Actions Box

The Actions Box contains all of the actions that can be performed in the Jobs screen. The buttons are enabled and disabled based on the access rights assigned to the User and the status of the job (Not all access levels can select all functions and some functions can only be performed on completed Jobs.)

•the icon will be disabled and it will show a Tool Tip that explains why it is not accessible.

•Not all access levels can perform all functions and some functions can only be performed on completed jobs. All Action buttons or check-boxes that are disabled will show a tool tip with explanation.

•Users with access level 1 can only view information for non-confidential Jobs and only the

button will be enabled. (NOTE: The user will only be able to view the job description and print the description if they have access to the print job reports). If the selected job is marked Confidential the user will be able to see the job on the list but not view or edit the details.

•Users with access level 2 can only edit details for non-confidential jobs so the

and

buttons will be enabled. However, the skills will only be viewable. If the selected job is marked Confidential the user will be able to see the job on the list but they will not be able to view or edit the details.

•Users with access level 3 can add or edit details for non-confidential jobs so only the

and

buttons will be enabled. If the selected job is marked Confidential the user will be able to see the job on the list but they will not be able to view or edit the details.

•Users with access level 4 can add, edit or copy any job so the

and

buttons will be enabled. Cannot delete jobs.

•Users with access level 5 can add, edit, delete or copy any job so all buttons are enabled.

•Only a Level 5 user can change the Confidential status of a job, make a job active or inactive or approve a job. However, any user that has access to change a Job Questionnaire can cause the approved status of a Job to be removed if they make a change to a Questionnaire (and the system will advise them that the approval has been removed). This does not mean that they can remove the approval on a job from the Job Details screen.

The Job Details screen is displayed with all of the information that can be entered about the Job displayed in one scrollable screen.

Important Note about Job Reference: The Job Reference is the primary key for the Job in the database. It must be unique and can not contain any special characters (e.g. /*& etc). The system will not allow you to enter a duplicate or invalid key.

All of the fields default to blank (or 'Not Applicable' which is treated like blank) except for:

•The Organization Unit which defaults to the highest level of the organization structure.

•The Pay Band Group will default to the first pay band group listed in drop-down.

•Confidential defaults to

(not-confidential). To mark the job confidential. click the checkbox (

•The Approved box will only be shown if your organization uses the Job Approval Process. However, it will be disabled when inserting a new job because a job cannot be approved until there is at least one completed Job Questionnaire.

Note: Job Reference will always be converted to uppercase on this screen for storing in the database. This ensures consistent identification of the jobs.

The Pay Band Group Field will only be shown if the Job Policy Enable multiple Pay Band Groups is set to Yes. By default this policy is set to No.

General Accountability, Specific Accountabilities, Technical Requirements and Nature of the Work Fields

New with v9.4.1, these text fields are now editable using content editors, allowing formatting to be completed within the field. The formatting will carry over to the printed reports (Job Description, Job Posting, etc).

The

icon opens the field. It is an unlimited text field in which you can copy and paste from Word, other text programs, or directly enter information. This allows you to easily create the jobs documents using words describing the job located in any existing document. In addition, a basic formatting tool is provided to allow you to customize the reports.

Text can be bolded, italicized, underlined, and left, center or right justified. Standard bullet and numbering functions are provided as well as indenting. Finally, sections can be cut, copied and pasted using the active icons or your keyboard shortcuts.

The

icon beside the field provides elaboration regarding the information that is to be included in each of the fields.

Administrator Note: The information displayed in these Balloon Help windows comes from the memo notes field of the alternate term policy for each of these four fields. It is populated by Encompassing Visions when the system is initially installed but should be modified to mirror the terminology relevant to your organization. Refer to Alternate Terms in the following section of the Help Topic: Jobs>Job Settings>Alternate Terms

Click

save the new job. Refer to the Error Handling section in the Interacting With Encompassing Visions page to learn how the errors are displayed and how to correct them.

Note: When a new record gets saved, it gets inserted into the list at the top of the list rather than refreshing the entire list and it gets set as the selected record. This is so that you are automatically positioned at the newly inserted Job and ready to perform other functions like completing the Questionnaire or Attaching Job Skills.

Select the desired job on the list and click

or double-click the job to make changes.

The Job Details screen is displayed with all of the information that has been entered about the job displayed in one scrollable screen.

•The Job Reference number can not be edited as it is the primary key for the job.

•The Pay Band Group Field will only be shown if the Job Policy Enable multiple Pay Band Groups is set to Yes. By default this policy is set to No.

Checked

means the job is active; unchecked

means it is not. Change the status of the job by checking or un-checking the box.

