Ag Program Employment Frequently Asked Questions

FREQUENTLY ASKED QUESTIONS

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FAQs - Position Descriptions

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FAQs -PDs for Unit Contacts

1. How do I create an account for a new employee?

Go to GreatJobs at http://greatjobs.tamu.edu/hr. Do not login, but select “Create User Account” from the menu on the left.
You will need the following employee’s information available before beginning: name, UIN, email

Complete the fields. You will enter the UIN in the boxes for “User Name”, “Password”, and “UIN”.
In the Proposed User Types, select “Employee” and if the employee supervises budgeted

Submit for HR approval.

Account requests are approved daily. Once approved, the employee’s name will be available in the drop down menus for unit contacts to select “employee user account” when modifying a position description. ** HINT: “Search Users” first to be sure an account has not already been created for your employee.

2. Why doesn’t the name I’m looking for appear in the drop-down list of employees from which to choose the supervisor, unit contact, unit/department head or associate department head?

There are three possibilities:

The employee does not have the appropriate user type assigned to his/her account. For example, you’re trying to add Jane Smith as the supervisor but Jane Smith’s user account is set up with only “employee” user type. Contact Human Resources to add the appropriate user type to that employee’s account.
The employee does not have a user account in GreatJobs. You, as the unit contact, can create a user account by going to http://greatjobs.tamu.edu/hr, but don’t log in. Instead select “Create &User Account” and complete all fields and “Submit for Approval.” (Use the employee’s UIN as their user name and as their password.) Once Human Resources approves the account, the name will appear in the appropriate drop-down list for the position description.
The employee is not assigned to the same unit as the employee whose position description you’re changing. Contact Human Resources to add the unit.

3. Why isn’t the supervisor, associate department head, unit contact or unit/department head able to find an employee’s position description?

There are two possibilities:

The individual may not have his/her name entered in the employee’s position description. The unit contact can use the Add/Change User Access to Position Description function to enter the appropriate name in the employee’s position description.
The individual trying to view the position description needs to change his/her user type. If logged in as “employee”, only the individual’s position description will be viewable. Under “Admin” on the sidebar menu, select “Change User Type” and select another user type.

4. What level of approval is required for an Update to a position description?

Updates are approved by the Unit/Department Head; they are not routed to Human Resources. Please note that “updates” do not include changing the position title; that would be a reclassification.

5. Can more than one name be added to the box for “unit contact needing access to this position description”?

Yes, you can enter multiple names.

6. What do I enter into the box for PIN or PAD number on NOVs if a new position was created online, but we don’t have a PIN yet?

Enter the “Action PAD Number” from the online position description. This number replaces the Log Number that appeared on the top of the paper position descriptions.

7. How does a new employee create a user account?

The new employee goes to http://greatjobs.tamu.edu/hr and tries to log in using their UIN as their user
name and password. If able to log in, GreatJobs will prompt them to change their password to a personal
password. If GreatJobs does not find an account for them, they can create their user account by
following these steps:

Select “Create User Account.”
Complete all fields and "Submit for Approval".;

Once Human Resources has approved their account, they will be able to login.

8. I received an email saying I had an action pending my review. Where do I find it?

Login to GreatJobs at http://greatjobs.tamu.edu/hr.
At the top of the screen under your name, you’ll see a phrase that says “Your Current Group is:” Ensure that your “user type” is appropriate for the action you’re attempting to accomplish. If it is not, under “Admin” on the sidebar menu, select “Change User Type” and select the appropriate user type.

9. What do I do when an employee leaves?

Use the “Add/Change User Access to Position Description” function to remove the employee’s name from the position description. You can remove the text from the Employee First Name and Employee Last Name fields and choose “Vacant, Vacant” as the Employee User Account Assigned to Position Description.
Email employment@ag.tamu.edu requesting cancellation of the separated employee’s GreatJobs user account

10. What should I do when hiring a new employee?
Before sending new employee paperwork to payroll, create an account for the employee in
GreatJobs and attach their user account to their Position Description.

Create an account for the new employee:

Go to GreatJobs at http://greatjobs.tamu.edu/hr.
Do not login, but select “Create User Account” from the menu on the left.
You will need the following employee’s information available before beginning: name, UIN, email address, office phone number.
Complete the fields. You will enter the UIN in the boxes for “User Name”, “Password”, and “UIN”.
In the Proposed User Types, select “Employee” and if the employee supervises budgeted employees, also select “Supervisor”.
Submit for HR approval.
Account requests are approved daily. Once approved, the employee’s name will be available in the drop down menus for unit contacts to select “employee user account” when modifying a position description.

