TAM - Create Job Openings With a Job Code (No Position) - Job Details
The purpose of this document is to provide end users with the information needed to Create a Job Opening for a Recruitment using only a Job Code (No Position).
Recruiting processes vary at each campus, check with your campus' Human Resources department for more information.
1. Navigate in HRS to Recruiting > Create New Job Opening. The Enter Primary Job Opening Information page displays.
2. The Originator (Hiring Manager, Recruiter or designate) sets up the Opening Information by adding the:
|Required Fields||Field Description|
|Job Opening Type||
Select Job Opening Type:
Note: The Job Opening Type drop down menu defaults to Standard Requisition.
|Business Unit||Select your campus Business Unit (i.e. UWEXT). It defaults to SHARE BU. It is important to select the appropriate Business Unit.|
|Department||Select your Department. Use the magnifying glass look-up function to find your department or type in your campus letter code and six digit UDDS number. (i.e. T464470) Or, search using your campus letter code. (i.e. T)|
|Job Family||Select the appropriate Job Family for this new Job Opening. Similar to Job Group from Legacy, the Job Family classifications are based on the type of work the person in this position will do. For example, an accountant would be in the Accounting, Finance, Purchasing job family.|
|Position||Leave blank since this example covers how to create a Job Opening without using a Position.|
Official Title is the Job Code for the position.
Note: Since Position was not used, a Job Code for the Official Title field box will need to be entered or selected.
|Not Required Fields||Field Description|
|Posting Title||Defaults when a job code is selected. If you would like the posting title to be more descriptive, you can make the change here. Posting Title is the same as the Working Title in the HR Module of HRS. This field will feed into the Job Data pages in HRS once this position’s hire is complete.|
3. Click the Continue button. The Job Opening page displays. At the top of the Job Opening page, a list of buttons is displayed. A description of each is listed below:
|Button/Link Choices||Field Description|
|Save & Submit||Press to begin the job opening approval process.|
|Save as Draft||Press if you’re waiting on more information.|
|Cancel||Press if you don’t want to save the data you have entered.|
|Previous Step||Pressing this moves the job posting page back one page.|
|Next Step||Pressing this moves the job posting page forward one page.|
|Attachments||By clicking the Attachments link, documents that are relevant to the job posting’s approval process (i.e. Affirmative Action documents, recruitment plan, etc.) can be added. Once the job opening is in open status, you can no longer add documents in this section (documents already added are still viewable). Instead any job opening related documents can be added to the Activity & Attachments section.|
4. Enter the following REQUIRED fields:
|Required Fields||Field Descriptions|
|Employee Classification||This will ONLY default from the Job Code if there is only one empl class associated with the Job Code selected. It is important in the instance of using a Job Code tied to multiple employee classes to select the appropriate Employee Classification, Save as Draft, and then proceed. Selecting the appropriate Employee Classification on this page has a direct effect on the Job Posting section of the Job Opening. This determines which Job Posting Description Types are available when building the Posting.|
|Created||The date defaults to the current date.|
|Openings to Fill||The default value is Limited. Unlimited could be used for sourcing a candidate pool hire. The system will close the job requisition when all openings are filled.|
|Target Openings||This field displays the number of available openings only if Limited was selected in the Openings to Fill field. Enter the number of vacancies that are to be filled in this recruitment. The default value is 1. However, you should update this field to the exact number of people needed.|
|Available Openings||This field displays the number of available openings only if Limited was selected in the Openings to Fill field. The default number of openings is the value entered in the Target Openings field. When you hire an applicant in this job opening, the system decreases this number by one. When all available openings are filled, the status of the job opening is set to Closed.|
|Business Unit||The value defaults from the Business Unit selected on the Enter Primary Job Opening Information page .|
|Company||The value defaults from the Job Code in HRS.|
The value defaults from the Department selected on the Enter Primary Job Opening Information page.
|Location||Select the Location Code for the location of this job opening on campus.|
|Recruiting Location|| Select the Recruiting Location that you want displayed when an applicant searches for a job opening. UWEXT and UWCOL have the option of adding regions to their Recruiting Locations. Click the link to view the WI Counties - WICountiesMap20130325.docx|
As of January 7, 2016, all institutions MUST include an additional Recruiting Location indicating the city in which the vacancy is located. The UW Business Unit (institution) still must also be included as a Recruiting Location. Otherwise it has undesired down stream affects for applicants. See KB 59693 TAM - Add Recruiting Location to Job Opening (i.e. city in which the vacancy is located) https://kb.wisc.edu/hrs/page.php?id=59693 .
|Not Required Fields||Comments|
|Created By||The value defaults to the Employee ID of the user that initiated the creation of the job opening.|
|Establishment ID||Redundant to campus Business Unit and not required.|
|Underutilized AA Goals||
For Affirmative Action (AA) purposes, this checkbox is used to identify if there are AA goals associated with the vacancy. Check this box if there are underutilized goals designated by your Affirmative Action (AA) office.
|Job Group||Term is similar to Legacy term and similar to Job Family. This field will be specific to your institution as designated by your Affirmative Action (AA) office. It is not required, however, the Job Group Analysis report will not be valuable if this field is not used.|
|UWEXT-CE Program Area||
For UWEXT, used in HR module and will flow into HRS after the Position is filled.
