UWMSN - JEMS CHRIS-HR - Create University Staff or US Fixed - Term Vacancy

This KnowledgeBase document is intended to provide a high-level overview of how to create and submit a University Staff/US Fixed - Term Vacancy.

  • This document applies only to UW-Madison. Users from other campuses should refer to documentation intended for their campuses.

Procedure At–a–Glance

Category: University Staff Ongoing (CP) and University Staff Project (CJ)
Audience: Department and Division staff who create JEMS CHRIS-  HR transactions.
Overarching Process: Overview and technical steps of how to create a JEMS CHRIS - HR University Staff or US Fixed-Term vacancy.

Navigation: 

*To return to Navigation, use the Top to Page link located at the end of each section.

General Description

This knowledgebase document is intended to provide steps to hire a University Staff  Ongoing (CP) and University Staff Project (CJ).

*Note - University Staff appointments were once called Classified appointments.

Process Considerations:

Before adding the hire in JEMS, you should have completed the following:

  • Search for Matching Person & Job Data in HRS using UW Multiple Jobs.
  • Searched EPM for a potential match.
  • Acquire the following data: Empl ID and Empl Record Number (if the person exists in HRS or EPM).

JEMS CHRIS - HR Main Menu

To initiate a new HR transaction, access the JEMS CHRIS - HR main menu. Refer to the JEMS homepage for links to all JEMS portals. For technical steps, use the following information in this knowledgebase document.


 

JEMS CHRIS - HR Main Menu

To initiate a new HR transaction, access the JEMS CHRIS - HR main menu. Refer to the JEMS homepage for links to all JEMS portals. For technical steps, use the following information in this knowledgebase document.

JEMS CHRIS HR Main Menu



 Step Action Description
 1 Select HR Transaction Type Select University Staff/US-Fixed Term Vacancy checkbox
 2 Proceed Click the New Transaction button
NOTE:  Users can also start with copying from an existing HR Transaction. Refer to (insert KB number and link).





JEMS CHRIS HR Page 1


NOTE: Blue fields with an asterisk (*) are required fields. Other fields may have conditions required (i.e., based on appointment type, applicant type, etc.)


Step  Field  Description
 3 UDDS  Enter in a seven character UDDS. Can click the ▼ button to narrow search by first three alpha/numeric.
 4 Status  Not editable 
 5 Trans Comments  Click the Trans Comments button to enter in comments about the position description (PD). These notes can only be viewed by the HR transaction creator, proxies, HR Staff for the employing unit, and OHR staff. The button will be white if there are existing notes. Users can also add comments onto the Comments tab. 
 6 Title(s)  Enter the title code. Can click the ▼ button to narrow search.
 7 Bargaining Unit  Not editable - automatically populated when title code is entered. 
 8 Supervision Type
 Enter in supervision type. Can view options by clicking on the ▼ button.
 a. ' close supervision ' implies that the work is performed according to detailed instructions and that supervision is available on short notice. 
 b. ' limited supervision ' implies that the incumbent proceeds on their own initiative while complying with policies, practices, and procedures prescribed by the supervisor. The supervisor generally answers questions only on the more important phases of the work. 
 c. ' general supervision ' implies that the work is performed independently. The incumbent seldom refers matters to supervisor except for clarification of policies.
 9 More Titles
 If recruitment more than one position at multiple levels, click the more titles button to add the additional title(s).
 Note - each title in a single transaction must have a separate distinct set of Goals/Activities and Knowledge/Skills.
 10 Rate Range  Auto populates minimum and maximum of the range based on some job title entered. Fields can be adjusted within the approved range (refer to the Title Guidelines and Transitional Titling Documents for more information ).
 11 Post Max Rate on Web  Indicate if maximum should be posted on the employment website - jobs.wisc.edu.
 12 Supervisor Section  Enter the supervisor's last name, first name, title, and email address.
 13 Employees With Similar Duties Section  Enter the information of employees with similar duties (to add more than one person, click on the more button.
 14 Exclusion Form Indicators  Fields are no longer used.
 15 PD Discussion Date  Used only for reclassifications and updating position description transactions. Refer to (insert KB#)
 16 Position #   This is the HRS appointment ID. Automatically populates.
 17 HRS Transaction ID   Automatically populates after the screen is completed and saved.
 18 Date duties started   Used only for reclassifications and updating position description transactions. Refer to (insert KB#s)
 19 PD/TE Effective Date   PD effective date is the appointment start date for vacancy PD's, and final approval date for other PD types. 
 20 Cert(ification) Number   Automatically populates once the PD is Division approved. 
 21 Last PD of Record Date   The last date a PD is set as the PD of record. 
 22 Empl ID & Empl Rcd  Automatically populates.
 23 Position Description Type  HR Transaction type.
 24 Save  Click the SAVE button. 