Using the Add/Change User Access function, choose the employee's name from the "Employee User Account for Position Description" drop down menu and enter the name in the "Employee Last Name" and "Employee First Name" fields. If this is a new position, add the newly assigned PIN.
Have the new employee and supervisor certify the Position Description.

11. What if I need to change the supervisor, associate department head, or unit/department head who has access to a position description?

Use the “Add/Change User Access to Position Description” function to remove the employee’s name from the position description.
Choose “Begin New Action” under Position Descriptions.
Select “Add/Change User Access to Position Description,” choose the user accounts that should have access to the position description.
Continue.
No additional levels of approval are required for this action.

12. How does an employee certify (sign & date) his/her position description?

Log into GreatJobs at: http://greatjobs.tamu.edu/hr
Change user type to “Employee” (if needed).
Under Position Description select “Begin a New Action”.
Under Certify My Position Description select “Start Action”.
“Search” for your Position Description.
Select “Begin Action”. Continue thru tabs.
Select “Certify My PD” and “Confirm”.
Automatic email is then sent to the Supervisor.

13. How does a supervisor certify (sign & date) his/her employee’s position description?

http://greatjobs.tamu.edu/hr

Change user type to “Supervisor” (if needed).
Under Position Description select “Begin a New Action”.
Under Supervisor Certify Employee’s PD select “Start Action”.
Search for the correct PD to certify.
Review the PD and discuss with Employee.
Select “Start Action”. Continue thru tabs.
Select “Supervisor Certify Employee’s PD” and “Confirm”.

14. When should employee and supervisor certify (sign & date) the position description?

When an employee is hired.
Each year during the performance appraisal process.
When the position description has been updated.
When the employee has been reclassified.

15. What is the purpose of the Action PAD Number for position descriptions in GreatJobs?
When a position description (PD) that you have routed for approval to Create a New Position or to Reclassify a Position has been approved, GreatJobs will send you an automated email to let you know it has been approved. You can go in to GreatJobs and Search Position Descriptions to see the final approved PD. When you click on the Search button, a screen will come up showing the title, status, etc., and an Action Pad Number.

You will use this Action PAD Number for two situations:

If posting the position as an NOV in GreatJobs, you will enter this number in the box for PIN.
When the position has been filled and you send the paperwork to Payroll to add the employee to the payroll system, you should provide the Action PAD Number so Payroll can verify the new position was approved or when a current position was reclassified.

16. How can I spell check in GreatJobs?

BUILT-INS

Internet Explorer (any version)
At this time, Internet Explorer has no spell check feature built in, but is compatible with add-on tools such as those listed below.

Mozilla Firefox (version 2.0)
Firefox 2 has built-in spell checking that will underline your misspelled words in red. Right-clicking on them will give you a pop-up menu to select the correctly spelled word or add the current word into your personal dictionary. You can download a free copy of Firefox at http://www.mozilla.com/en-US/firefox/ .

Mozilla Firefox (versions older than 2.0)
Older versions of Firefox do not have a spell-check feature, but there are compatible add-on tools, such as those listed below.

ADD-ONS

Google Toolbar
Google Toolbar's new SpellCheck button finds any spelling mistakes whenever you type into a web form. The AutoFix option even corrects all of your text with a single click. This toolbar is currently available in different versions for both Internet Explorer and Mozilla Firefox.
http://toolbar.google.com/

ieSpell
ieSpell is a free Internet Explorer browser extension that spell checks text input boxes on a webpage.
http://www.iespell.com/

Spellbound
This add-on tool works well with older versions of Mozilla Firefox, but please review the notes on http://www.4serendipity.com/journal/archives/000140.html for information about which release of the tool is compatible with your specific version of Firefox. You will also find links on this page for easy access to downloading both Spellbound and Firefox.

17. Why are there names of persons not in our department/unit in the drop-down lists of employees in the position description module?

The list of available employee names in the drop-down menus in the Position Description module will include several names of HR and Payroll staff who need access to all departments’ position descriptions. These names will continue to appear in the departmental lists of employees.

18. How do I do use GreatJobs to update, reclassify, create new, change user access to or inactivate a position description, etc?

