hcm step-by-step guide position profiles: step by step guide · 2019. 12. 20. · 2 hcm step -by...

HCM Step-by-Step Guide

1 HCM Step-by-Step Guide | position profile update recruit filled September 2015 | Prepared by: Employee Services

Position Profiles: Step-by-Step Guide

Creating an ePAR Position transaction

This guide describes how to update/recruit for a currently filled position transaction in HCM to send to recruit in CU

Careers.

The non-person profile will be referred to as “NPP” several times in the document.

The magnifying glass on all pages will open a search box allowing users to find more information to populate the

field.

The book and checkmark, is a spell check for text boxes.

The trashcan will remove an item.

To hide sections you do not want to view click the down arrow.

Beginning a transaction

1. To begin a transaction, navigate in HCM: Main Menu>Smart Solutions>Document Framework>Document

Collection.

2. Choose Smart ePAR Pay Actions tab.

3. Choose Add under ePAR Position.


Step 1: Position Search

To search for a position:

1. Select Update/Recruit Filled Position

2. Enter department number and tab out of the field. (optional: If you know the position number enter that instead.)

(Note: if department name does not populate, click magnifying glass next to search box to find department)

3. Enter position number and choose the appropriate one that populates. Tab out of the field.

4. Make sure the select box is checked for your position.

5. Click Next.

Step 2: Position Action/Reason

To enter an action/reason:

1. Select Reason from dropdown.

a. Vacant Position-Taleo: If using CU Careers to recruit/hire candidate, and collect candidate

information.(This will be removed at go-live.)

b. Vacant Position: If you plan not to use CU Careers.

2. Choose effective date.

Note: Profile Type is identified by employment group.

3. Add comments for the purpose of the transaction.

4. Click Next.


Step 3: Position-Change

Not all sections in position-change will need to be updated. However, it is recommended that all information is verified

before sending the position to CU Careers for recruitment. Only edit the fields below if changes need to be made. To

update and verify position information:

1. Verify all fields.

2. Edit Position Title. NOTE: This will be your working title on the posting.

3. Edit Job Code, Regular/Temporary, Full/Part Time, Regular Shift.

4. Edit Department, Company, Location, Reports To (required) and Appointing Authority.

5. Edit Standard hours.

6. Uncheck update incumbants if you don’t want these updates to apply to the person currently holding the position.

7. Update budgeted FTE.

8. Update Campus Box.

9.


10. Click Next.

Step 4: Non-Person Profile Questionnaire

This page allows users to choose which parts of the non-person profile (npp) to update. Employment groups may look

different then the screenshot below. To choose the pages in the non-person profile to update:

1. Update NPP description to match your Position Title (working title).

2. Short Description can be an identifier of your choice.

3. Select Yes for the areas of the non-person profile you wish to update. Radio buttons that are greyed out and

marked yes have mandatory fields that must be filled out to save and submit to CU Careers for recruitment. Fields

that will feed to CU Careers include: Positon Summary, HR Consultant, Duty Statements (Samples of work), Job

Competencies, Minimum Qualifications, Background Check Types, Additional Job Requirements, and Core

Competencies (in Additional Job requirements).

4. Click Next.

Note: The following steps show the process if you Select All Yes in the previous step. If you chose Yes for only some

pages, skip to the step that correlates to the name you see on the screen.

Step 5: Position Summary

To update the position summary page (required for CU Careers):


1. To add a new position summary, click Add New Position Summary.

2. Click magnifying glass next to Type of Review.

3. Choose Vacant.

4. Click magnifying glass next to Exemption Statute if applicable.

5. Choose appropriate exemption statute.

6. Check Feed to CU Careers? box. This sends the position to CU Careers once approved.

NOTE: Leave unchecked if you are only updating the positon/npp and

not sending to CU Careers for recruitment.

7. Enter a job summary. (This will feed to CU Careers as part of your job description.)

8. Click OK.

9. Click Add New HR Consultant (required for CU Careers).

10. Click Magnifying class.

11. Click HR Consultant name for your campus.

12. Click OK.

13. Click Next.

Step 6: NPP-Duties

To identify and add duties of the position (Required for University Staff and Classified staff to feed to CU Careers):

1. Choose Add New Duty Statement.


2. Click magnifying glass on duty statement row.

3. Use the search boxes on the top of the screen to find the duty you wish to use

Or

Click the name of the duty from the list at the bottom.

4. Click magnifying glass on rating model.

5. Choose University Staff Rating.

6. Enter Percent of time.

7. Enter the Description of Work. This allows you to add more detail about how a person might accomplish the duty

statement.