JEMS CHRIS HR Page 2

 Step Field Instruction 
 1 Working Title  Enter in the Working Title. If there is more than one title for the vacancy, the Working Title should be generalized to reflect all titles. 
 2 Appt. (Appointment) Type  Click the ▼ button to make a selection.
 3 F.T.E.  Defaults to 1.000 (field is editable). This must match the Work Schedule field [13]. 
 4 New/Replace/Ch(ange)  Click the ▼ button to make a selection.
 5 Fund  Enter in the three-digit funding source for the position.
 6 Act (Activity Code)  Enter in the one-digit activity code. Click the ▼ button to make a selection. Click the more button if there is more than one funding source and its activity code.
 7 Area of Competition Click the ▼ button to make a selection.
 8 Prior Incumbent Fields Required field if the [New/Replace/Ch] field equals [Replace] or [Change]. Enter in the information for the prior person who held the same position.
 9 Prior Title Code Required field if the [New/Replace/Ch] field equals [Replace] or [Change]. Enter in the title code of the
prior person who held the same position.
 10 Converted from TE ID If position was previously a TE position identified for conversion, select the current TE position or positions being converted. 
 11 Job Address Section Enter in the building address and information where the position will be located.
 12 Contact Section  Enter in contact information if someone reviewing the HR Transactions has question - the contact information defaults to PD creator (Edit Profile information). 
 13 Work Schedule Click on the ▼ button to make a selection. This must match the FTE field [3]. Click on the more button if additional schedules need to be added.
 14 Multi-shift  Indicate if position is a Blue Collar Multi-shift. 
 15 Schedule Comment  This is a required field. Enter information about the work schedule (e.g., this is where an F.T.E range is indicated or the position has flexibility needs - nights and weekends, rotating shifts, etc.)
 16 Requirements  Click the ▼ button to make a selection. Click the more button to additional requirements.
 17 Additional Requirements  Enter in additional requirement comments (optional field). 
 18 Related Web Link  Enter a complete URL to a website with information related to the vacancy. 
 19 Application Deadline Date  Enter in the application deadline date. 
 20 Post on Web  Indicate if the position should be posted on the web page - jobs.wisc.edu.
 21 Bypass Posting  Indicate whether the position should bypass web posting. 
 22 Reason  Click the ▼ button to make a selection.
 23 Waiver Reason  Enter waiver justification if waiver justification is required. Refer to the TRE Toolkit for waiver information.
 24 How to Apply  The is a required field. Enter in additional application requirements (e.g. submission requirements - cover letter, resume or job contact information). This field must match what will be entered in TREMS. 
 25 Under Caregiver Law  Indicate whether the position is under the Wisconsin Caregiver Background Check Law.


JEMS CHRIS HR Essential Justification

NOTE:  This tab must be completed for any position on GPR/Tuition funds. 

 FieldAction 
 Is the filling of this GPR/Tuition funded position essential? Select appropriate selection. If not GPR funded, no other information needs to be completed on this tab.
 What type of essential function does this position carry out? Click the ▼ button to make selection.
 Explain how this position is essential in the above selected category? Enter information on how this position performs essential functions.

For each job title entered within the HR Transaction, there must be one distinct set of PD summary, Goals and Activities, and Knowledge and Skills. All other HR Transaction information applies to the entire HR Transaction. The job title for which these data apply is displayed at the top the screen - regardless of number of titles on the HR Transaction.

