Manage Employee Job Descriptions

Job descriptions are useful communication tools that define the duties and responsibilities of a job.

Company policies vary on who has access to employees’ job descriptions. UKG Pro provides several configurable options to support your company’s policy:

Employee Access – employee can view, download, and print a copy of their full job description from the Employee Summary page or Organization Chart page.
Supervisor, Manager, and Executive Access – supervisor, manager, or executive can access employee job descriptions for their direct reports from the Employee Summary page or Organization Chart page.
Limited Access – limited access to view job descriptions from the Organization Chart page based on job type.

Configure Employee Access to View and Print Job Descriptions

It is a best practice to provide employees access to their own job descriptions. Refer to the configurable options available to view and print job descriptions.

Administrators must add the job description details in the Jobs business rule. In addition, administrators must configure the Employee setting and the Full Job Description setting to provide access for the employee to view, download and print the job description.

Enable the Employee Setting for Job Description

Administrators must enable the Employee setting for job description for each component company.

Navigation:Menu > System Configuration > System Settings > Employee Settings

From the Employee Settings page, select Edit.
In the Job Description section, check the Allow Employees to View Job Description box.

Note Managers and supervisors always have access to view job descriptions of direct reports, even when this setting is disabled.
Select Save.

Enable the Full Job Description Setting

Administrators must enable the Full Job Description setting on the employee Detail Card for each component company to provide view and print access to job descriptions from the Organization Chart page.

Navigation:Menu > System Configuration > System Settings > Organization Chart Settings

From the Organization Chart Settings page, select Edit.
From the Detail Card, scroll down and turn ON the Full Job Description setting.
Select Save.
"Your changes have been saved" message appears.

Add or Change Job Description Details

Administrators must complete job descriptions for jobs by adding or changing job description details using the rich-text editor on the Main page of the Jobs business rule.

Navigation:Menu > System Configuration > Business Rules > Jobs

From the Jobs page, select a job code link to modify an existing job description or select Add to enter a new job.
The Add/Change Jobs Main page appears.
At the Full Job Description/Notes field, enter a job description.
Use the rich-text editor to format and edit the text by selecting tools from the toolbar, such as bold or italicize text, cut and copy text, change font type or size, add bulleted lists, or move text (drag-and-drop text).

Note The Full Job Description/Notes field does not support photos and hypertext links.
From the Main page, select Save.
The Summary page appears. The Submitted column for the Full Job Description/Notes displays the comment, "Updated Job Description."
From the Summary page, select Save

View and Print Job Descriptions

Based on the access options configured by your company, employees can view, download, and print job descriptions from the Jobs Summary page and the Organization Chart page.

Note Even when the Allow Employee To View Job Description setting is disabled, managers and supervisors maintain access to view job descriptions of direct reports.

View and Print Job Descriptions from the Employee Summary

Managers and supervisors can view and print job descriptions from the Employee Summary page.

Employee access to view and print job descriptions is based on the configured options set by your company administrator.

Navigation:Menu > Myself > Jobs > Job Summary

Navigation:Menu > My Team > My Employees > select employee > Jobs > Job Summary

From the Job Summary page, select the View Full Job Description link.

A copy of the job description appears in the PDF viewer.
From the PDF viewer, complete one of the following:
- Select Download to download and save a copy of the job description
- Select Print to print a copy of the job description

View and Print Job Descriptions from the Organization Chart

The Organization Chart page allows employees to view and print job descriptions.

Before employees can access job descriptions from the Organization Chart, administrators must ensure that the:

Organization Chart's Detail Card is configured to include the Full Job Description field. For more information on how to customize the Detail Card, refer to the Configure and Review Organization Chart Guide.
Allow Only for Employees Who Have This Job option is deselected in the Jobs business rule.

Navigation:Menu > Myself > My Company > Organization Chart

From the Organization Chart page, enter the name of the employee in the search text box. For employees who are hired to multiple companies, select the component company from the Detail Card before entering the name in the search text box.
Press Enter.
The Employee appears as the center focus on the canvas.
From the employee Details card, scroll down and select the Full Job Description link.
A copy of the job description appears in the PDF viewer.
From the PDF viewer, complete one of the following:
- Select Download to download and save a copy of the job description
- Select Print to print a copy of the job description

Limit Job Description Display for Employees

Administrators have an option to limit the display of job descriptions in the Organization Chart to only those employees who have the job.

Companies that use job descriptions with salary information tend to be less likely to allow access to all employees. Administrators must enable the option to limit job descriptions from displaying in the Organization Chart. By default, the Allow Only for Employees Who Have This Job option in the Jobs business rule is deselected. When enabled, employees will still be able to view their own job descriptions, but fellow employees will no longer have access to them from the Organization Chart.

Navigation:Menu > System Configuration > Business Rules > Jobs

From the Main page, check the Allow Only for Employees Who Have This Job box.
From the Main page, select Save.
The Summary page appears. The Submitted column for the Job Description Visibility option displays the comment, "Yes."
From the Summary page, select Save.

Run a Job or Position Description History Report

Administrators can obtain a history of changes to fields in the related job or position business rule, including Job Description, Job Title, and Position Title fields by running a standard report.

Report on changes to multiple descriptive fields in the business rule using one of the three standard reports, as follows:

Employee Job Description History report (Jobs business rule)
Employee Secondary Job Description History report (Jobs business rule)
Employee Position Description History report (Positions business rule)

Each row in the report provides the job field changes, the date when changes were applied, and the change details.

Note Changes to descriptive fields in the skills and licenses business rules are not included in the history reports. However, the association of the job to the skill and license is recorded in each report.

Navigation:Menu > Administration > Employee Admin > Reporting > Standard Reports > Available

From the Available Reports page, in the Find By section, select Employee Management category and then select Search.
Select the Employee Job Description History, Employee Position Description History, or Employee Secondary Job Description History report link.

Note Standard Reports Access Rights must be enabled in role-based security for managers or employee administrators to ensure access to the reports.
Specify the report criteria, grouping/sorting, and report output by completing each step in the work event.
From the Complete Reports section, download the completed report.

© UKG Inc. All rights reserved. For a full list of UKG trademarks, visit www.ukg.com/trademarks. All other trademarks, if any, are the property of their respective owners. No part of this document or its content may be reproduced in any form or by any means or stored in a database or retrieval system without the prior written authorization of UKG Inc. (“UKG”). Information in this document is subject to change without notice. The document and its content are confidential information of UKG and may not be disseminated to any third party. Nothing herein constitutes legal advice, tax advice, or any other advice. All legal or tax questions or concerns should be directed to your legal counsel or tax consultant.

Liability/Disclaimer

UKG makes no representation or warranties with respect to the accuracy or completeness of the document or its content and specifically disclaims any responsibility or representation for other vendors’ software. The terms and conditions of your agreement with us regarding the software or services provided by us, which is the subject of the documentation contained herein, govern this document or content. All company, organization, person, and event references are fictional. Any resemblance to actual companies, organizations, persons, and events is entirely coincidental.

Links to Other Materials: The linked sites and embedded links are not under the control of UKG. We reserve the right to terminate any link or linking program at any time. UKG does not endorse companies or products to which it links. If you decide to access any of the third-party sites linked to the site, you do so entirely at your own risk.