Checked

means the job is confidential; unchecked

means it is not. Change the confidential status by checking or un-checking the box. A job marked Confidential can only be viewed or maintained by a user with access level 4 or 5 to the Jobs function.

Checked

means the job is approved; unchecked

means it is not. Change the approval by checking or un-checking the box. A job can only be approved if it has at least one completed Job Questionnaire (i.e. it is Complete). When the job is approved the Date Approved field is displayed and defaulted to the current system date. This date can be updated if required.

Click

to edit the General Accountability, Specific Accountabilities, Technical Requirements and Nature of the Work Fields.

These are unlimited text field in which you can copy and paste from Word or other text programs as well as directly enter information. This allows you to easily create the jobs documents using words describing the job located in any existing document. In addition, a basic formatting tool is provided to allow you to customize the reports. Text can be bolded, italicized, underlined, and left, center or right justified. Standard bullet and numbering functions are provided as well as indenting. Finally, sections can be cut, copied and pasted using the active icons or your keyboard shortcuts.

The

icon provides elaboration regarding the information that is to be included in the General Accountability, Specific Accountabilities, Technical Requirements and Nature of the Work Fields.

Administrator Note: The information displayed in these Balloon Help windows comes from the memo notes field of the alternate term policy for each of these four fields. It is populated by Encompassing Visions when the system is initially installed but should be modified to mirror the terminology relevant to your organization. Refer to the Alternate Terms section of the Help Topic: Jobs> Job Settings > Alternate Terms.

Click

to save the changes. Refer to the Error Handling section in the Interacting With Encompassing Visions page to learn how the errors are displayed and how to correct them.

If the user has only Access Level 1 to the Jobs function, the Edit

button becomes the

button. Click this button or double-click a job will display the Job Details screen but not permit any changes to be made. Only jobs not marked Confidential can be viewed.

This function displays the Skills and Certifications that are linked to the selected job and, if Access Level permits, allows maintenance of that information. This functionality is defined in detail in the Help Topic Job Skills.

•Available to users with any Access Level for non-confidential Jobs and Access Level 4 or 5 for confidential Jobs.

This function displays the list of Job Questionnaires for the selected Job and, if Access Level permits, allows add, update or delete of Questionnaires. This functionality is defined in detail in the Job Questionnaires topic.

•Available to users with Access Level 3 for non-confidential Jobs and Access Level 4 or 5 for confidential Jobs.

The Copy Job Details screen is displayed for entering the new Job Title and Reference with options to deselect the defaulted copy of information from the text fields of the current copied Job.

1.Keep selected the Nature of Work (policy driven), General Accountability, Specific Accountabilities, Technical Requirements and Skill and Certifications if you wish to have the text copied to the new job.

3.If Skills and Certifications have not been attached to the selected job you wish to copy, the option will not be available.

If the delete is confirmed the system will check to see if the job is linked to any Employees or Competency Reviews and display the Information Message Window if it is:

Refer to the Delete Job topic for more information about deleting Jobs and recommended actions.

It is important to consider carefully whether jobs should be deleted from Encompassing Visions when they are no longer used in your organization or whether they should be inactivated. Inactive jobs, will not count towards the Job Constraint. However, if they are made active again they will count against the constraint. Deleting a job permanently removes all record of that job from the database and is irreversible.

Use the Search icon

to search for a Job either by Job Title or Job Reference Number. The Search box allows you to find specific items in the list.

•The Benchmark and Benchmark Filters will not be shown if the Benchmark Job Processing Policy Enable the Benchmark Job Processing is set to NO.

•When an organization unit below the (All) level is chosen, the Sub-Units filter controls filtered jobs.

•When the Sub-Units filter is

the jobs assigned to sub-units of the selected Organization Unit will be included in the listing. When it is unchecked

only jobs assigned to the Organization Unit chosen will populate the list.

•Click the

button to open a calendar and choose a valid date for the Date Approved filter.

To determine the Percentage of Male/Female Dominant Jobs throughout your Organization

odetermine if by the whole organization or by different organization units (include Sub-Units)

•The header will indicate the percentage of Male or Female Jobs (based on selection).

Click

to print a listing of the jobs shown on the screen including the filtering and sorting. The report can be printed or saved to a file.

Refer to the Report Frame section of the Help Topic Interacting With Encompassing Visions to learn how to use this Report Viewer.