JEMS CHRIS HR Goals and Activities


 Section Description
 Goals for Title Automatically filled in with the Title Code. If there is more than one title code entered in the HR Transaction, users can edit or change the Goals and Activities for each job title by clicking on the View Different Title button; a pop-up window will allow the user to select the job title to be reviewed and/or modified. Users can also copy goals and activities from another title in the opened HR Transaction. 
 PD Summary Enter in the PD summary for the PD. Click the Edit button to open a larger typing area. This is a summary of the position's goals, in addition to information that applies to the entire position (i.e., position in the process flow, formal name and nature of the program, nature of the organization, etc.). This is the summary that shows up on jobs.wisc.edu when an applicant opens a job posting. 
 Select the Goal (with its activities) you want to Enter, Update, or View
 The person entering in the transaction will enter in a goal. Each goal has activities indicated the accomplish each goal. Users can add up to 26 goals and activities for a single job title.
1. Click on a letter (e.g. A).
 Goal
 Goals are expected results of each employee's work. They are expected accomplishments, product and/or output that results from the work activities of the employee. Once you enter in a specific goal and its activity information, click on a new letter to add another goal. Best Practice is to include 5-7 goals.
2. Enter in the required percent amount (%). The accumulated total of all the goal on a single job title must equal 100%.
3. Enter in a goal statement.
 Activities
 Activities are specific tasks the employee performs to accomplish goals. Activity statements describe what a worker actually does. These statements contain sufficient information to make them understandable to a person not familiar with the field of work performed. Avoid terms such as 'handle, assist, or process'. A best practice is to add 3-5 activities per goal. 
4. Enter in specific statements of work that accomplish a goal (One activity is required per goal). The percentages (%) for each activities is optional.
 *Delete There are delete buttons that can delete an entire goal and any activities associated. Users can also delete a single activity. 
 *Spell Check Spell check can be used for each section on the goals and activities tab. If copying and pasting from an external resource (e.g., word document), review all punctuation - it sometimes does not paste correctly. 








For each job title entered within the HR Transaction, there must be one distinct set of PD summary, Goals and Activities, and Knowledge and Skills. The job title for which these data apply is displayed at the top the screen - regardless of number of titles on the HR Transaction.


JEMS CHRIS HR Knowledge and Skills

 Section Description
 Knowledge & Skills
 This field automatically populates with the Title Code requested. If there is more than one job title entered in the HR Transaction, users can edit or change the knowledge and skills by clicking on the View Different Title button.
 Enter Knowledge and Skills 
 Knowledge and Skills are specific information that is needed to perform the position. These can be required or preferred knowledge and skills.
1. Enter in a number for a knowledge or skill
2. Enter in the description for the knowledge or skill
 *Spell Check Spell check can be used for each section on the goals and activities tab. If copying and pasting from an external resource (e.g., word document), review all punctuation - it sometimes does not paste correctly.
 *Delete There are delete buttons that can delete an entire knowledge or skill associated.




The organization chart functionality that is built in JEMS CHRIS - HR system is intended to provide information in relation to where the position is located within the organization. This chart can depict a simple organization or one that has several organization levels. It is up to each division on its organization chart entry requirements.

The following components are essential for any organizational charts added to an HR Transaction. Entry best practice include"

 1. Vacancy identification (e.g., classification, working title, etc.).

 2. Reports to identification (e.g, supervisor, Director, etc.)

 3. Subordinate positions the vacancy supervises (if applicable).

 4. Colleagues and similar positions in the department and/ or division.

These points will suffice for many of the HR Transactions being reviewed, but there will be situations in which more detail is needed. If an employee has a lead responsibility over other staff, the supervisory box should be used with the word 'lead' inserted into the box. The Org. Chart functionality provides the ability to add simple or detailed organization charts.

JEMS CHRIS HR Org Chart 2

NOTE: Users can use either a defaulted template that is editable or copy from another JEMS CHRIS - HR Transaction.

 Action Description 
 Detail Entry a. Name, Title Name, Appt. Type are required for each position added into the Org Chart. 
 b. Vacant should be entered as the name for the position currently being filled by this HR Transaction and for other vacant positions.
 c. Select the 'Position Identified' box for the position being hired in the HR Transaction.
Modifying the Org. Chart a. Add a Peer that holds the same position level as vacancy billed filled.
 b. Add a Subordinate position(s) that will report to the vacancy being hired in the HR Transaction.
 c. Move to Another Supervisor to move a position (along with all subordinates) from one place on the org. chart to another.

STEP: Click on the position to be moved, then click the Move to Another Supervisor button and follow the prompt.

 d. Duplicate a Position/Location.

STEP: Click on the position to duplicate, then click the Duplicate a Position/Location button.

 e. Delete a Position/Location.

STEP: Click on the position to delete, then click the Delete a Position/Location button. This action will delete any subordinate under the person selected.
Copy Org Chart from HR Trans Enter in an existing HR Transaction number and click the Copy button. 
 Edit Can highlight a person on the Org Chart and modify the details. If you modify information, it is best to click the SAVE button.






