9.2 Creating/Updating a Job Code

Purpose: Use this document as a reference for creating job codes; as well as updating existing job codes in ctcLink.

Audience: HR Specialists and/or HR Administrators.

You must have at least one of these local college managed security roles:

  • ZC HR Position Management
  • ZD HR Central Config VW
  • ZD HR Local Config Vw
  • ZD HR Position Management VW
  • ZZ HR Local Configuration
  • ZZ HR Position Management

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Job Codes are created in the Set Up HCM module, which requires a specific security role assigned by the college Security Administrator.

Creating/Updating a Job Code

Create a New Job Code

Fluid Navigation: Workforce Administrator Homepage > HR Administration Tile > HR Configuration > Define Job Code

OR

Classic Navigation:  Menu > Set Up HCM > Foundation Tables > Job Attributes > Define Job Code

  1. The Job Code table search page displays.
  2. Select the Add a New Value tab.
  3. The Set ID defaults accordingly, change if needed.
  4. Enter the desired Job Code (alpha-numeric and with a maximum of 6 characters).
  5. Select the Add button.
  • If the Job code you are creating is a Classified Job Code  please use the exact code as mentioned on the OFM website : https://ofm.wa.gov/state-human-resources/compensation-job-classes/ClassifiedJobListing
  • Unlike Legacy, PeopleSoft can have Job Codes which are lesser than 6 characters. So you need NOT append zeros.
  • Also, please have the exact same description for Classified positions as it will be helpful in the future OFM enhancements.

Example : 104H - ADMINISTRATIVE INTERN 1 (NEED NOT BE created as 00104H , it can/should be 104H)

 

  1. The Job Code Table page displays. The Job Code Profile tab defaults.
  2. The Effective Date will default today's date; change if needed.
  3. The Status will default to Active; change if needed.
  4. In the Job Title field, if needed, enter the title of the Job (30 characters max).
  5. In the Short Title field, if needed, enter an abbreviated version of the Job Title (10 characters max).
  6. A description of the job could be stored in the Job Description text box (this can be entered manually or via copy & paste).
  7. The Job Code Function and Job Subfunction fields can be left blank as neither are currently being used.
  8. Select a Job Family from the lookup options.
  9. The Standard Hours will default to 40 hrs; changed if needed.
  10. The Standard Work Period will default to Weekly (W); change if needed.
  11. The Workers' Comp Code field is currently not being used.
  12. The Manager Level menu will default to All Other Positions; select another level option if needed.
  13. The Comp Freq field will default to the Semimonthly (S) frequency; select another frequency option if needed.
  14. Select Regular or Temporary in the Regular/Temporary field.
  15. Select a Union Code from the lookup, if applicable.
  16. Select the Flag image to expand menu.
  17. The USA menu displays.
  18. Select the appropriate EEO-6 Job Category.
  19. Select the appropriate IPEDS-S Job Category.
  20. Enter/Select the appropriate EEO Job Group.
  21. Enter/Select the appropriate FLSA Status.
  22. Select Save.

A query has been created, QHC_HR_JOB_JCODE_GRP, in which you can track employees by Job Category and Job Group.

EEo Job Category page
  1. Select the Default Compensation tab.
  2. The Default Compensation page displays.
  3. Enter a Minimum Salary.
  4. Enter a Midpoint Salary (Optional).
  5. Enter a Maximum Salary.
  6. Select the USD in the Currency field.
  7. Select the appropriate Frequency.
  8. Select the Salary Set ID.
  9. Select a Salary Admin Plan and Salary Grade from Salary Plan/Grade/Step options (do NOT enter a Salary Step here).

For a Classified and IT Job Code - where Salary Admin Plan is CS or ST  It is required to enter the Salary Admin Plan as CS or ST such that it is sent to OFM as a Classified Position.

  1. Select Save.
Default Compensation page

The process to create a new job code is now complete.

Updating an Existing Job Code

Navigation:  Workforce Administrator Homepage > HR Administration Tile > HR Configuration > Job Code Table

OR

Navigation:  Menu > Set Up HCM > Foundation Tables > Job Attributes > Job Code Table

  1. The Job Code Table search page displays.
  2. The Set ID will default.
  3. Enter the desired Job Code (maximum of 6 characters; alpha and/or numeric).
    • Or enter the Description if the Job Code is not available
  4. Select the Search button.
  5. The Job Code Table page displays.  The Job Code Profile tab defaults.
  6. Select the (+) to add a new effective dated row
  7. Use the Correct History button to correct History. Only applicable if conversion was incorrect, or if the job code was created incorrectly.
  8. The Effective Date will default today's date; change if needed.
  9. The Status will default to Active; change if needed.
  10. Update the Job Title if needed, (30 characters max).
  11. Update the Short Title, if needed, enter an abbreviated version of the Job Title (10 characters max).
  12. A description of the job could be stored in the Job Description text box (this can be entered manually or via copy & paste).
  13. The Job Code Function and Job Subfunction fields can be left blank as neither are currently being used.
  14. Select a new Job Family from the lookup options, if needed.
  15. Change the Standard Hours, if needed.
  16. Change the Standard Work Period, if needed.
  17. The Workers' Comp Code field is currently not being used.
  18. The Manager Level menu will default to All Other Positions; select another level option if needed.
  19. Change the Comp Freq, if needed.
  20. Select a new Regular or Temporary in the Regular/Temporary field, if needed.
  21. Select a new Union Code from the lookup, if applicable.
  22. Select the Flag image to expand menu.
Job Code Profile tab
  1. The USA section displays.
  2. Make updates to the following if needed:
    • Select the appropriate EEO-6 Job Category
    • Select the appropriate IPEDS-S Job Category
    • Enter/Select the appropriate EEO Job Group
    • Enter/Select the appropriate FLSA Status
  3. Select Save.

A query has been created,QHC_HR_JOB_JCODE_GRP, in which you can track employees by Job Category and Job Group.

EEO and IPEDS fields
  1. Select the Default Compensation tab.
  2. Make changes to the following fields if needed (numbers 25 - 31 displayed in screenshot):
    1. Enter a Minimum Salary
    2. Enter a Midpoint Salary (Optional)
    3. Enter a Maximum Salary
    4. Select the USD in the Currency field
    5. Select the appropriate Frequency
    6. Select the Salary Set ID
    7. Select a Salary Admin Plan and Salary Grade from Salary Plan/Grade/Step options (do NOT enter a Salary Step here)  
  3. Select Save.

End of procedure.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Creating/Updating a Job Code. This link will open in a new tab/window.

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