Section	Function	Definition
Input	Job Questionnaire(s)	Displays a screen which allows you to view and maintain the Job Questionnaire(s) for the selected Job.
Input	Job Skills	Displays a screen which allows you to view and maintain the skills and certifications for the selected Job.
Verification	Questionnaire Responses	Displays a report which provides a summary of the Job Questionnaire responses for the selected Job. This report can be saved or printed.
Verification	Selection Rationale	Displays a report for the selected Job which identifies the responses chosen and any response justification entered for that job.
Verification	Job Totals	Displays a report showing the breakdown of evaluation points for the selected Job.
Verification	Job Competencies	Displays a report showing the competency importance ratings for the selected Job.
Verification	Job Questionnaire Cross Reference	Displays a report showing the average Job Questionnaire results for the selected Job compared to individual results when multiple Questionnaires are completed for the job. This report is only active when more than one Questionnaire is completed for the selected Job.
Reporting	Job Description*	Creates the Encompassing Visions Job Description for the selected Job.
Reporting	Job Posting	Creates a one-page posting for the selected Job.
Reporting	Selection Interview Guide*	Creates the interview guide for the selected Job.
Reporting	Linked Employees	A list of the employees that have been assigned the selected Job
Reporting	Linked Jobs	Only available if the policy for Benchmark Jobs is turned on. Displays a report showing clones for the selected Benchmark Job
Reporting	Job Audit	Displays a report showing all changes to the selected Job.
Evaluation & Analyses Reports	Job Total Points Listing	Displays a report that shows the calculated points for each Job including the breakdown by Skill, Effort, Responsibility and Working Conditions
Evaluation & Analyses Reports	Job/Points Matrix	Displays the Job Evaluations results in the form of a grid. Jobs can be filtered within the Job/Points Matrix Report in a number of ways, including by Job Family, Job Group, Organization and Job Evaluation Points. Within each cell of the Matrix Report, the order of the Job Title’s printed is based on each Job’s total job evaluation points. Jobs that have been evaluated but not yet ‘Approved’ (based on Policy settings) are highlighted in the report.
Evaluation & Analyses Reports	Job Questionnaire Cross Reference	Shows the Questionnaire Responses, Job Total Points and Job Level for the selected group of Jobs. Questions are grouped into four broad categories: •Skill •Effort •Responsibility •Working Conditions The report also shows how the specific Questions link to the categories.
Evaluation & Analyses Reports	Job Competency Cross Reference	Identifies the Competency Importance Ratings calculated for each Job. Competencies are grouped into five broad categories: •Interpersonal •Capacity •Planning/Scheduling •Perspectives •Working Methods
Evaluation & Analyses Reports	Job Skills - Current Filter(s)	View a list of skills/certifications for the current Jobs list
Evaluation & Analyses Reports	User Assigned Jobs	The report will enable the Administrator to see who has been assigned which job and if the Questionnaire has been completed by the user and the date it was completed.
Evaluation & Analyses Reports	Jobs Audit	Displays a report showing all changes to all jobs within a selected date range.
Evaluation & Analyses Reports	Incomplete Jobs Information	Displays a report showing information missing Job details. Options given to check for missing details.

Note: The Job Description, Job Posting and Selection Interview Guide can have alternate terms defined so the names displayed on this Help page may not match what is in your installation of Encompassing Visions.

Displays the summary of the Job Questionnaire Responses for the selected Job (or their average when more than one Job Questionnaire is completed).

•Available to users Access Level 3 for non-confidential Jobs and Access Level 4 or 5 for confidential Jobs.

Note: When viewing the Questionnaire Responses for a specific Questionnaire (from within an Automated (Job) Questionnaire or from the Questionnaire list), you will see the results for the one selected Questionnaire. When viewing the Questionnaire Responses from the Jobs screen you are viewing consolidated results of all completed questionnaires for the Selected Job.

•The responses to the questions from the Job Questionnaire are listed on this screen.

•The Questionnaire must be complete in order for the the Job Totals and Response Validation reports to be enabled.

Displays a printable Job Questionnaire for the selected Job, identifying the responses chosen for each question and any justification entered.

The report generated is the same as the hard copy questionnaire printed in the Job-Related Reports except that it also includes the notes entered in the Justification field in the Automated (Job) Questionnaire.

•User ID is the user who completed the questionnaire (or the user who entered the justification if done separately).

Prior to generating the report, you will be asked whether you want to include Job Level Information in the report.

•When checked

the report will include the table of Job Levels in the system and indicate which Job Level the job falls into.

Refer to the Report Viewer section of the Help Topic Interacting With Encompassing Visions to learn how to use this Report Viewer.

The first page is a listing of the breakdown of points. The second page is a graph of the breakdown of points.. These reports are displayed using the installed Report Services Viewer installed in the software.

•Displays a listing of all active Competencies and the Importance Rating assigned to each Competency for the selected Job.

