SkillsTx Management Console Help

8.2 Job/Role Management

Owned by Graham Kennedy
Last updated: Feb 20, 2022
13 min read

Used to manage the Job and Role definitions. Includes viewing and Importing Sample definitions, editing and copying current definitions, as well as uploading definitions in bulk and generating reports

All columns can be used to Sort the table and there is Search capability

Setting Who can see a Job/Role Step-by-step guide

This step will be required once you are satisfied with the definition, and wish to make if available. It can be changed singularly or you can change a set of definitions at the same time

  1. Singularly:

    1. Select the current Who can see this job value in the table for the required definition

    2. Change its status using the drop-down to select it and save it.

  2. Collectively:

    1. You can Select All those definitions currently showing on the page by using the select box next to the Name heading. (Select again to undo the selection)

    2. Or you can select each one separately by selecting their individual selection boxes

    3. Once one or more are selected, the following will appear at the bottom of the table:

    4. Use the drop-down box to select the appropriate value:

    5. Press the Apply to Selected button

Generate Job/Role Definition Reports Step-by-step guide

The Job Role Definition and Candidate Match Reports are able to be generated from this page.

  1. Manual Selection:

    1. Tick the selection boxes for all the required reports for all the required Job/Role definitions

  2. Collectively:

    1. You can select all the reports for each Report Type showing on the page by selecting the select all tick boxes immediately under the report names. (Select them again to undo the selection)

  3. Press the Generate Reports button to generate the reports

  4. The following Prompt will appear across the top of the table

Copying a Job/Role Step-by-step guide

  1. Select the Copy icon on the Job/Role you wish to copy

  2. Enter the new name you wish for the copied Job in the pop-up:

  3. Choose whether or not you wish to copy the Attributes (if any) that have been assigned to the Job you are copying as well.The default will be set to Copy attributes.

  4. Press the Copy button in the pop-up

  5. The page will refresh and show the copied job

  6. You can now edit that Job as required, then make available etc.

We would advise that each job/role should be edited to at least have a Unique Reference for easier maintenance down the track using the bulk upload features.

On this page:

Job/Role Management Table description

Selection Box. Used for multiple Who can see this job changes

Seq

Sequence of Jobs/Roles shown in Job/Role Family Assignment lists when included in a Job Family. If the Jobs assigned to a Job/Role Family are all set to "0" (Zero), then the list will be sorted alphabetically. Providing Sequence numbering allows the list sort to be customised. e.g. You may wish the list sorted by Seniority.

e.g.   will show as follows in the Job Family list:

Name

Name of the Job/Role definition. Select to make changes to the Name.

e.g.

Defined By

The type of role that defined the definition. Standard Definer or Expert Definer

Definer

You are able to select the name of the person who defined the Job/Role. This information will then also be reflected in the Job/Role Definition report in the Prepared By field.

Note: If the Definer is left to the default of Empty, the Prepared By will be defaulted to the Admin Owner of the workspace in the report.

Job/Role

The type of definition, either Job or Role. Select to change:

Who can see this job

Select the type of role that is to have visibility of this Definition via their Planner interface:

Notes:

  • The Default is Nobody after a Definition has been added. This is to provide the opportunity to edit and fine tune the definition before it is made available.

  • Candidates are external candidates for possible recruitment 

Can be selected to Select and upload a Job Profile report to associate with this job. This provides the functionality to:

  • Download a Report that was stored previously

  • Remove a current Report

  • Select & Upload the Report that the definition was derived from, or other important documentation you wish to store with the Job/Role Definition.

Use the dialogue to carry out the actions:

e.g.  

Used to select either:

  • Edit - This icon will Open the Edit Console with this Definition as the focus

  • Copy - This icon will copy this definition and create a new one that can then be renamed and edited as required.

Selection box for Job/Role Definition Report

Selection box for Candidate Match Report

Unique Reference

The Unique Reference for this definition.

Reporting To

Who the Job/Role reports to

Department

The Department defined for the Job/Role

Location

The Location defined for the Job/Role

Seniority

The Seniority defined for the Job/Role

Employment Status

The Employment Status defined for the Job/Role

Language

Language selector. Use to select the required language for the report:

FTE

Used to set the optimum number of Full Time Employees of that Job or Role that are required. Used to calculate true organisational skill gap analysis. Refer Org Skill Gap Analytics page.

Default is set to 1.

InActive

Can be used to set a Job or Role as Inactive and therefore not able to be selected by anyone.

Owned By

Any person can be nominated as the Owner of a Job Description. This will allow them to edit the Job Description via their own Planner Console. This removes the need for the person need Admin access to edit the JD.

Job Family

The name of a Job Family if this Job/Role has been added to a family. You are able to select a Family you wish to add the job here.

Can be selected to Delete a Job or Role definition. If this symbol appears in the cell, it indicates that the Job or Role is able to be deleted. If it does not appear, it will mean the Job or Role is still assigned to one or more people. Their assignment will need to be removed before the definition can be deleted. This can be done using Job/Role Assignment.

Editing a Job/Role Step-by-step guide

  1. Select the Edit icon on the Job/Role you wish to edit

  2. This will open a new browser Window in the Job editing Console with focus on the Job you selected (Compact mode):  →

  3. The Job editing console is similar to the Planner Console in look and feel.

  4. For the Generic LORs you can:

    1. Edit the LOR's and save a new version

    2. Select a previous Version

  5. For the Job/Role SFIA Skills Profile (The tab has the Job or Role name) you can:

    1. Edit the Skills and Levels

    2. Select any Attributes that are available for a skill

    3. Save the new Version

    4. Review a previous version

  6. For an alternative framework, (if one exists for the workspace), which is shown here as Core Competencies, then select the framework tab and you can:

    1. Edit the alternative framework details required for the Job/Role. (Each framework will have different requirements).

    2. Save the additions and changes.

      • Note: Currently, alternative frameworks do not have provisions for versioning or including attributes.

