Human Resource Management System (HRMS)

Create a New Position/Job Posting Document Checklist

This checklist will help you be prepared for when you’re ready to log into HRMS and create your job posting document.

The headings in CAPS indicate the HRMS document sections.  Remember to save your changes in each section of HRMS.

 

To use this checklist to fill an existing position: begin with Salary & Funding and skip Justification.

 

Create a New Position:
 4-digit Job Code                        

 Earliest Start Date (Origination Date)                    

 Position Duration (Funding expected to continue; Terminates on xxx; or Terminates on unknown date)

 Hiring Unit Code (Reports to Unit)                            If you do not know your 7 digit unit code use the GB1 command in DEFINE; you’ll need an account number.  Your unit code will be listed as the Account Unit Code.

 Are you ready to recruit for this position?  If you select “Yes”, you must complete the job description (purpose, functions, qualifications…).  If you select No, you will not be able to immediately post and recruit for the position.  Recruiting will require a separate electronic document to be routed to OES.  Unless you truly have no intention to recruit for the position any time within the near future, we recommend you select “Yes”.

 Do you need a UTEMP for assistance during the interim?  If you need temporary assistance you may elect to have UTemp contact you to arrange for a temporary worker.  If you select this option, UTemp will call or email you automatically.

 Reports to Position ID (Supervisor) (If you do not know the supervisor’s position ID, click on the magnifying glass on the right side of the text field and search for the person.)

 

**TIP**

You may view the public job posting (the posting as the applicant will see it) at any time during the process by clicking “View the public job posting” in the upper right portion of the screen.

 

SALARY & FUNDING

 Pay Type (Monthly or Hourly)

 Proposed Salary (must be within the 1st quartile).  For monthly, state an annual rate.  For hourly, state the hourly rate.

Minimum:                    Maximum:                           

The complete salary range is listed in HRMS under Pay Type, or you may access the Job Code Listing.  To calculate the 1st quartile maximum, subtract the range minimum from the range maximum.  Divide the difference by four.  Add the quotient to the minimum for the 1st quartile maximum.

 Account #(s) & Percent Time for each account

 Funding Statement (320 character limit) – if you are filling an existing position, use this field to justify the need for recruiting during the hiring freeze

 

PURPOSE & FUNCTIONS

 Position Title (This is optional and should only be used when you wish to post the position with a title other than the title associated with the job code.  For example, the position title for job code 9516 is Human Resources Representative, but we may want to post the position with the working title of Employee Services Representative.  If utilized, the system will automatically post the position title as follows: Employee Services Representative (HUMAN RESOURCES REPRESENTATIVE).

 Purpose of the Position (320 character limit)

 Essential Functions & Percent time associated with each function (500 character limit – 8 function fields available)

 

 Supervisory Information:  Will the employee supervise others?  If so, will they hire, evaluate, discipline, discharge, and/or other?  If other is selected, the Essential Functions must include a description of the supervisory responsibility.  How many employees and/or students will the new hire supervise? 

 

QUALIFICATIONS

 Required Qualifications – insert the required qualifications into the text field box.  You may refer to the official job description by clicking on “View Job Description” located in the upper right portion of the screen.  Required qualifications may not be less than what is stated in the official job description.  Please note:  under the text field box is a statement regarding equivalency substitutions.  The default selection is “Yes”.  Please change this to “No”.  If you would like to discuss substitutions, please contact Lesley Ducran.  (1200 character limit)

Preferred Qualifications (if any) – insert preferred qualifications into the text field box (320 character limit)

Optional Qualifying Questions – multiple choice up to 6 questions and 4 answers for each question

 

Physical Tasks

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Climbing of stairs

Climbing of ladders

Lifting and moving

 
 
WORKING CONDITIONS

Environmental Demands

Uniforms and/or personal protection equipment (furnished)

May work in all weather conditions

May work in extreme temperatures

May work around chemical fumes

May work around standard office conditions

May work around biohazards

May work around chemicals

May work around electrical and mechanical hazards

 

Additional Working Conditions – insert into text field box (e.g., travel, extended work hours)

 

JUSTIFICATION

Current Organizational Chart URL (optional)                                                                                                                        

Proposed Organizational Chart URL (optional)                                                                                                                     

 Description of Organizational Change – statement that explains departmental change that will occur as a result of the reclassification or new position (400 character limit)

 Department Justification – should be a detailed statement that explains why your department is seeking the reclassification or new position during the hiring freeze(1200 character limit)

 

RECRUITING

 Delay Posting Until or Keep Posting Open Until (10 business days, specific date) – both of these are optional and we recommend that you do not use either one.   The system will send you an automatic email once the posting has met the required 10 day posting period.  At that time, you may login and close the posting whenever you choose following the instructions in the email.

 Recruiting Types (If you’re recruiting using any of the internal recruiting options, please contact Lesley Ducran.)

Open:  Anyone may apply.

Internal-UT Institutions:  Available to all current employees at any of the 15 UT institutions only.  This option is not listed in        

                                                        HRMS.  To use this option, contact Lesley Ducran for instructions.

Internal-System Administration:  Available to current employees of System Administration only.

Internal-Department:  Available to current employees of the hiring department only.

 

 Would you like to advertise the position externally (HotJobs, Monster…)?  This option serves only as a notification to OES.  You may change your mind after you make your selection and the document has begun routing by emailing Lesley Ducran.

 Delegates’ EID (Document Creator is automatically a delegate.) – A delegate is able to access the recruiting summary (applicant listing, applications, applications communication, and hiring decision).

 Additional Materials Request

Resume is always automatically required – do not request a resume in this section as it will result in redundancy.

Letter of interest

Work reference name(s) and contact information - how many?  (Recommended: at least 3)

Other materials  (If “Other” is selected, you will be required to insert a name and address.  Please use “Hiring

 Manager” for the name and esc@utsystem.edu for the email address.

Test Requirements – Please do not complete anything in this section.

 

DOCUMENT REVIEW

 Review the sections of the document.  Verify the document by clicking the “Verify Document” button in the upper right section of the screen.  If your document passes all audits, you may approve the document to begin the routing process.  To do so, click the “Approve Document” button in the upper right portion of the screen.  After you approve the document, you may view the routing by looking at the colored sliding bar or by clicking the “routing” link in the upper left corner of your screen.  If using the colored bar, you may click on each box to view all persons on the respective electronic desks.  Please note that though there are multiple people on each desk, normally one person in particular is responsible for reviewing/approving documents.  For OES desks, please contact Tamara Johnson for the REAPPT desk and Lesley Ducran for the JACOUNSL desk.  If you have a question regarding this, please contact Lesley Ducran.

 

 

Contact Numbers:

Lesley Ducran       512-499-4656

Tamara Johnson   512-579-5105