Job Card Things you didn't like, you found confusing, and your recommendations

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1 Job Card Things you didn't like, you found confusing, and your recommendations User Group Comment Look up field for costing to reduce error Not everyone will know what the costing is at this point Dislike costing boxes - needs to be like position authorisation form boxes (can this be split?) Costing box should be called 'chart string' or 'position costing' What is the PO Business Unit number? Not everyone knows what this is. Incumbent name shouldn't be mandatory. Can it be a pick box? Dislike salary field in section 1 Lack of explanations for what field is form No indication system is 'thinking' like UniFi Fields that didn't require input but were visible Dislike free type boxes Supervisor box should pre-populate We wouldn't know what position number is for 'Job reports to position number'. Could it be a look up field? UQ has 600,000+ valid combinations which is impossible to load into UQ Jobs. The chart string box will remain a free text box. If the person doesn't know the chart string they can leave this for the first approver to insert. However, as this is a mandatory field, they will need to enter something into that box. We suggest you enter 'Finance approver to insert costing'. We are unable to split the boxes, however we are looking into different display options The 'Costing' box has been re-labelled 'Chart string' PO Business Unit number is a five digit number unique to each school/centre/institute. This field will be a look up field, so you will be able to search on the name of your org unit. This field will also pre-populate if you use an existing position number. We updated this question and it is no longer mandatory. We are unable to make it a pick list; however it will populate the name of the person who most recently occupied the position. We have restructured the sections and they now consist of 1) Position information; 2) Advertising details (if applicable); 3) Approval process We intend to have a link at the top of the job card that will take you to a training document which will highlight what each field is for We have passed this feedback to PageUp Unfortunately we can't have dependant fields so you will always see the same fields. However, we can have fields that only appear for certain permission groups, i.e. HR will see additional fields Free type boxes are essential for fields such as Banded salary/stipend where we are unable to provide a list showing every possibility. This box will pre-populate when you enter an existing position number on the first screen and that position number has details in the supervisor field in Aurion This field has been removed. Instead, you are able to select the name of the person the job will report to. UQ Jobs Job Card 1

2 Job reference number & Aurion position number should be the same box. What is Job reference number? Experienced a problem with data - it all disappeared When selecting fields in search box, double click does not take you back to position fields Maybe some unnecessary fields? Job reports to (pos number), electrical licence Date of classification not always known, can this be blank? Will all schools/centres be in drop down? Please remember to add Global Change Institute Fixed term end date calendar is hard to use as we don't always know the end date of the contract. Don't know Selection committee at this time. Can you change members at a later stage? Terminology UQ Jobs will automatically create a unique reference number which will be used on advertisements. We are unable to continue to use position numbers as a reference on adverts as these numbers get used more than once, and UQ Jobs requires a unique reference for all recruitment activities. During the User Groups we experienced some issues with pop-ups which resulted in the job card being cleared. After go-live, the system will be fully configured so this should not occur. When using a look up field you are required to select 'Ok'. We have passed this feedback to PageUp People. We have removed the following fields from the job card: Job reports to (position), Electrical licence, Blue Card Yes, this can be left blank. However, if the position number already exists in Aurion and it has been classified, UQ Jobs will populate the classification date automatically. Yes This has been added The calendar has been removed and this field is now free text. If the role has to end by a specific date, you can enter the date. If the role is 12 months from start date, you can enter '12 months from start date' This section is not mandatory and the details of committee members can be entered at a later stage. The following fields have now been renamed: Previous field name New field name Advertising location Job location Approval process Approval workflow Aurion location (base) Base location Aurion location (other) Other location (if applicable) Aurion position number Position number Costing Chart string Design template Advert style Full time equivalent Full time equivalent (FTE) Job board summary More than one classification. Requisitioner Advert summary Multiple classifications HR staff UQ Jobs Job Card 2

