This article describes the steps required to create a new feature through esuite's web interface.

• Requirements
• Getting started
• Add function
• Add job description
• Change function
• Change job description 
• Impact of a job description change on performance management

Requirements

To create a new function, the following must be created:

• A classification. This can be used to distinguish between different jobs. If you do not wish to use this, you can create a classification called "Not applicable".
• If you want to assign the function to a function family, a function family must exist.
• If you want to add competences to the job description, you must have created a competence dictionary.

Getting started

To create a new job, first go to Admin > Job & competence profile > Jobs there and click the Add job button.

Add function

Enter all necessary information here. Be sure to enter a value for each required field. If function families are used, two additional fields must be filled in.

The fields marked with * are mandatory.

Name*	Enter the job title
abbreviation	Short version of the job title
Functiecode*	Enter the function code. This must be a unique value. Choose and function type.
Functietype*	This list must be set in Admin > Job & competence profile - Job types. You need the necessary administrator rights to do this.
Public	If this is not ticked, employees cannot access the job description in the job description catalogue.
Active	Choose whether this job is still in use. If unchecked, employees will not be able to access the job description in the job description catalogue.
Critical function	Indicates whether this position is a critical position within your organisation. If you also use the Talent review module, this information is copied into the talent review. Find more info here.
Org. unit	If you specify an Org. eeheid and you have created a job description (see below), employees can filter by department in the job description catalogue.
Classification*	Enter the classification of the function. This list must be set in Admin - General - Selector lists - Classification. You will need the necessary administrator rights for this. If you do not use classifications, create a "Not applicable" entry.
Sectorclassificatie	If you use a sector classification, choose the appropriate value. The list of sector classifications must be set in Admin - Pick lists - Sector classification. You need the necessary administrator rights for this.
Company rating	If you use a company classification, choose the appropriate value. The list of company classifications must be set in Admin - Drop-down lists - Company classification. You need the necessary administrator rights for this.
Classification status	If you use a classification status, choose the appropriate value. The list of classification statuses must be set in Admin - Drop-down lists - Classification status. You need the necessary administrator rights to do this.
Grade	Enter the degree of the job. This list must be set in Admin - General - Drop-down lists - Degree of education. You will need the necessary administrator rights for this. If you do not use classifications, create a "Not applicable" entry.
Evaluation Committee	If you are using an evaluation committee, choose the appropriate value. The list should be prepared by epowerhr, contact your contact person
Niveau	If you use a function level, choose the appropriate value. The list of function levels must be set in Admin - Selection lists - Function level. You need the necessary administrator rights to do this.
Job family	If you use job families, choose the correct job family. The list of job families must be set in Admin > Job & competence profile > Job families. You need the necessary administrator rights to do this.
Level job family	If you are using function families, select the level. The list of function family levels must be set in Admin - Selector lists - Level function family. You need the necessary administrator rights to do this.

Add job description

After creating the job, you can add a job description to it. To do this, click the Job Descriptions tab.

First, add a period for which the job description applies. Choose a start date, an end date is not necessary and the period of the competency dictionary you want to use. In the job description, you can select the competences listed in the competence dictionary for that period.

After clicking Save, you can choose View job description to edit the job description.

On the next page, you can add the job description to the position. This page has 4 tabs.

·        Detail

Here you can add general information about the job.

Fields with ° are visible to the employee when he consults the job description catalogue.

Job title	This is the job title as you defined it earlier. It cannot be changed here. To change it, go back to the job detail and in the General tab you can change the name.
Job code	This is the function code as you defined it earlier. It cannot be changed here. To change it, go back to the function detail and in the General tab you can change the code.
Target°	Enter the purpose of the job here.
Dimensions°	Enter the dimensions of the function here.
Reports to°	This is an open text field. You can enter a name or job title to indicate to whom the employee will report.
Department°	This is an open text field. You can enter the departments where this position is held here.
Job family name
Level job family	This is the job family information. It cannot be changed here. To change this, go back to the feature detail and in the General tab you can change these fields.
Classification

 

·      Result areas

Here you can enter tasks, objectives or responsibilities specific to the job. This will be visible to the employee when he consults the job description catalogue. These result areas can also be shown in a performance management document.

Click Add new result area to add a new result area. Enter a title, a description and possibly a weight.

Klik op Alles bewaren.

·        Criteria

Here you can enter specific skills and knowledge that an employee performing the job should have. This will be visible to the employee when he consults the job description catalogue.

Click Add new criteria to add a new criteria. Enter a title and a description. Click Save all.

·        Competences

Finally, you can add Competences to the job. For this, a competency dictionary should exist. These competences can also be shown in a performance management document.

1. You can copy the competencies of an existing job by clicking Copy existing profile. Find the job whose competency profile you want to copy and click Select.
2. You can select competencies from the dictionary by clicking Edit. Here you can also select the applicable level if levels are used.

Specific fields

If you use a competence dictionary with different categories, you can determine the weighting of the different categories.

 

Change function

Go to Admin > Job & competence profile > Functions. Find a function and click Edit. You can now modify the various fields. For more information on these fields, see the information above in this article.

Change job description

Go to Admin > Job & competence profile > Functions. Find a function and click Edit. Go to the Job descriptions tab.

You have two options:

1. No history is kept
   You click View job description in the period you have already created. You make your changes. No history is kept. It is not possible to see what the original job description was and what the modified version is.
2. History is maintained
   You create a new period. Click Add period. Enter the new start date and dictionary period. Click Save. The system automatically calculates the end date of the original period.

When creating a new period, the previous job description is copied to the new period. Click View job description of the new period and start making your changes.

By using periods, you can see the different versions. To see the original job description, click View job description of the original period.

 

Impact of a job description change on performance management

This is only relevant if a performance management document lists the result areas and/or competences.

Period of a job description

When new performance management documents are created, the system will look at the period of the job description and will copy the result areas/competencies of the active period to the performance document.

E.g. You have two periods one from 01-01-2010 to 31-12-2019 and you have another period starting from 01-01-2020. When a new performance management document is created on 01-01-2019, the competencies/result areas of the first job description are used. Although this document may still be active in 2020, the competencies/result areas will be those of the first job description, as the system only automatically copies on the date of creation of the performance management document. If a document is created on or after 01-01-2020, then the competencies/result areas of the second job description will be used.

Changes are made in the same period as the job description (i.e. no version history)

Creating a new performance management document

When creating a new document, the changes made to competences/result areas are taken into account.

Impact on existing performance management documents

• Active performance management documents

When you change the text of a result area/competency that already existed in the job description, the changes will automatically be visible in the active performance management documents.

When you delete or add new result areas/competencies, the changes will NOT be visible automatically. To make them visible, go to the job description and click on Publish changes in the Detail tab.

• Archived documents

The changes will not be visible in archived documents. Clicking Publish changes will have no effect on archived documents.