RECLASSIFICATIONS
1.	Scan and save a copy of any supporting documents which may be needed such as approval memos, etc., to your computer.
2.	Log into GreatJobs (http://greatjobs.tamu.edu/hr)
3.	Under Position Descriptions in the blue margin, click on Begin New Action; CLICK ON Reclassify a Position Description and then click on Start Action.
4.	To find the appropriate PD, enter either the Employee User Acct, or the PIN, or the Position Title; then click on Search.
5.	On the next screen, click on Start Action under the appropriate “Payroll Title”.
6.	On the next screen, click on the second tab, “Proposed Title”; then click on Continue to Next Page.
7.	Be sure the occupant’s name is in the Employee User Account” box or enter Vacant. Change the appropriate salary and account fields. Be sure the Unit Contact(s) name(s) is selected, the Unit/Dept Head’s name is selected, the Supervisor’s name is selected, and the Assoc. Dept. Head (if applicable) is selected. Then click on Continue to Next Page.
8.	For Duties that need to be changed, click on “Edit” in the column to the left of the duty, then scroll down to the bottom of the screen to change the Duties Performed and the Percent of Total Time. Then click on Save Changes. When all Duties have been edited as needed, click on Continue to Next Page.
9.	On this “Proposed Job Requirements” screen, edit the education, experience and abilities fields as required for the new position title. Then click on Continue to Next Page.
10.	On the Áction Justification” screen, type in a brief justification and enter the Contact information; then click on “Documents” in the tab bar.
11.	On the “Documents” screen, you can attach any support documents that are needed by clicking on Attach and browsing to find where you have the document saved on your computer. When done, click on Preview Action.
12.	If you are finished with completing all required information, you should select Send for Unit Head Review. (If appropriate, you may need to select Send for Associate Dept Head Review before sending it to the unit head; once the Associate Dept Head has reviewed it, he/she can return it to the unit contact who then forwards the action on to the Dept. Head for approval.) (The unit contact can also click on Save Action Without Submitting and come back later and complete the action if not completed during the first edit.)
13.	Once the Unit Head has approved the change, he/she can forward the action to Human Resources for review and further required routing. When the final approval has been obtained, GreatJobs will send the unit contact an automated email that the action has been approved.
14.	After receiving the email, log in to GreatJobs, and click on Search Position Descriptions and find the PD that has just received final approval; you will need to record the Action PAD #.
15.	When you prepare your EPA to put the person in the new title in Payroll, you should furnish this Action PAD # in your EPA comments so Payroll can verify the approval.

UPDATES
1.	To edit minor changes to the job duties, log in to GreatJobs, and under Position Descriptions in the blue margin, click on Begin New Action and then below Update a Position Description, click on Start Action.
2,	To find the appropriate PD, enter either the Employee User Acct, or the PIN, or the Position Title; then click on Search.
3.	On the next screen, click on Start Action below the appropriate “Payroll Title”.
4.	On the “Proposed Job Details” screen, verify that all the persons needing access to that position description have been selected in the appropriate box (unit head, supervisor, etc.). Then click on Continue to Next Page.
5.	Scroll down to see the Duties. For any duty that needs deleting or editing, click on Delete or Edit to the left of the duty. Scroll down to the box near the bottom of the screen for “Delete Entry” or “Edit Entry” and make necessary changes and click on Delete Entry or Save Changes as appropriate.
6.	Click on “Action Justification” in the tab bar. Type in a brief justification and enter the contact information if needed.
7.	Then at the bottom of the screen, click on Preview Action.
8.	If you are finished with completing all required information, you should select Send for Unit Head Review. (If appropriate, you may need to select Send for Associate Dept Head Review before sending it to the unit head; once the Associate Dept Head has reviewed it, he/she can return it to the unit contact who then forwards the action on to the Dept. Head for approval.) (The unit contact can also click on Save Action Without Submitting and come back later and complete the action if not completed during the first edit.)
CREATE A NEW POSITION
1.		Scan and save a copy of any supporting documents which may be needed such as approval memos, etc., to your computer.
2.		Log in to GreatJobs and select Begin New Action under Position Descriptions in the blue margin.
3.		Under New Position Description, click on Start Action.
4.		You are now on the screen for the first tab in the blue tab bar, “Copy Approved Position”. On this screen you can copy another position with the same title if you want. If not, click on the next tab, “Proposed Title”.
5.		Select the Position Title using the drop-down menu. Then click on Search. Click on Select Title and Continue below the Title.
6.		Click on “Proposed Job Details” in the blue tab bar. On this screen, enter all the data in the required fields. Be certain that the Unit Contact, the Unit/Dept. Head, Supervisor, and if applicable the Assoc. Dept. Head have been moved into the “Selected” box. Click on Continue to Next Page.
7.		On the “Proposed Job Duties” screen, click on Add New Entry. Complete the 3 required boxes for the first duty, and click on Add Entry. Repeat these steps until all the duties have been entered. Then click on Continue to Next Page.
8.		On the “Proposed Job Requirements” screen, complete the required and needed information and click on Continue to Next Page.
9.		Complete the needed information on this screen for “Action Justification”. Then click on Continue to Next Page.
10.		On the “Documents” screen, you can attach any support documents that are needed by clicking on Attach and browsing to find where you have the document saved on your computer. When done, click on Preview Action.
11.		If you are finished with completing all required information, you should select Send for Unit Head Review. (If appropriate, you may need to select Send for Associate Dept Head Review before sending it to the unit head; once the Associate Dept Head has reviewed it, he/she can return it to the unit contact who then forwards the action on to the Dept. Head for approval.) (The unit contact can also click on Save Action Without Submitting and come back later and complete the action if not completed during the first edit.)
12.		When the action has obtained the final approval, GreatJobs will send an automated email to the unit contact to notify that the new position request has been approved.
13.		You can log in to GreatJobs and Search Position Descriptions to find the recently approved action. Record the Action PAD #. You will provide this number on the NOV in the field for PIN and also provide it to Payroll when submitting the EPA to put the newly hired or promoted employee on payroll.

