmark Clones, setting the Benchmark Job Indicator or breaking the link between a Benchmark Job and a Clone.
Incomplete Job Information Report
When the policy for Benchmark Job Processing is turned on, the Benchmark Job field will be included in the list of fields that can be reported on for the Incomplete Job Information Report.
When the Benchmark Job field is  , the report will identify any jobs that are not Benchmark Jobs and do not have a Benchmark Job Reference entered.
Deleting a Benchmark Job
A benchmark job can not be deleted. Please see note below.
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