Job Profile Database
User Guide
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TABLE OF CONTENTS
I. Introduction ... 3
II. Data Movement Into the New Database ... 3
III. Accessing the Job Profile Database (JPD) ... 4
IV. User Access ... 5
V. Naming Convention Matrix ... 7
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I. Introduction
This document and its appendices contain detailed information to create and maintain consistent job profiles. The University has two distinct staff groups these guidelines apply to; AUPE and Management and Professional Staff (MaPS). While the University of Calgary fully intends to adhere to the practices contained in this document, the
statements and guidelines neither provide nor intend to establish strict procedures in all instances, they define intent and provide direction. Although the guidelines reflect current practice, they may be changed at any time.
The intended purpose of this user guide is to introduce the Job Profile Database (JPD). It will outline how to sign in to the database and navigate to the screens allowing users to enter, modify and search for job profiles. The guide will also explain the roles of
different users, and describe the data movement. In light of this transition we will also introduce and outline a new naming convention for job profiles.
II. Data Movement Into the New Database
The Job Profile Database differs from our previous database (UCPL) in that it will be exclusively used for job profile storage as the performance management piece is now available in PeopleSoft. Job profile information that has been collected since the creation of UCPL has been copied and stored in the Job Profile Database. As a result of this transition, a need has risen to revisit the structure of the job profiles on a go forward basis. This includes items such as a standardized naming convention.
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III. Accessing Job Profile Database (JPD) To enter into the Job Profile Database:
Users log into ‘MY U of C’
Click the ‘My work’ drop down menu Select ‘Job Profile Database’.
Once users have clicked the link a new page will open up. The screenshot below displays what users would see if signed in as an HR Administrator. This will vary depending on what access each user has.
5 IV. User Access
Currently, the Job Profile Database has three levels of user access; Read Only, Job Profile Coordinator and HR Administrator. Each level of access varies:
Read Only
Search and view job profiles
Monitor specified department, unit, or faculty
Job Profile Coordinator
Search, add, edit, delete and archive job profiles (Note: once a job profile is deleted, it cannot be restored. When opting to delete, it may be beneficial to discuss with your Advisor, Human Resources first)
Monitor specified department, unit, or faculty
HR Administrator
Search, add, edit, delete and archive job profiles Monitor all departments, units, and faculties Provision access for users
Update, add or delete HR Locations (ie: Human Resources) and departments (ie: Total Rewards)
The HR Administrator access is limited to the Compensation team only. The Read Only and Job Profile Coordinator access are available to users such as Managers and
Administrative Support Staff. If access is needed for additional users, please contact the Advisor, Human Resources for the area.
To search for profiles: Click on ‘Job Profile’
Select ‘Job Profile Search’
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From here users are able to search for a job profile by using the different fields available. Below is a sample screenshot of a specific search:
In the search page users are able to do the following: Remove a profile
Edit a profile View a profile
View/Download the job profiles as a PDF or Microsoft Word document Email the profile
To add a job profile into the database: Click on ‘Job Profile’
Select ‘Add New Profile’ to be prompted to the screen below:
Once information has been entered, click on the ‘Add’ button and the job profile will be saved into the database. The functionality of both the ‘Job Profile Search’ and ‘Add New Profile’ has not changed and is the same as the previous database.
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V. Naming Convention Matrix
In order to maintain consistency in the naming of job profiles within the Job Profile Database, a standard naming convention has been created as follows:
HR Location Standard Naming Example
Arctic Institute AINA AINA001
Campus Planning CAPL CAPL002
Continuing Education CONT CONT003
Faculty of Arts ARTS ARTS004
Faculty of Education EDUC EDUC005
Faculty of Environmental
Design EVDS EVDS006
Faculty of Graduate Studies GRAD GRAD007
Faculty of Kinesiology KINE KINE008
Faculty of Law LAW LAW009
Faculty of Medicine MED MED010
Faculty of Nursing NURS NURS011
Faculty of Qatar QAT QAT012
Faculty of Science SCI SCI013
Faculty of Social Work SOWK SOWK014
Faculty of Veterinary Medicine VMED VMED015 Facilities Management and
Development FMD FMD016
Finance FIN FIN017
Haskayne School of Business HSB HSB018
Human Resources HR HR019
Information Technologies IT IT020
Libraries and Cultural
Resources LCR LCR021
Office of Institutional Analysis OIA OIA022
Office of the President PRES PRES023
8 Planning and Resource
Allocation PRA PRA025
School of Public Policy SPP SPP026
Schulich School of Engineering SSE SSE027
Student and Enrolment
Services SES SES028
Teaching and Learning Centre TLC TLC029
University Audit Services UAS UAS030
VP Development VPD VPD031
VP Finance and Services VPFS VPFS032
VP International Operations VPIO VPIO033
VP Research VPR VPR034
VP University Relations VPUR VPUR035
Some units currently have a naming convention that includes department as the Job Profile Number. This is optional as the database allows for sorting by department. Assuming all fields are filled out, the department will show up as an identifier for the job profile. If it is relevant for the department to be included, we would see the naming convention similar to the following:
ARTSPSYC001 (Psychology) MEDONC013R (Oncology) HSBCS021 (Career Services) SCIBIO011R (Biology)
When using the department naming convention, the characters used should identify the department to anyone searching the specific department. If not, it would be beneficial to revise the naming convention to ensure a consistent practice.