8. To add another duty click Apply and Add Another.

or

Click OK.

9. Repeat until all duties have been added.

10. Click Next.


Step 7: NPP-Essential Functions To add essential functions:

1. Click Add New Essential Functions.

2. Click magnifying glass in Essential Functions row.

3. Use the search boxes on the top of the screen to find the essential function you wish to use then click the name of

the duty from the list at the bottom.

4. To add another Essential Function click Apply and Add Another.

Or

Click OK.

5. Click Next.

Step 8: NPP- Core Competencies

Core Competencies will populate from the university staff profile template for existing positions. For new positions you will

have to add them. Current university staff positions will prepopulate. (Core Competencies will feed to CU Careers if

populated)

1. Click Add New Core Competencies.

2. Click the magnifying glass in Core Competency row.

3. Choose Compency.


4. To add another Core Competency click Apply and Add Another.

Or

Click OK.

5. Click Next.

Step 9: NPP- Job Competencies

To add Job Competencies to a position:

1. Click Add New Job Competency.

2. Click magnifying glass on the Job Competency row.

3. Use the search boxes on the top of the screen to find the Job Competency you wish to use then click the name of

the job competency from the list at the bottom.

4. To add another Job Competency click Apply and Add Another.

Or

Click OK.

5. Click Next.

Step 9: NPP-Faculty Effort (Only for Faculty Positions)

To add New Faculty Effort:

1. Click Add new Faculty Effort.

2. Click magnifying gass on the Faculty Effort row.


3. Choose Effort.

4. Enter the Description of Work. This allows you to add more detail about how a person might accomplish the effort

statement.

5. To add another duty click Apply and Add Another.

or

Click OK.

6. Repeat until all effort has been added.

7. Click Next.

Step 10: NPP- Qualifications

Minimum Qualifications must be entered for all classified and university staff position that will be fed to CU Careers.

(Minimum and Preferred Qualifications will fees to CU Careers) To enter qualifications:

1. Click Add New Minimum Qualifications.

2. Click the magnifying glass in Content Item ID row.

3. Click MIN_QUALS.

4. Enter all minimum qualifications in the text box.

5. Click OK. (Do not click Apply and Add Another)

6. Click Add New Preferred Qualifications.

7. Click the magnifying glass in Content Item ID row.

8. Enter all preferred qualifications in the text box.

9. Click OK. (Do not click Apply and Add Another)

10. Click Next.

Step 10: NPP-Education (Faculty Only)

To add education:


1. Click Add New Degree .

2. Click Magnifying glass on Degree row.

3. Add Degree.

4. Choose required or prefered.

5. To add another degree click Apply and Add Another.

Or

Click OK.

6. Click Next.

Step 11: NPP- Required Training

To add required trainings:

1. Click Add New Required Training.

2. Click magnifying glass on the Required Training row.

3. Choose training from list.

4. To add another Required Training click Apply and Add Another.

Or

Click OK.


5. Click Next.

Step 12: NPP- Additional Information

This sections describes how add background checks, job requirements, and driver’s license requirements.(Background

checks and job requirements will feed into CU Careers) To add additional information including the background checks:

1. Click Add New Background Check Types.

2. Click magnifying glass on the Background Check Type row.

3. Click background check.


Or

Click OK.

5. Click Add New Additional Job Requirements (optional).

6. Click magnifying glass on the Additional Job Requirements row.

7. Choose HIPAA, Hazardous materials, Environmental, etc. additional job requirements.


Or

Click OK.

9. Click Add New Driver’s License Type (optional).


10. Click magnifying glass on the Driver’s License Type row.

11. Choose Driver’s License Type.

12. Click OK.

13. Click Add New Driver’s Endorsements (optional).

14. Click magnifying glass on the Driver’s License Endorsement

15. Choose endorsement.

16. Click OK.

17. Click Next.

Step 13: NPP- HR Only

This section will be used for HR only. They will be able to add notes about salary survey matches.

1. Click Next.

Step 14: New Department Budget Table-Position

This section will populate based on current funding for the position if it exists. Verify information is correct or change

funding.

1. Choose Pct or Amt.

2. Enter Department number then hit tab twice.

3. Enter SpeedType and then hit tab twice.

4. Enter Distribution % or Amount.

5. To add another row click .

6. To remove a row click .


Saving and Submitting a Position

1. Click Save button located on upper left corner.

2. Click OK.

3. Click Preview button.

4. Verify you have no errors and have filled everything.

5. Click return.

6. Click Submit.

hcm step-by-step guide position profiles: step by step guide · 2019. 12. 20. · 2 hcm step -by...

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