3 Full Time Equivalent - should be percentage. Could this be a drop down list? More info needed about what type of field this is. Call this 'Position Authorisation', 'Raise/create a job' General should be 'Professional' The 'date filled' field is confusing as not required at this point in time Pending approval' - can it automatically go to this status? Alias usernames made it hard to know who you were/approver was Having to clear binoculars field Once you select 'requisitioner' will it fill other fields? Who are these people? Can you have more than three approvers? Received an error 'please select an approver for all approval groups' but didn't come up with an asterisk Duration of advert - why can't this be a pick box? Will schools be provided with advertising times? This field has been changed and is now a percentage field. You can enter values between 1 and 100 (you won't be able to enter the % sign). A hyperlink in this section will take you to a table showing different work patterns and FTE's. We have decided to leave this as 'Job Card'. The position authorisation form will still exist, and we don't want to cause confusion with two separate processes having the same name. UQ Jobs has been updated and no longer mentions 'General'. This has been hidden from the job card as it is not relevant at this stage of the recruitment process This field will be hidden from users. When you submit a job card the system will automatically set it to 'Pending approval'. You can still check the status of your jobs by clicking on 'Manage Jobs' When the system goes live you will log in with your normal UQ username and password. The fake usernames were just for testing purposes. We are not able to change this functionality, however we have passed this feedback to PageUp People UQ Jobs automatically fills the field 'Requisition raised by', however the names for the other fields will depend on the type of recruitment and therefore must be entered manually. UQ Jobs has memory so it will populate the names of the person you typed in last time, however you can overwrite this. We have also relabelled some of these fields. Yes, you will be able to select up to 10 approvers. If you think you will require more than 10 approvers, please contact the Project Team to discuss. During the User Groups the system was not fully configured and we experienced some glitches with some profiles, resulting in the approval process not working. This has been corrected A free text box allows the user to specify a set period of time, e.g. 3 weeks of advertising, or an end date, e.g. advertise until 31/12/10. Due to the number of possibilities we are unable to have a pick list. We aim to have a link next to this box which will take you to the guidelines for advertising UQ Jobs Job Card 3

4 Can advert template be built in? Can you hide advertising section if not required? Multiple job ad templates when advertising on different sources Can 'sourcing' be changed to 'being advertised' Maybe a reminder about gender balance/people required on panel when entering selection committee Should you make UQ website already ticked as it is compulsory to use this medium when advertising? For 'Duration of advertisement' you need to indicate what format you want responses in, prefer a date to. Can we have a preview screen or all info and advert? How do we add external representatives to the Selection Committee The heading 'Section 1' doesn't appear on screen Drop down box for salary More information about how approver knows job waiting approval We are able to create advert templates for a specific role, however due to the number of different positions titles available we are not currently using this functionality. Instead, you will be able to access advertising examples from the 'Manage documents' link on your home page. Unfortunately, no. We have grouped all the advertising related questions together in Section 2, so you can simply skip the entire section if you are not advertising a role. A second box will be provided for you to insert the wording required for a print media advert; however these will be the only two options available. We have used 'sourcing' for this heading as we recognise that not all methods for gathering applicants involve advertisements. Many applicants hear about roles based on word of mouth etc This will be added. This will affect reporting as it would show this field selected even when the position was not advertised We have added 'e.g. 2 weeks / 6 weeks / until xxxx date' in grey lettering underneath this box You can pdf the job card; however you can't save it and come back to it later. Clicking 'submit and exit' will submit the job card to the first approver. You should only start the job card when you have all the necessary information to submit. You will need to the UQ Jobs System Coordinator to add them to the system as a User. This was an error with the permission group. It has now been corrected. This is now a look up field. When you select the Academic/HEW level it will automatically provide the salary range for that position. If you are selected as an approver, you will be notified via when a job requires your approval. If you haven't approved it in 2 days, you will receive a reminder . At any time you can log in and see how many roles require your approval from the main page. UQ Jobs Job Card 4

5 Ensure HoS approves all forms PD's attached somewhere? Position description documents should be in PDF not Word Still processing' indication on job card Have hints/tips to help navigate each section, when hover over? You can't close a calendar field without selecting a date Search function for location etc needs to be alphabetical (not like UniFi) Have set titles for Job Title (Generic) - helps with reporting, easier. Need to have information so areas know which one to use Have explanations what is job title generic and local. Advise which will appear on contract etc Split Comments/Justification and rename 'Justification' to 'Reason for advertising/new recruitment activity' etc Maybe use 'section' instead of 'department' Good to share form with another group member Job reference number to be displayed once job is saved Guidelines will be provided to each Faculty/Institute/Admin which will outline who is required to approve forms. The person raising the requisition is required to enter the appropriate names on the approval section. HR will check the names before processing any appointments. You can attach a PD (or any other file) to your job card using the 'documents' tab at the top of the job card. We are not able to restrict file types at this stage of the system. You will be able to upload PDF and Word versions of Position Descriptions This functionality is not available We are looking at options which will provide a link to give you more information about each field. By clicking the calendar icon again it will close the calendar box without having to select a date. We are working towards all lists being alphabetical The field Job Title (Generic) will be a pick list, you will not be able to free type in this box. We have added 'As specified in the Enterprise Agreement' in grey lettering under the generic job title field, and 'this title will be used on the contract of employment'. We will also provide a link showing the structure of generic job titles These have been split into two boxes. 1) Justification for new recruitment activity; AND 2) Comments for HR We have selected 'Department' instead of section as it is a broader term and includes the centres If you list them as the 'Recruiter' or 'HR Staff' they will have access to the form. School Managers (and equivalent) will be able to run reports on their organisational unit to view the status of different recruitment activities. You can also print/pdf the job card and it from your Outlook. To view the job reference number after submitting a job card, simply click on 'Jobs Open' from the toolbar on the right hand side. UQ Jobs Job Card 5