VI. Frequently Asked Questions
Why did we move to a new Job Profile Database?
UCPL was a system used for both job profile storage and performance management for Management and Professional Staff. A new performance management module in PeopleSoft was implemented in 2013, thus UCPL was only being used for storage
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of job profiles. Human Resources felt it would be more convenient to have the Job Profile Database created ‘in house’ for the effectiveness and efficiency of all users. Who monitors the Job Profile Database?
Job Profile Database ownership resides with the Compensation team in Human Resources. The team is responsible for granting user access, managing location and department naming, and overall tracking of the database. If a Faculty, Unit, or Department is missing from the menu, please contact your Advisor, Human Resources for assistance.
How do I get access to the Job Profile Database?
Access to the Job Profile Database can be provided through the Compensation team. Please contact your Advisor, Human Resources to request access. The Advisor will work with you to determine the level of access required and then will work with the Compensation team to ensure the access is provisioned appropriately.
With Read Only Access, what access do I have in the Job Profile Database?
Read Only access allows the user to search and view the job profiles for a specific faculty or unit.
With Read Only Access, can I add or delete profiles?
No. The Job Profile Coordinator will need to assist with additions or deletions. If assistance is required, please contact your Advisor, Human Resources.
As a Job Profile Coordinator, what access do I have in the Job Profile Database? Job Profile Coordinator access allows the user to search, view, add, edit, delete, and
monitor the job profiles for a specific faculty or unit. There may be multiple Job Profile Coordinators separated by department, in this case, the Coordinator would have access to a specific department(s) within their faculty or unit.
As a Job Profile Coordinator, can I add or delete other users?
No. The management of users is coordinated through Compensation. If additional users are required (or no longer required) please contact your Advisor, Human Resources.
What happened to all of the job profiles stored in UCPL?
All profiles were copied over to the Job Profile Database in current state. If any profiles are missing, please contact your Advisor, Human Resources.
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I have job profiles that are no longer in use, but I would like to still keep them. How can I do this?
Archiving can be done through the ‘View’ button after searching job profiles. This access is currently only available for the Job Profile Coordinators and HR
Administrators. If you require assistance in working with the archiving of profiles, please contact your Advisor, Human Resources.
Is there a standard naming convention?
Yes. Going forward we would like to standardize the naming convention used for job profiles. Please see V. Naming Convention (page 5) in this document for assistance.
Can I distinguish between research and operating funded job profiles?
Yes. Where applicable, please add ‘R’ at the end of the number for Fixed Term jobs, such as:
EDUC001R HR004R LCR025R
If you require assistance in working with the naming convention, please contact your Advisor, Human Resources.
When transferring job profiles into the database, bullets are being replaced with different symbols. How do I fix this?
Unfortunately there is no fix at this time. There is no provision in the Job Profile Database to use bullets, thus when copying from Word, they are replaced by symbols. It can be helpful to use numbers, dashes, or avoid using additional characters at all.
There is an HR Location or Department no longer needed, how can I delete it?
Please contact your Advisor, Human Resources with the correct information as this will need to be updated by the Compensation team. This access resides with the ‘HR Administrator’ user role.
There is an HR Location or Department with incorrect naming or an incorrect Department ID. How can I update this?
Please contact your Advisor, Human Resources with the correct information as this will need to be updated by the Compensation team. This access resides with the ‘HR Administrator’ user role.
11 Where can I get further assistance?
For additional questions or to gain further assistance, please contact the Integrated Service Centre at 220.5932, your Advisor, Human Resources, or visit the Human Resources Website at http://www.ucalgary.ca/hr/