Recruitment Effort Plan Tab

The Recruitment Effort Plan tab allows users to enter and update the proposed recruitment methods other than the defaulted Minority Org Publications. The information on the screen is required for all underutilized titles and when the proposed salary maximum is above Range 8 Minimum. 

JEMS CHRIS HR REP

 Section Description
 REP Region (required)
 Indicate the scope of recruitment:
- Madison Area Search
- Wisconsin Area Search
- Regional Search
- National Search
- Search Within the University
 List of Recruitment Methods Specify the name(s) of newspapers, publications, etc where the recruitment will be advertised. 
 Underutilized
 OED
Section
 The Office of Equity and Diversity (OED) will review the transaction before it is approved. Individuals who submit the HR Package, do not need to do anything with this information on the tab.
 The Minority Org Publications section is defaulted with required publications the recruitment will be added to. Users do not need to do anything with the default list - adding and/or deleting from this section does nothing. Adding to any of the other sections on this tab does nothing. Divisions and departments are responsible (e.g., set-up, financial responsibility) for efforts outside of the defaulted Minority Org Publications.



Comments Tab

Users who have access to modify the transaction, can enter in comments about the position description (PD). These notes can only be viewed by the HR transaction creator, named proxies in the users system profile (edit profile), HR Staff for the employing unit, and OHR staff. Users can view the comments on this tab or by clicking on the HR Trans Comments button on Page 1 tab.

JEMS CHRIS HR Comments






Exclusions Tab

The Exclusions Tab is no longer used. Do not do anything on this tab.

JEMS CHRIS HR Exclusions





History Tab

Insert image with all of the statuses and their meanings.





Once all of the tabs have been completed. Check the HR Transaction for errors before submitting.

JEMS CHRIS HR Tools Errors

 Step Action Instructions
 1 Navigate to Tools drop-down Click on the Tools drop-down in the window menu bar
 2 Initiate Error Checking Feature Click on Error Check Entire HR Transaction

HR Transaction Validation Errors Window

JEMS CHRIS HR Errors Check Box

 Step Action Instructions
 3 Review Error(s) Review the error(s) message (left column).
 4 Review Action Review the error action needed to clear the error (right column).
 5 Correct Error(s) Click the Go To Error button next to each error to redirect to tab where the correction is needed. 
 6 Check all Errors Click HR Trans Errors in the window main menu bar to check for other HR Transaction errors.

NOTE:  If you do not know how to correct the error, contact your Division HR Office for consultation.






Submission, Rejection and Approval

Based on the users role and responsibilities, there will be actions that are used to move the HR Transaction through the workflow(s). Actions that the user has authority to do will be in black font. In case of this KB document, the next step would be to Submit HR Transaction. Use the following information to learn more about actions.

JEMS CHRIS HR Actions Drop Down

 Action Description
 Submit HR Transaction Upon successful submission, an email notification is sent to the next level HR staff listed in the HR Transaction workflow.
a. In most cases, it is the Division HR office (Users must be set-up to receive email notification for the specified division. Use the Tools drop-down menu from the window main menu to add users. Users must have a JEMS three-character login or JEMS CHRIS login can be added).
b. In some cases, it is the Department HR office. Only that level person or "higher" can edit the HR Transaction. The supervisor who submitted the HR Transaction and their named proxies can view only once they submit it.
 Approve
HR Transaction
 If the HR Person reviewing the HR Transaction accepts the PD submission, they can approve it. They can also edits the HR Transaction before they approve it.

 Approval sends it to the next level in the HR Transaction workflow. An email except to OHR - C&T. People at the level at which the approval was done can only view the data. 

 If the approving office is division level, a CHRIS position vacancy record is created from the PD data. Furthermore, if the division has delegated authority for the given title(s), the CHRIS record is automatically approved for classification.
 Reject HR Transaction If the HR person reviewing the HR Transaction feels that a significant amount of changes are needed, they can reject it. The staff at the level below the rejecting authority will again be able to update the data. Those who reject the HR Transaction should email the last person who approved it. The rejection reason is required to be added to the Comments tab.
 Approve Project Position Justification This field is no longer used. It will always be a dull gray text color.




Keywords:JEMS CHRIS HR, University Staff, Fixed Term Vacancy, CP, CJ   Doc ID:64109
Owner:Joshua S.Group:HR Communities of Practice
Created:2016-06-14 14:55 CDTUpdated:2018-03-31 13:23 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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