Refer to the Report Viewer section of the Help Topic Interacting With Encompassing Visions to learn how to use this Report Viewer.

The first page is a graph of the Competencies for the Job while the second page is a listing of the same information in tabular format. These reports are displayed using the installed Report Services Viewer installed in the software.

The Job Questionnaire Cross Reference Report shows the Questionnaire Responses, Job Total Points and Job Level for the selected Job. The report is enabled from the Jobs list screen ONLY when there is more than one Job Questionnaire completed for the selected Job. If only one questionnaire is complete, the Job Questionnaire Cross Reference report can be printed from within the Questionnaire.

Note: There is an option/filter for the Job Total Points and Job Level to be shown on the report. Check the required box.

The first table in the report shows the average of all questionnaire responses for each question.

The second table details the individual responses for each question in the questionnaire.

•If an alternate term is being used for Job Description then the alternate term will appear in the pick list.

•Available to users who have been given at least Access Level 1 to the Print Job Reports function.

•Available for Confidential Jobs for users with at least Access Level 4 to the Print Job Reports function.

Note: The security module for this function controls the ability to print the Job Reports (Job Description, Job Posting and Interview Guide), not the Access Level Assigned to Jobs. Users can be granted access to view jobs but not given access to print the Job Reports (by setting the Access Level for Print Job Reports to zero).

Refer to the Report Frame section of the Help Topic Interacting With Encompassing Visions to learn how to use this Report Viewer.

•Available to users who have been given at least Access Level 1 to the Print Job Reports function.

•Available for Confidential Jobs for users with at least Access Level 4 to the Print Job Reports function.

Note: This report was printed from the Job-Related Reports function - a separate screen in the Jobs Module. The security module for this function still exists and controls the ability to print the Job Reports (Job Description, Job Posting and Interview Guide), not the Access Level Assigned to Jobs. Users can be granted access to view jobs but not given access to print the Job Reports (by setting the Access Level for Print Job Reports to zero).

Refer to the Report Frame section of the Help Topic Interacting With Encompassing Visions to learn how to use this this Report Viewer.

•Available to users who have been given at least Access Level 1 to the Print Job Reports function.

•Available for Confidential Jobs for users with at least Access Level 4 to the Print Job Reports function.

Note: The security module for this function controls the ability to print the Job Reports (Job Description, Job Posting and Interview Guide), not the Access Level Assigned to Maintain Jobs. Users can be granted access to view jobs by granting access to the Maintain Jobs function but not given access to print the Job Reports (by setting the Access Level for Print Job Reports to zero).

Administrator Note: The number of competencies printed in the Selection Interview Guide is determined by the Reporting Policy "The Number of Behavioral Competencies to Include in Job Reports" plus any ties. The competencies are sorted from highest Importance Rating for the Job to the lowest. For example, if the policy is 5 and there are 2 competencies that are ranked 9 and 4 that are ranked 8 (with all the rest less than 8, 6 competencies will be printed. The top 2 (ranked 9) plus the next 4 (because they are all tied at Importance Rating 8).

Selection Interview Questions are designed to seek past demonstrated ability to perform the related competency. The listed question(s) are unique to the competency, but may be further customized/enriched by your organization according to Job Groups. Customization can be done through the Administration module>Competencies>Selection Interview Question (

) .

•Available to users with any Access Level for non-confidential Jobs and Access Level 4 or 5 for confidential Jobs.

Refer to the Report Frame section of the Help Topic Interacting With Encompassing Visions to learn how to use this Report Viewer.

•Available to users with Access Level 5 for both non-confidential and confidential Jobs.

Encompassing Visions has two audit reports. The Job Audit details changes made to the selected Job over the life of that Job. The Jobs Audit, documents all changes made to any area of any job in the Jobs module within a specified time frame.

Three tables are created within each report: Jobs, Job Skills and Job Questionnaire(s). The auditing listing in each table is sorted by date, with the newest entries at the top of the table. Each change will create a separate line on the table in the report.

Administrator Note: The audit tracking in Jobs is driven by the policy: Do you want to enable Auditing in the Job, Job Skills and Job Questionnaires? This policy is defaulted to NO. Audit tracking will begin with the policy is set to YES. If this policy is not enabled, the Job Audit reports menu items will be hidden from the list.

•Displays the skills/certifications attached to each Job in the application, and is useful to see Skills per Job at a glance.

•The Jobs Skills and Certifications Listing identifies the Job Reference, Job Title, Skill Reference, Skill Title, Active flag and Type of Skill or Certification.

•This reports will always show all skills/certifications attached to all Jobs.

•To load the report into Excel (making it sortable), copy all and paste into an excel worksheet.