introduction
The Job & Position Management System serves to facilitate:
-
Administrative & Professional (A&P) and University Staff (US) reclassification requests,
-
New position (and position description) requests,
-
Minor position description change requests, and
-
Supervisor change requests
User group assignments are determined by each Human Resources Liaison (HRL) and Auburn University Human Resources (AUHR). When accounts are requested, the requester may select the appropriate user group. The Employment Services team will review the user group requested to confirm the accuracy of the request.
User Groups and Their Scope in the System
-
HR Liaison: Responsible for reviewing the position request before submitting it for further approval and facilitating the process to finalization. Responsible for communicating the request details to all stakeholders in the process.
-
Initiator: Able to initiate position requests for their area of responsibility.
-
Supervisor: Able to initiate position requests for positions in which they supervise and supports position and pay actions.
-
Employee: Responsible for reviewing one’s own position description to ensure the information provided is accurate.
-
OIT (Office of Information Technology): Responsible for reviewing all IT requests on behalf of the IT Community.
-
2nd Level Supervisor: A supervisor’s supervisor. Reviews and supports the position request.
-
Dean: The Academic unit’s Dean will review and approve the request before it is submitted to Compensation.
-
Div/Dept Head (Division/Department Head): The Business unit’s Division/Department Head will review and approve the request before it is submitted to Compensation.
-
Compensation: Reviews, evaluates and analyzes each position request and provides recommendations for processing.
-
Compensation Manager: Reviews and analyzes position requests, when necessary.
-
Executive Director of Compensation: Reviews and analyzes position requests, when necessary.
-
Assoc VP HR (Associate Vice President, Human Resources): Reviews and approves position requests, when necessary.
-
Academic Budget Authority: Responsible for validating the position’s budget and FOAP details for each position request. Facilitates Provost’s pay guidelines.
-
Central Budget Authority: Responsible for validating the position’s budget and FOAP details for each position request.
-
Faculty Provost: Reviews and approves position requests once all recommendations and budget information are available.
-
VP (Vice President): Reviews and approves position requests once all recommendations and budget information are available.
-
EVP (Executive Vice President): The Executive Vice President is notified for position requests that require additional funds.
1. To log in to the Job & Position Management System for Non-Faculty positions, navigate to the AU Access login page at auemployment.com/hr using the web browser.
-
All Auburn University employees have existing PeopleAdmin accounts, with few exceptions. There is no need to request a new account in most cases. Access to functions of the system is granted by the HRL and AUHR.
-
If additional access to functions within the system is needed, the request should be made through the HRL.
2. After logging in, users will be directed to the Welcome Page. Depending on the type of access, users may see different versions of the Welcome Page. To access the Position Management module, follow these steps:
-
Select the three blue dots in the top left corner.
-
Select "Position Management”.
Position Descriptions
-
Non-Faculty: Contains all existing (filled and vacant) positions (and position descriptions) in one’s area. Begin a position request by clicking on the appropriate position number and selecting an option.
-
To start a New Position Description, select the red button to “Create New Position Description” in the upper right hand corner.
-
-
Non-Faculty Position Requests: Contains all existing position requests that are in draft state, in progress, completed, or canceled.
Job Descriptions
Contains all job descriptions.
These workflows can be initiated within the system:
-
New Position Description – This workflow is utilized when requesting a new position.
-
Request for Position Review – This workflow is utilized to request a review of an existing position (vacant or filled) that may need to be reviewed for potential reclassification.
-
Minor Position Description (PD) Update Request – This workflow is utilized to request minor updates to a position description that does not alter the primary purpose and responsibilities.
-
Supervisor Change Request – This workflow is utilized when a position’s supervisor needs to be updated for an A&P or US position.
Note: If a position is being reviewed in any of the workflows, it is considered “in progress” and may not be posted until it is fully approved.
Position descriptions (PD) describe the duties and responsibilities that are assigned and performed at the position level.
Position descriptions help employees get a sense of their job responsibilities, what's expected of them and the standards by which they’ll be evaluated and rewarded.
Position Description (PD) vs. Job Description (JD)?
-
Position descriptions tailor general duties of a position to your departmental needs. Job descriptions are official university documents that state general duties.
-
Position descriptions are used to manage performance. Job descriptions are used for classification purposes and position interviews.
-
Job descriptions are managed by AUHR. Position descriptions are managed by the department owning that position.
-
For any faculty or student position attribute changes, submit a “Faculty and Student Position Submissions” request in Smartsheet. There will be an option to update the position’s supervisor on the form. The link has been provided to the division’s HRLs.
-
Mass A&P and US supervisor changes can be submitted in the “Supervisor Change Request Form” Smartsheet for single incumbent positions. ePAFs are used to update supervisors for multi-fill incumbent positions. HRLs will submit a spreadsheet of the supervisor changes and attach it to Smartsheet.
A number of email notifications are automated by the Job & Position Management System. If you have an action item/task to complete, you will receive an email notification.
-
If additional access to functions of the system or assistance is needed, the request should be made through the division HRL, who serves as the first tier of support.