5. Continue down the page and review the following NOT REQUIRED fields:
|Status Code||Displays the current job opening status of Draft (005). This field is grayed out and not editable until after the job opening is in Open status. Once in Open status, a recruiter can change this field.|
|Status Reason||Cannot enter information here during creation of job opening.|
|Status Date||Defaults in from date entered above. This field will update to a new date whenever the Status Code field is changed.|
|Desired Start Date||Enter the date that the job begins or this field can be left blank. Select the date using the appropriate format of (MM/DD/YYYY) or click the Calendar icon to select the date. This date will default into the Prepare for Hire page when ready to hire the desired candidate and can be changed later if needed.|
Select one of the options from the drop down (or leave this field blank):
|Projected Fill Date||If the Project Fill Date was selected on the Encumbrance Date Indicator field, enter the expected fill date for the job opening.|
|Date Authorized||Displays the date the job opening was approved. This date will default with the date that the job opening reaches final approval.|
|Referral Program ID||Leave blank, this field is not used.|
|Recruitment Contact||Pre-filled, generic contact information for UWSC or this field can be left blank. It is not visible to applicants.|
6. Moving on to the Positions section, this area is NOT REQUIRED:
|Employees Being Replaced - Employee||Field is used to record the employee being replaced. Enter the appropriate name through the look up. If this is a brand new vacancy, leave blank.|
|(+) Add Employees Being Replaced||If applicable.|
7. On a Recruitment using only a Job Code (No Position), some additional information needs to be selected in the section below (Pay Basis, Continuity and Total FTE).
|Required Fields||Field Description|
|Pay Basis||Choose the correct pay basis for this Job Code, for example Hourly.|
(PY - Pay Basis Descriptions ).
|Continuity||Choose the continuity status value; choices will vary based on the Employee Class that was selected. (Refer to the Table of Continuity Codes and Appointment Descriptions/Duration within HR - Create a Position in HRS (Non-Madison)).|
Enter the FTE (full time equivalent) for the job opening. For a University Staff Temporary Employee or an employee without a regular schedule or hours, 0.01 is the lowest Standard Hours that HRS allows; it will calculate to .00025 FTE.
(For a conversion chart from Standard Hours to FTE, refer to HR - FTE to Standard Hours Conversion Table).
Not Required Fields
|Union Code||Defaults to the correct value based on Job Code.|
|Bargaining Unit||Defaults to the correct value based on Job Code.|
Seasonal is when an employee’s work schedule is recurring, e.g., works every first semester during registration, coaches, nurses in student health centers, etc. Payments reflect the period of time (number of months) and FTE worked.
A Waiver Hire is when the vacancy does not need a public recruitment. Each institution has their own policy on this action, however, it generally used when there is an unexpected or emergency type of vacancy where there is not enough time to go through the full recruiment process.
7. For a Waiver Hire, be sure to check the Waiver Hire check box if the vacancy does not need public recruiment.
8. Next select a Waiver Reason from the drop-down menu.
9. The Funding and FTE fields in the creation of a Job Opening are required. These are NOT connected to funding within HRS. It is truly a placeholder within TAM for budget approval, but a required section. Please note - the funding strings are also not validated other than they must be numerical values. Complete the following REQUIRED fields and review the NOT REQUIRED fields:
NOTE: There is currently not a field for 7 alpha/digit code for the Project funding. This alpha/digit code can be entered under the Essential Justification field for record keep purposes.
|Required Fields||Field Description|
|Funding Effective Date||Change/Modify the Funding Effective Date.|
|FTE %||Fill in the % for the Funding of this Position. Add rows (+) if necessary to add funding equal to 100%.|
|Fund||Enter the three-digit Fund code (e.g. 101).|
|Prog||Enter the one-digit Funding program number or letter (e.g. 2).|
|DeptID||Enter the six-digit Funding Department ID (e.g. 480001).|
|Essential Justification||Complete this field with the reason/explanation for the recruitment of this position. The best practice is to follow campus recruitment standards in this field.|
NOTE: If you are adding additional Job Code(s), continue with steps 10 and 11. If you are NOT adding additional Job code(s), please go to step 12 (Additional Job Specifications).
10. To add additional Job Code (i.e a Professor recruitment where you may be willing to hire as Assistant Professor or Associate Professor depending upon the qualifications of the applicant pool) click the Add Job Code link on the bottom of the Additional Job Specifications section.
11. This will create a new row. Notice how the row count adds a row. Enter or Look Up the Job Code you'd like to add.
12. Additional Job Specifications - Enter the remaining REQUIRED fields:
|Required Fields||Field Description|
|Schedule Type||Choose the correct schedule type for this Job Code. Full Time working 40 hours per week. (Refer to HRS KnowledgeBase document, BN - Continuity Code Benefits Job Aid). Part Time working anything less than 40 hours or under 100% FTE. (Refer to HRS KnowledgeBase document, 16800). On Demand is not used.|
|Pay Frequency||Choose the correct pay frequency for this Job Code. For example you would choose either 9 month, Annual, or Hourly. (Refer to HRS KnowledgeBase document PY - Pay Basis Descriptions).|
13. At this point SAVE your Job Opening as a Draft. Click the Save as Draft button. A Job Opening ID is created and the Draft Job Opening is searchable.
13. Move forward with setting up the following required steps: