Managing job information in your org

The Job Library, Job Descriptions, and Job Profiles provide different ways to manage information about jobs in your organization:

• Job Profiles describe the competencies and skills required for a job, expressed as Job Needs. A Job Profile can be linked to one or more Jobs in the Job Library, so you can use one Job Profile to describe a group of related job roles. If you use Recognition, at least one Job Profile is required to define the behaviors and competencies for a Recognition award.

• Job Descriptions contain a text based description of the key requirements of a job role. A Team Member and their manager can collaborate to create and update the Team Member's Job Description in WX, depending on policy settings.

• Job Description Library contains Job Description Library Items, which can be used as starting points for Team Members' Job Descriptions, depending on policy settings. Job Description Library Items can link to a Job Profile for a more detailed description of the competencies, indicators, skills, and metrics required for the job role.

• Job Library Items define jobs using standard fields including Job Title, Grade, and Salary Band. Each Job Library Item can also be linked to a Job Profile and a Job Description Library Item. Job Library Items are stored in the Job Library. Assigning a Job from the Job Library to a Team Member automatically enters values in the fields managed by the Job Library.

  If a Job Library Item links to a Job Description Library Item, assigning the Job to a Team Member copies the Job Description Library Item to the Team Member as a draft Job Description.

The Team Member record links to Job Description and Job Profile, and the Team Member's Employment Record to a Job Library Item, as illustrated in these two diagrams: 

The Team Member record linking to Job Description and Job Profile: 

The Team Member's Employment Record linking to Job Library Item, which provides the links to Job Profile and Job Description Library Item:

How you choose to use Job Profiles, Job Descriptions, the Job Description Library, and the Job Library depends on your organization's processes and priorities, such as: 

• Does your organization have a well-defined job framework? If yes, use the Job Library as the single source of truth for job information. Questions to consider: 

  • Do you want jobs in the Job Library to link to Job Profiles?

  • Do you want jobs in the Job Library to link with Job Descriptions?

  • Do you want to use Salary Bands? 

  • When fields for recording the same information exist in the Team Member or Employment Record object and the Job Library, such as Function, Grade, and Salary Band, do you want the Job Library to assign the values?

• Does your organization have a competency framework mapping to job roles? If yes, create Job Profiles with Job Needs for each profile.

• Do you use Recognition? You need at least one Job Profile to support it. The Job Profile for the Recognition process is selected in the Policy. If you want different groups of employees to be recognized for different kinds of achievements you can do it by different policy assignments.

• What is your organization's process for maintaining Team Members' job descriptions? 

  • Do you have a regular cycle for updating job descriptions?

  • Who can start the process of creating or updating a job description?

  • Are the Job Descriptions in the Job Description Library a starting point or the single source of truth for a specific job role?

  • Are Job Descriptions managed by HR? 

Setting up Job Descriptions

• Policy options define who can create a draft Job Description for a Team Member, if Team Members can edit Job Descriptions, and how frequently Job Description reviews take place. See Job Description | Configuration options.

• Field sets for Job Descriptions define which Job Description fields are displayed in WX and in the Edit page in the HR Manager portal. See Job Description | Configuration options.

• Add a job description to the Job Description Library

For more information on Team Members and managers creating Job Descriptions: New Job Description in WX.

Maintaining Job Profiles

Job Profiles are maintained in the Job Profile Library, for more information see: 

• creating a new Job Profile

• adding Job Needs to a Job Profile

If you use the Job Library, the Job Profile is assigned through the Job Library Item. To make sure the Job Library Item is the source of the truth, remove the Job Profile field from the field sets defining fields for editing Team Member records.

If you use Recognition, assign the Job Profile for the Recognition process in the Policy settings.

Maintaining the Job Library

• The Job Library overview

• Manage the fields used in the Job Library Items with the Job Library field set in the Employment Record object

• Create a new Job in the Job Library

• Link a Job Description Library Item to a Job in the Job Library

  Note

  Only managed package fields are copied to the Team Member's Job Description from the Job Description Library Item associated with a Job in the Job Library.

• Link a Job in the Job Library to a Team Member

• If you use the Salary Band field in the Job Library Items, set up Salary Bands

• For the fields you want the Job Library Items to control, such as Job Title, Grade, or Salary Band, review the field sets in the Team Member and Employment Record objects to remove these fields from pages edited by HR Managers or WX users.

Watch the function focus webinar on Job Library (August 2022).