-
HRLs will email the Compensation email with the following information.
introduction
The Job & Position Management System serves to facilitate:
-
Administrative & Professional (A&P) and University Staff (US) reclassification requests,
-
New position (and position description) requests,
-
Minor position description change requests, and
-
Supervisor change requests
User group assignments are determined by each Human Resources Liaison (HRL) and Auburn University Human Resources (AUHR). When accounts are requested, the requester may select the appropriate user group. The Employment Services team will review the user group requested to confirm the accuracy of the request.
User Groups and Their Scope in the System
-
HR Liaison: Responsible for reviewing the position request before submitting it for further approval and facilitating the process to finalization. Responsible for communicating the request details to all stakeholders in the process.
-
Initiator: Able to initiate position requests for their area of responsibility.
-
Supervisor: Able to initiate position requests for positions in which they supervise and supports position and pay actions.
-
Employee: Responsible for reviewing one’s own position description to ensure the information provided is accurate.
-
OIT (Office of Information Technology): Responsible for reviewing all IT requests on behalf of the IT Community.
-
2nd Level Supervisor: A supervisor’s supervisor. Reviews and supports the position request.
-
Dean: The Academic unit’s Dean will review and approve the request before it is submitted to Compensation.
-
Div/Dept Head (Division/Department Head): The Business unit’s Division/Department Head will review and approve the request before it is submitted to Compensation.
-
Compensation: Reviews, evaluates and analyzes each position request and provides recommendations for processing.
-
Compensation Manager: Reviews and analyzes position requests, when necessary.
-
Executive Director of Compensation: Reviews and analyzes position requests, when necessary.
-
Assoc VP HR (Associate Vice President, Human Resources): Reviews and approves position requests, when necessary.
-
Academic Budget Authority: Responsible for validating the position’s budget and FOAP details for each position request. Facilitates Provost’s pay guidelines.
-
Central Budget Authority: Responsible for validating the position’s budget and FOAP details for each position request.
-
Faculty Provost: Reviews and approves position requests once all recommendations and budget information are available.
-
VP (Vice President): Reviews and approves position requests once all recommendations and budget information are available.
-
EVP (Executive Vice President): The Executive Vice President is notified for position requests that require additional funds.
1. To log in to the Job & Position Management System for Non-Faculty positions, navigate to the AU Access login page at auemployment.com/hr using the web browser.
-
All Auburn University employees have existing PeopleAdmin accounts, with few exceptions. There is no need to request a new account in most cases. Access to functions of the system is granted by the HRL and AUHR.
-
If additional access to functions within the system is needed, the request should be made through the HRL.
2. After logging in, users will be directed to the Welcome Page. Depending on the type of access, users may see different versions of the Welcome Page. To access the Position Management module, follow these steps:
-
Select the three blue dots in the top left corner.
-
Select "Position Management”.
Position Descriptions
-
Non-Faculty: Contains all existing (filled and vacant) positions (and position descriptions) in one’s area. Begin a position request by clicking on the appropriate position number and selecting an option.
-
To start a New Position Description, select the red button to “Create New Position Description” in the upper right hand corner.
-
-
Non-Faculty Position Requests: Contains all existing position requests that are in draft state, in progress, completed, or canceled.
Job Descriptions
Contains all job descriptions.
These workflows can be initiated within the system:
-
New Position Description – This workflow is utilized when requesting a new position.
-
Request for Position Review – This workflow is utilized to request a review of an existing position (vacant or filled) that may need to be reviewed for potential reclassification.
-
Minor Position Description (PD) Update Request – This workflow is utilized to request minor updates to a position description that does not alter the primary purpose and responsibilities.
-
Supervisor Change Request – This workflow is utilized when a position’s supervisor needs to be updated for an A&P or US position.
Note: If a position is being reviewed in any of the workflows, it is considered “in progress” and may not be posted until it is fully approved.
Position descriptions (PD) describe the duties and responsibilities that are assigned and performed at the position level.
Position descriptions help employees get a sense of their job responsibilities, what's expected of them and the standards by which they’ll be evaluated and rewarded.
Position Description (PD) vs. Job Description (JD)?
-
Position descriptions tailor general duties of a position to your departmental needs. Job descriptions are official university documents that state general duties.
-
Position descriptions are used to manage performance. Job descriptions are used for classification purposes and position interviews.
-
Job descriptions are managed by AUHR. Position descriptions are managed by the department owning that position.
-
For any faculty or student position attribute changes, submit a “Faculty and Student Position Submissions” request in Smartsheet. There will be an option to update the position’s supervisor on the form. The link has been provided to the division’s HRLs.
-
Mass A&P and US supervisor changes can be submitted in the “Supervisor Change Request Form” Smartsheet for single incumbent positions. ePAFs are used to update supervisors for multi-fill incumbent positions. HRLs will submit a spreadsheet of the supervisor changes and attach it to Smartsheet.
A number of email notifications are automated by the Job & Position Management System. If you have an action item/task to complete, you will receive an email notification.
-
If additional access to functions of the system or assistance is needed, the request should be made through the division HRL, who serves as the first tier of support.
-
HRLs will email the Compensation email with the following information.