  7. For the Job Classification Data:

    1. You can edit and save the changes

  8. You can View who has currently had the Job selected for either their current or Future Roles

  9. You can Enter Notes and Save them for reference

    • e.g. You may wish to document why and when changes were made

  10. You can change the language for the Job from the header panel Language selector

  11. You can Close the edit Window using the Std Browser Window close X





Below an example of the tab for an alternative framework profile (Core Competencies) shown in Edit mode:

Create Jobs/Roles from previously established Job/Roles Step-by-step guide

You are able to generate a new Job/Role from a set of previously established Job/Roles.

Example: You may have established a set of Roles, and want to combine a set of them to form a single Job description.

  1. Select the 

    button near the top of the page

  2. The page will change to a job creation page looking similar to a Job Editor page

  3. Complete the Job/Role details for the job

  4. Select one or more of the Roles/Jobs that you wish to combine into a single job from the Copy Skills From list below the Job / Role Details

  5. Once you have completed the details and selected the Roles/Jobs press the

    at the bottom Right Hand side below the list of jobs.

  6. This will add the job to the list of Jobs and open the job in Job Editor mode.

  7. You can edit the job (e.g. give it a Unique Reference), or return back to the Admin Console.



Export Jobs Step-by-step guide

You are able to Export the complete list of Jobs in a format suitable for using for a Bulk Upload using the Export Jobs button at the top of the page.

  1. Select the

    button

  2. Complete the dialogue to save the export file on your own PC

  3. You can now edit the Jobs within the file as required in readiness for a Bulk Upload

Example Export file:

Upload Jobs Step-by-step guide

You are able to upload Job/Role definitions using bulk upload functionality.

  1. Unless you are using an Upload file produced via Export Jobs, you will first need to Download a copy of the Bulk Upload template

    1. Select the Download Bulk Upload Template button

    2. Save the downloaded Excel Workbook template to your own System/PC

    3. Populate the downloaded template with 1 new Job or Role per row

      • Notes:

        • Row 2 provides details of how the columns need to be populated

        • The first 4 columns must be populated:

          • Name - The name of the job/role.

          • Type - Must contain one of the selectable values (i.e. cannot be blank or your own value)

          • Seniority - Must contain one of the selectable values (i.e. cannot be blank or your own value)

          • Employment Status - Must contain one of the selectable values (i.e. cannot be blank or your own value)

        • The remaining columns are free text fields that can be populated later using the editor. However see the info below pertaining to column 5 (Unique Reference).

        • We strongly recommend that all new Jobs/Roles are provided with a Unique Reference parameter. While the parameter is not compulsory, it is used as the key for updating Jobs/Roles using the Upload functionality

        • Details of the format for the LoRs and Required and Desirable Skills data is shown under the Example Bulk Template shown on the right →

    4. Ensure that the Header row remains intact

    5. Delete or overwrite the provided Row 2

    6. Save the Populated file

  2. Select the type of Insert & Update you wish to use. (the default is Insert & Update):

    • Insert & Update - Will insert any Job that does NOT have the same Unique Reference parameter as one already in the system, and Update the details of any jobs with the same Unique Reference parameter.

    • The Unique Reference cannot be Updated using the bulk upload features. To add a Unique Reference to a previously uploaded job you will need to edit the Job/Role manually

    • Insert Only - Will insert the Jobs/Role documented in the file

    • Update Only - Will make updates to any job with the same Unique Reference in the system.

  4. Use the Select Files button to browse and select the file you have prepared for Bulk Upload from your System/PC

  5. Use the dialogue to Upload the Jobs into the Workspace

  6. You will get a set of prompts and messages indicating that the upload is in progress.

    • Do not attempt any further Uploads until the processing message disappears

  7. Information pertaining to the Upload will appear in the Import Queue table including any errors found, successful import etc. e.g.

  8. Once jobs have been uploaded you will now be able to Edit the uploaded jobs/Roles it-situ if needed, and make them available etc

Example Bulk Template:

Format of LoRs:

  • Leave cell blank if you wish to edit in later

    • Use the LoR code of:

      • AUTO - Autonomy

      • INFL - Influence

      • COMP - Complexity

      • BSKL - Business Skills

      • KLGE - Knowledge

    • Followed by the Level number

    • Separated by Commas (,)

    • e.g. AUTO6,INFL6, COMP6,BSKL7,KLGE6

Format of both the Required Skills and Desirable Skills:

  • Leave cell blank if you wish to edit in later or if there are none

    • Use the official SFIA Skill codes

    • Followed by the Level number

    • Separated by Commas (,)

    • e.g. PRMG4, USUP3

 

 



View and Download Sample Jobs Step-by-step guide

We provide a set of Sample Jobs that can be viewed and Downloaded into the Workspace for you to adapt as required.

  1. Select the View Sample Jobs button

    • This will bring up the Default Jobs pop-up window showing the list of Sample Jobs available →

    • You can use the Search functionality or slide down the list to find a job you are interested in

    • To View the details of a Job (if available):

      • Select the 

        icon of the Job in the profile column. Note not all Jobs/Roles have this available

      • You can either:

        • Save the pdf version of the profile report to your own System/PC and view later

        • Or Open the pdf profile report to view it immediately

    • To Copy Job/s tick the box/es in the Select Column of the required jobs

    • Press the Copy Jobs button

    • The Sample Jobs will be copied into your list of Jobs/Roles

    • You can then edit the names, details, Unique Reference etc to suit yourself

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