ADD / CHANGE USER ACCESS TO POSITION DESCRIPTION
This action would be selected if only the names of people who need access to the position description need to be added or deleted, or the PIN needs to be edited.
1.	Log in to GreatJobs and select Begin New Action under Position Descriptions in the blue margin.
2.	Click on Start Action” below Add / Change User Access to Position Description.
3.	Enter the Employee Name, or Position Title, or PIN and click on Search.
4.	Click on Start Action below the appropriate “Payroll Title”.
5.	Change the “Employee User Account” name to the appropriate person or to “Vacant, Vacant”.
6.	Change the Employee Last Name or delete the name if position is vacant; change the Employee First Name.
7.	Add or change any names needed in the Unit Contact, Unit/Dept Head, Supervisor, and Assoc. Dept. Head. Then click on Continue to Next Page.
8.	In the “Action Status” section, you will see only one selection for User Access to Position Description Updated. Click on the Continue and the Confirm. The action is now complete and requires no further approvals.

INACTIVATE POSITION DESCRIPTION
This action would be selected if a position has been entered more than once in error, or if a position was vacant for more than 2 years and will not be filled.
1.	Log in to GreatJobs and select Begin New Action under Position Descriptions in the blue margin.
2.	Click on Start Action below Inactivate Position Description.
3.	Enter either the Employee Name, the title, or the PIN; click on Search.
4.	Click on Start Action below the “Payroll Title”.
5.	Click on Continue to Next Page.
6.	In the “Action Status” section, you will see one radio button for Position Description Inactivated; click on Continue and Confirm. The action is now complete.

CERTIFY JOB DESCRIPTION – BY EMPLOYEE
This action would be selected by an employee to certify their OWN job description. (You may need to first select Change User Type in the blue margin before you can review and certify your own PD.)
1.	Log in to GreatJobs and select Begin New Action under Position Descriptions in the blue margin.
2.	Click on Begin New Action below Position Descriptions in the blue margin.
3.	Click on Start Action below Certify My Position Description.
4.	Click on Start Action below your “Payroll Title”.
5.	Review the “Job Details” screen; then click on Continue to Next Page; view the “Job Duties” screen and click on Continue to Next Page. Then view the “Job Requirements” page and click on Continue to Next Page.
6.	If no edits/changes are needed, click on the Continue button below Employee Certify Position Description.
7.	If edits/changes are needed, click on Cancel and Confirm.
8.	Notify your supervisor with suggested changes/edits. If changes are made to your position description, you will need to log-in and certify your position description when the update has been approved.

CERTIFY JOB DESCRIPTION – BY SUPERVISOR
This action would be by a supervisor to certify a PD for one of the employees supervised. You may need to select Change User Type (in the blue margin) to “Supervisor” first.
1.	Log in to GreatJobs and select Begin New Action under Position Descriptions in the blue margin.
2.	Click on Start Action below Supervisor Certify Employee’s PD.
3.	Enter PIN or Position Title and click on Search.
4.	Click on Start Action below the appropriate “Payroll Title”.
5.	Review the “Job Details” screen; then click on Continue to Next Page; view the “Job Duties” screen and click on Continue to Next Page. Then view the “Job Requirements” page and click on Continue to Next Page.
6.	If no edits/changes are needed, click on the Continue button below Supervisor Certify Position Description.
7.	If edits/changes are needed, click on Cancel and Confirm. Update the position description. When the unit/dept. head approves the update, ask the employee to certify their PD and you will need to certify the updated PD also. If changes are made to the PD by the unit contact and approved by the dept. head, the unit contact should let you know and then you log in to GreatJobs and certify the PD.