6 Change 'salary' to 'base salary' so you know it doesn't include on costs Can you update approvers if one is away? Once you have selected an x-up approval process, is there any ability to change? A button/link you can click on which gives you more information of how a field should be filled in Show that date fields are DD/MM/YYYY as people may prefer to type the date in instead of using the calendar The field 'justification' should be mandatory In 'Teaching Responsibilities' include 'none' instead of 'other' or N/A Reorder 'Work type' so full time ones are next to each other I don't think people will understand the word 'Banded'. Is this field auto populated? Make mandatory fields more obvious Make the sections more obvious so you know when you are moving on to the next one What does 'Approval process mean' Have more information on job streams - often the wrong one gets selected Some titles were a bit confusing. Have examples especially where a field is mandatory Include 'Retirement' as an option for reason for new recruitment activity We have updated this section, when you select the Academic/Hew level it will automatically display the base salary. The 'salary' box has been renamed 'banded salary' and will only be used for roles which are banded. The salary displayed is always the base salary, as on costs change depending on the superannuation level Your HR Officer can update approvers once a job card has been submitted. You can't change the number of approvers, however your HR Officer will be able to edit the names listed in the approval boxes We are looking at options which will provide a link to give you more information about each field. PageUp have released new functionality where each date field shows DD MMM YY in grey lettering to indicate the format you can free type the date Not all areas complete this section so it is not a mandatory field We will change 'Other' to 'None' This has been done We have added 'This field is only applicable to roles on banded classifications or scholarship appointments ' in grey lettering underneath this box Unfortunately we are not able to change the size of the asterisks. We have passed your feedback to PageUp. We have reduced the number of sections to the following: 1) Position information (mandatory); 2) Advertising details (optional); 3) Approval process (mandatory) We have renamed this field 'Approval workflow' and this refers to the people who will approve the job card and in what order. We will provide a link to the guidelines for job streams We are looking at options which will provide a link to give you more information about each field. This has been added UQ Jobs Job Card 6

7 Can 'Aurion location (other)' be a drop down list as well?? Why Aurion location and not position location? Avoid confusion with Aurion number. Could also call 'site' Schools don't know if the position has been classified. Need an 'unknown' box and alert HR Why is there a recruitment process for Central Admin? Under Section Three where it states 'only complete this section.' please add 'otherwise please continue to section 4' Is there a limit to the number of characters for Job board summary? What is the 'Justification' box for? What about new centres/institutes? Will we have the ability to create them Can 'job reports to (position)' link to 'job reports to (person)'? Please change 'If fixed term.' to 'If fixed term enter length of appointment OR end date of appointment' Please include 'Drivers licence' with the other radio buttons. All jobs should have a drivers licence to drive uni vehicles Is asking for a blue card and electrical licence necessary? There are other more common requirements that are not included here. Should 'Justification' be 'fixed term justification'? Should there be a field at beginning of job card to determine if a redeployee check has been undertaken? No, as we are only able to use our list of locations for one field, Aurion location (other) needs to be a free text box We have renamed this field 'Base location' If you enter a position number on the first screen, UQ Jobs will display any information about whether a role has been classified as it links with the Faculties database. This field is not mandatory. This was due to the complex org structure within central and the effect it had on communication templates. However UQ has paid for additional development and these processes will be removed. This has been added. If you are placing your advert on Seek there is a limit of 150 characters. We will add this reminder to the summary box. This allows Hiring Managers to explain their reasons for requiring this recruitment activity to approvers When a new centre/institute is created as an org unit in Aurion, this information will flow into UQ Jobs overnight. You will not be able to go into UQ Jobs and create this field yourself The field 'Job reports (position)' has been removed from the job card This has been updated The questions around blue cards and electrical licences have been removed from the job card. If a role requires an individual to have a drivers licence then this should be recorded in the PD and selection criteria. It has been decided that this will not be added to the job card This field has been removed from the job card The justification box is also used for continuing positions so we have not renamed this field This question has been added to the job card but will be visible to HR staff only. HR staff will need to indicate they have checked the redeployee list and specify the outcome. UQ Jobs Job Card 7

8 Advert to be placed? Will this automatically go to Seek? Your HR Officer will still place the adverts on Seek, Websites and Newspapers etc for you. UQ Jobs does allow them to upload adverts in multiple locations at once, making the process quicker and easier for them. UQ Jobs Job Card 8