Enabling job descriptions
Note: You will need Configurator access to enable the Job Description feature.
Click on Configuration > select the 'User provisioning' tab and click into 'User fields' drop down tab.
What happens when job descriptions are enabled?
A Job Description tab is added to your Administration Centre where Administrators can view, add and edit job descriptions.
A Job Description tab is added to users profiles where the user themselves, their default supervisors, and their review supervisors if the "Supervisor of an appraisal can view the appraisee's sensitive info" setting is enabled, can view a read-only version of their current job description. The tab will only be visible if the user has a job description assigned on the People tab in the Administration Centre.
3. A Job Description field is added to the People tab in the Administration Centre. This is how an Administrator can specify the job description that is assigned to the user. The job description must be added to your Job Description tab before you can assign it to a user.
4. A Job Description question type is available in Form Design. Add this question to your form to show the reviewee and review supervisors the reviewee's current job description during the review. You might like to add a question beneath it, such as "How well do you feel you've achieved the responsibilities set out in your job description?" or "What changes do you think should be made to your job description?"
Creating job descriptions
Note: You will need Administrator access to create job descriptions.
Click on the Administration Centre and then select the Job descriptions tab.
Click 'Create a new job description / document'. Add the job role into the 'Title' field and any details into the 'Description' field (if no details are needed, just put a space here).
Paste in the main text of the job description into the box underneath. Use the formatting tools provided.
Click 'Save'.
Job description versioning
Job descriptions are versioned, meaning you can store multiple versions of the same job description. Role responsibilities may change over time but the name of the role may stay the same - this is where versioning comes in.
The purpose of versioning is to allow the following:
To store a copy of the job description within a review so when a reviewee/review supervisor opens a previous review, the information shown reflects the job description that was used at the time - which may not be the same as the user's current job description. It should not be used to create a library of similar job descriptions to be assigned by different users.
When creating a job description, version number 1 is created. You can edit this at any time. You can also create a new version by clicking the 'Save as a new version' button. You'd only create a new version if you wanted to preserve the previous version. A minor update (such as fixing a typo or making a correction) doesn't need a new version.
When you set up a new review, the latest version of the user's job description is assigned to the review. If you subsequently create new versions, the review will still be associated with the version assigned at the time of creating the review.
Warning: If a job description or a job description version is deleted, it will be removed from any previous reviews it has been pulled into via the 'job description' question type in Form Design.
Assigning job descriptions
Note: You will need Administrator access to assign job descriptions.
Follow the steps for Editing users individually or Editing users in bulk and select the user's job description from the dropdown next to the 'Job description' field.
Tip: Any in-progress and closed reviews will retain the job description they were set-up with, so it's best to check all job descriptions are up-to-date before setting up new reviews.